Document & Contract Management: HR documents with tracked versions, validity and confirmations

Who is it for, and what problem does it solve?

This module is for businesses that keep HR documents in shared folders and email attachments and track by hand which contract ends when, or who has read a document. With this method, the problem is not the document itself but the information around it: finding the right version among file names like “contract_final_latest_v3” gets harder, the end dates of fixed-term contracts are missed, no one knows whether a document given to an employee has been read, and folder permissions stay wider than necessary.

What does Document & Contract Management do?

The module manages the life cycle of an HR document from upload to deletion. The functions available today are:

• Document types: employment contract, ID copy, diploma, certificate, proof of residence, military service status document, health report, criminal record certificate and “other”. The type list is fixed. Additional protocol, confidentiality undertaking, privacy notice under KVKK (Türkiye's Personal Data Protection Law No. 6698), company policy and procedure types, as well as company-defined document types, are coming soon.
• Documents linked to the employee card: every document sits on the Documents tab of the employee's Digital Employee Records. Publishing company-wide documents such as policies and procedures and assigning them to employee groups are coming soon.
• Version history: a new version replaces the old one without deleting it; old versions stay in the history and can be downloaded.
• Validity date: the end or renewal date is entered in the document record; documents expiring within 30 days and already expired documents appear in a single list.
• Read confirmation: a read confirmation can be requested per document; a document that requires confirmation appears as pending on the employee's self-service screen, and the confirmation is recorded per person. A read report and a list of those who have not yet confirmed are coming soon.
• Access permissions: viewing, uploading and deleting documents depend on role permissions; health reports and criminal record certificates additionally require the special category document permission.
• Audit log: adding, updating and deleting documents, uploading new versions, every download and every read confirmation are recorded with who and when.
• Secure storage: PDF, JPEG and PNG files (up to 10 MB) are stored in a private repository; downloads use a short-lived link.

Automatic document generation from templates is not available yet; the Document Generation module is among the modules coming soon in the Platform & Integrations category. The module is the document layer of the Employee Management category.

How does it work?

The document structure is set up once, and every new document is then handled by the same rules:

1. Add the document with its type. Choose the document type, title, validity date if any and whether a read confirmation is required, then upload the file.
2. Link it to the employee's card. The document is added to the relevant employee's card; company-wide publishing and group assignment are coming soon.
3. Request confirmation. Documents that require a read confirmation appear as pending on the employee's profile.
4. Track dates. Follow upcoming end dates from the expiring documents list.
5. Update. Upload a new version; for documents that require confirmation, the employee confirms the new version again.

Where and how documents are stored, along with backup and encryption details, is explained on the Security and data protection page. Plan options are on the Pricing page.

Does a read confirmation replace a wet signature or an electronic signature?

No; a read confirmation records, with date and time, the employee's statement that they have read the document. It does not separately measure whether the document was opened and read, and it does not replace a wet signature or a secure electronic signature; the application states this on the confirmation screen as well. A read confirmation is suitable for documenting that a document reached the employee and was confirmed by them. For documents where the legislation requires written form or a signature (for example, some employment contracts), the signed document itself is needed; a scanned copy of such documents is uploaded to the module. We recommend deciding with your legal adviser which method is sufficient for which document, within the framework of Labour Law No. 4857 and related legislation.