Company owners and HR managers who keep employee contracts and HR documents

How to Use Employee Files, Photos and Document Review in WatheeqaHR

Employee files is an opt-in module. The company Owner turns it on in Settings, then HR can add a profile photo and HR documents (contract, offer letter, employment letter, certificate, qualification, NDA or other) to each employee, set expiry dates, and accept or reject each file. Every file is malware-scanned before anyone can open it, and files are stored encrypted in a private bucket with access by role only.

Last updated: 2026-10-12 · بالعربية

Steps

  1. Owner: turn the module on

    The company Owner opens Settings, finds Employee files, and turns it on. It is available on the trial, Starter and Growth plans. Only the Owner can change these options, including whether employees may upload their own documents and which admins get access.

  2. Open the employee's Files tab

    Go to Employees, select an employee, and open the Files tab.

  3. Upload a profile photo or a document

    Upload a profile photo, or choose Upload document, pick the type (contract, offer letter, employment letter, certificate, qualification, NDA or other) and select a PDF, JPEG or PNG file. A file shows as waiting or being checked until the malware scan finishes; it cannot be opened before then, and a file that fails the scan is blocked.

  4. Set an expiry date

    Add an optional expiry date when you upload, or use Change expiry date later. WatheeqaHR shows whether a file is valid, expiring soon or expired, and sends expiry alerts if the Owner has left them on.

  5. Review each file

    An authorized reviewer can Accept a document, or Reject it with a required reason. New files start as Pending review.

  6. Replace, archive or delete

    Replace a file with a new version, archive it to hide it while keeping the history, or delete it permanently.

Frequently asked questions

Who can see employee files?
Access is by role only. The Owner, HR members and any admins the Owner has specifically authorized can open files. Accountants and viewers cannot. A support session never gets access to employee files, and there are no public links.
How are files protected?
Each file is scanned for malware before anyone can open it. Files are stored encrypted (AWS S3 with KMS) in a private bucket and are only served to signed-in users who have the right role.
Is anything changed in the files I upload?
Location and camera metadata (EXIF/GPS) is removed from profile photos. PDFs are kept exactly as uploaded.
Can I upload passports, ID cards or visas here?
No. Identity-document upload (passport, ID, visa) is not available in the employee files module. To track those, record their type and expiry date as described in the document expiry guide.
What happens if I turn the module off?
New uploads and edits stop, and no existing file is deleted. The Owner, HR and authorized admins can still read and download existing files.

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