Employee files for employers

One employee file. Gaps included.

Every employee document, kept together. Even the missing ones have a place. Start with the employee file checklist below.

Start a 14-day Business trial See the employee file ↓

Your Business trial starts today; sending and sealing open once we have reviewed your company details.

Library / Employee filesOne person. The whole record.
Employee file
Employment contractCompleted copySealed
Police clearanceThe missing pieceNot on file
Driver’s licenceExpiry date recorded30 Oct
Contract amendmentFiled beside the contractSealed
A gap you can act onAsk for the
missing document.

One request link. One document returned to your Library.

Police clearanceA collection you organise
For each person

Employee file checklist

An employee file checklist for employers: what to keep for each person, from the offer to the last day.

  1. Signed employment contractand any amendments
  2. Written particulars of employment
  3. ID copy
  4. Qualifications and professional registrationswith certified copies where you ask for them
  5. Driving licence and work permitwith their expiry dates
  6. Police clearance and medical certificateswhere the role needs them
  7. Consent forms
  8. Written warningswith the acknowledgement or the recorded refusal
  9. Certificate of employmentwhen employment ends

How long you keep each record is set by the employment and tax law where you employ people.

Sign the employment contract, then request the papers behind it.

Prepare the offer or employment contract from your own template. Set the order: you sign first, then the employee, who signs from their link once you have, with no account to make. Ask for the ID copy and other supporting records with a request link, or send one onboarding form; the uploads land in your Library.

  1. EmployerSigns first
  2. EmployeeInvited next
  3. Keep togetherIn one collection
Request: ID copy One document per request

Set the signing order →How request links work →

Reminders before a licence, permit or clearance expires.

Licences, work permits, clearances, medical certificates. Record each expiry date in the employee’s file, and KuduDoc emails you before it arrives: 90, 60, 30 and 7 days before, by default — or the days you choose.

Driver’s licenceRenews 30 October
90 days60 days30 days7 days

Default schedule, before the date on the record

  • Change the days, switch any reminder off, and set quiet hours.
  • Keep the replacement beside the expired record.
Document expiry reminders →

A written warning, acknowledged or the refusal on record.

Send a warning from your own template. The employee’s acknowledgement, or refusal, is recorded, dated and sealed with it.

Your standard templateWritten warning

Acknowledgement requested · refusal recorded if declined

  • Save the warning’s fields, roles and signing order as a template. Business has unlimited templates.
How templates work →

When someone leaves, close the file.

Issue a certificate of employment, sign and seal it, and file it in the same collection. The file closes but stays in the Library for the period you set. Deletion happens only on your instruction, and export is always available.

Status
File closed
Retention
Your policy
Deletion
On instruction
Export
Always available
How export and deletion work →

A promotion needs
more than an email.

Eighteen months after the offer, the employee is promoted. Prepare an amendment with the effective date, send it for signature in your order, then file the completed copy beside the contract and role description.

The role changed. The record kept up.
Employment contractThe signed originalSealed
Role descriptionWhat the role is nowOn file
Completed amendmentEffective date on the pageSealed
Filed beside the original, not over it.
Before you start

Questions about employee files

Keep one file per person, often called a personnel file: the signed employment contract and any amendments, the written particulars of employment, an ID copy, qualifications, licences and permits with their expiry dates, clearances and medical certificates the role needs, consent forms, written warnings, and the certificate of employment when employment ends.
A certificate of employment is the document an employer issues when employment ends, confirming the dates and the role. In KuduDoc you prepare it from your own template, sign and seal it, and add it to the employee’s file before you close it.
An employee file is concentrated personal information. Consent can be collected and sealed with the other records; access is limited to the people you give it to; you set the retention period; export and deletion requests are available. Write to us at privacy@kududoc.co.za. Read the privacy notice.
KuduDoc signatures are ordinary electronic signatures. Many countries accept them for an ordinary contract of employment, but some documents, and some countries’ rules for them, still need ink, so check the rule where you employ people.
Personal is free, with no card and no expiry date. Family is €6 a month (€57 a year), Professional €12 (€120) and Business €18 (€172), per occupied seat, with a 14-day trial. Documents you have already sent are not affected by a plan change. Business holds up to 10 seats. Compare plans.
One file at a time

Start with one
employee’s file.

Add the contract, the ID copy and the next licence date, then request what’s missing.

Start a 14-day Business trialKuduDoc for business →