Every Employee Document,
Organized & Secure
InStaff's employee document management software keeps company files organized, restricts sensitive records to the people who should see them, and tracks certifications with expiry reminders, all inside one secure portal.
- Company-wide file storage and access
- Private Files restricted to assigned parties only
- Certification & license tracking with expiry reminders
No pitch. No slide deck. No pressure.
Just a conversation about your business and how InStaff can help.
Four Modules, One Employee Documents Hub
Files
Company-wide file storage and access. Anyone in the organization can find and open what's stored here, making Files the place for documents meant for general use.
Private Files
Restricted, secure employee documents visible only to assigned parties. Use Private Files for sensitive records that shouldn't appear in company-wide storage.
Documents
Self-service access to company handbooks, guides, onboarding materials, and common forms, plus personal folders for contracts, evaluations, and insurance records.
Certifications
Upload certifications and licenses with type, acquisition, and expiry dates, and get automatic reminders before they expire.
Core Features of Employee Documents
Company-Wide File Storage
Upload and store files in one shared space so employees can find company documents without asking around.
Restricted Private Files
Assign a Private File to specific parties so it stays out of company-wide storage and visible only to who you choose.
Role-Based Document Access
Publish handbooks, guides, and forms to the whole company, a department, or a single employee, and replace a file once so everyone sees the latest version.
Certification & License Uploads
Employees and admins upload proof of certifications or licenses with type, acquisition, and expiry dates.
Automatic Expiration Reminders
Advance alerts before a certification expires give employees and admins ample time for renewals.
Configurable Certification Types & Reports
Admins set the certification types and rules that apply, then run filterable reports exported as PDF or CSV.
How Employee Documents Works
Step 1: Upload It
Add a file to company-wide Files, a Private File, Documents, or a certification, from anywhere.
Step 2: Set Who Sees It
Company files stay open to everyone. Private Files are restricted to the parties you assign.
Step 3: Set Type & Expiry
For certifications, choose the type, acquisition date, and expiry date so InStaff can track it.
Step 4: Get Notified & Report
InStaff sends reminders ahead of expiry, and admins can run filtered, exportable reports anytime.
Common Questions
Employee Documents is a set of InStaff modules — Files, Private Files, Documents, and Certifications — that store and organize company files, restricted employee documents, records, and certification tracking in one secure portal.
Files are company-wide: anyone in the organization can find and open them. Private Files are restricted to the specific parties you assign, so sensitive records never appear in company-wide storage.
Only the parties you assign. A Private File stays out of company-wide storage and is visible solely to the people you choose, making it ideal for sensitive employee records.
Company handbooks, guides, onboarding materials, and common forms, plus personal folders for contracts, evaluations, and insurance records — and certifications or licenses with expiry tracking.
Yes. Employees and admins can upload proof of certifications or licenses with the type, acquisition date, and expiry date, so records stay complete and current.
InStaff sends advance reminders before a certification or license expires, giving employees and admins ample time to arrange renewals — no manual tracking required.
Yes. Admins set the available certification types and the specific rules that apply to each, tailored to your company's requirements.
Yes. Run filterable reports on documents and certifications and export them as PDF or CSV for auditing or import into your ERP system.
Files, Private Files, Documents & Certifications, in One Secure Portal
Store company files, restrict what's sensitive, and track certification expirations without leaving InStaff.