Document vault
Store employee and organisation documents with categories, expiry dates and access controls.
People operations · Controlled employee documentation
Create, store and retrieve HR documents with less manual handling.
Use approved templates, employee data and role-based access to manage letters, policies, proofs, certificates, contracts and acknowledgements.
No generic sales tour Built around your workflows
HR operating viewLive
Payroll inputs94%
Attendance closure8 / 10
Joiners ready12 / 14
9 manager actions overdueReview
Why this matters to the Head of HR
Document control is essential for employee service, governance and audit response. HR leaders need current templates, secure access and a traceable record of issue and acknowledgement.
Documents & Letters capabilities
Designed around the full operating workflow.
Configure the module around your structures, policies, ownership and approval model—not a generic process diagram.
Letter templates
Generate offer, appointment, confirmation, transfer, increment, experience and other letters from approved templates.
Bulk generation
Create documents for a selected employee group using validated merge fields.
Acknowledgements
Track policy and handbook acceptance with timestamps.
Expiry reminders
Monitor expiring contracts, licences, identity documents and certificates.
Download controls
Restrict viewing, downloading and sharing based on user role.
Operational outcomes
What a well-run documents & letters process should improve.
Faster letter turnaround Fewer outdated templates Improved retrieval and audit response Clear policy acknowledgement records
Connected workflow
- Select approved templateOwner, status and history remain visible.
- Merge verified employee dataOwner, status and history remain visible.
- Route review and issueOwner, status and history remain visible.
- Store signed or acknowledged recordOwner, status and history remain visible.
A working view, not a static report
Give the team clear status and exception signals.
The example below is illustrative. Measures and thresholds should be configured around your operating definitions and review cadence.
1,284Documents stored
36Expiring soon
91%Policy acknowledged
8Letters awaiting issue
Connected modules
View all modules Documents & Letters works better when its inputs and outputs stay connected.
Core HR
Centralise employee records, organisation structures, lifecycle changes and HR policies so your team stops reconciling the same information across spreadsheets, inboxes and payroll files.
ExploreOnboarding & Offboarding
Turn onboarding and offboarding into owned checklists spanning HR, managers, IT, Finance, Administration and the employee—without chasing every task over email.
ExploreEmployee Self-Service
Employees can update approved profile details, access payslips and documents, submit leave and attendance requests, view policies and follow the status of their requests.
Explore
Questions about implementation
Evaluate Documents & Letters in your policy context.
Use your actual workforce groups, approval paths and edge cases during product evaluation.
Can policies and approvals be configured for different locations or employee groups?
Yes. Rules can be segmented by entity, location, department, grade, employment type and other employee attributes, with role-based approvals and effective dates.
Does OrbinHR support e-signatures?
The document workflow is designed to support e-signature integrations and acknowledgement records. The available provider and signing method are confirmed during implementation.
Explore Documents & Letters
See Documents & Letters configured around your organisation.
Bring one representative workflow or current process challenge. The demo will show the operating path, controls and connected outcomes.