Manage the employee document process from start to finish — all within your payroll platform.

HR Document Management gives you a more organized way to create, distribute, collect, review, and track employee documents.

Instead of managing forms through email, paper files, or separate folders, the process stays connected between PayDeck and EmployeeDeck, helping you reduce manual follow-up and maintain better visibility into employee documentation.

How the Process Works

The HR Document Management process is simple: Create → Assign → Complete → Review → Track

1. Create a Reusable Document Template

HR begins by creating a Document Template in PayDeck.

A template acts as the master version of a document and can include:

• Instructions
• Employee fields
• Employer fields
• Signatures
• Acknowledgements
• Other information that needs to be collected

Once created, the template can be reused whenever the document needs to be assigned again.

Navigate to:

Settings > Document Templates

For step-by-step instructions, see Creating Document Templates.

2. Assign the Document

Once the template is ready, you can assign it to the employees who need to complete it.

Documents can be assigned to:

• A specific employee
• Multiple employees
• Employees matching selected criteria
• All employees

You can also choose to:

• Set a completion due date.
• Require employer review after the employee submits the document.

For instructions on assigning and uploading documents, see HR Document Management.

3. The Employee Completes the Document

Assigned documents are delivered directly to the employee through EmployeeDeck.

The employee can:

• Open the document.
• Complete the required information.
• Sign or acknowledge the document when required.
• Submit it electronically.

This helps reduce paper forms and unnecessary email back-and-forth.

If a completed document is received outside of the system, such as by email or on paper, it can also be uploaded directly to the employee's record.

4. Employer Review, When Required

Some documents may require action from the employer after the employee submits them.

If Employer Review was selected when the document was assigned, the completed document will appear under Action Required in the HR Document Management dashboard.

From there, you can:

• Review the employee's submission.
• Complete any employer-required fields.
• Approve or complete the document.

5. Track and Manage Documents

The HR Document Management dashboard helps you stay on top of the entire process.

You can quickly see:

• Documents awaiting employee completion.
• Documents requiring employer action.
• Completed documents.
• Expired documents.
• Documents approaching expiration.
• Documents that may require a reminder.

Completed and uploaded documents remain connected to the employee's record for easy access.

For more information, see HR Document Management: Navigating Your Dashboard.

One Connected Document Process

With HR Document Management, the document process stays connected from beginning to end:

Document Template → Employee Assignment → Employee Completion → Employer Review, if required → Completed Document → Ongoing Tracking

This gives you greater visibility into employee documentation while reducing manual follow-up, paper handling, and the need to manage documents across multiple systems.

Related Articles

• HR Document Management — Learn how to upload and assign documents.
• HR Document Management: Navigating Your Dashboard — Learn how to review, track, and manage documents.
• Creating Document Templates — Learn how to create reusable document templates.