Documents

Document Management

Name: CubeHR Document Management
Brand: CubeHR
Price: 2 GBP
Availability: InStock

Contracts, policies and handbooks: stored, signed and tracked

CubeHR's document management system stores all your HR documents in one secure place. Upload contracts, policies, and handbooks. Track employee acknowledgements. Manage document versions. Set expiry alerts for time-sensitive documents like right to work or DBS certificates.

Register interest View pricing

Acknowledgements
Recorded per employee, per policy
Versioned
Previous copies always retained
90 days
Advance expiry alerts

What's included

Everything document management needs, in the box

No paid add-on modules. This is what you get on every plan that includes document management.

6capabilities
on one employee record

Secure Document Storage
Upload and organise documents by type: contracts, policies, certificates, right to work. All stored securely with encryption at rest.
Acknowledgement Tracking
Assign documents to employees or teams and track who has read and acknowledged them. Chase outstanding acknowledgements automatically.
Version Control
Upload new versions of policies and handbooks without losing the old ones. Full version history with timestamps and change notes.
Expiry Alerts
Set expiry dates on time-sensitive documents. Get automatic alerts at 90, 60, and 30 days before expiry. Never let a right to work document lapse.
Folder Organisation
Organise documents into company folders (policies, handbooks) and employee folders (contracts, certificates). Logical structure, easy navigation.
Access Controls
Control who can view, upload, and delete documents. Sensitive documents restricted to HR only. Employee documents visible to the employee and their manager.

Why it matters

Why businesses pick CubeHR for document management

All documents in one place
No more shared drives, email attachments, or filing cabinets. Every HR document lives in CubeHR with proper access controls and audit trails.
Never miss a document expiry
Automatic alerts ensure right to work documents, DBS checks, and certifications are renewed before they lapse. Protect your business from compliance failures.
Prove policy acknowledgement
When an employee claims they didn't receive the updated handbook, you have a timestamped record showing when they acknowledged it.

In practice

What this actually looks like

Illustrative situations document management is built for. They are examples rather than customer case studies.

Policy rollout tracking
The problem
A remote working policy is updated and every employee needs to acknowledge it within a fortnight.
The outcome
The policy is uploaded once and assigned to everyone. Acknowledgements are recorded per person and reminders chase whoever has not read it, so the outstanding list is always current.
Audit-ready document management
The problem
During an external audit, a company is asked to produce employment contracts for all current staff at short notice.
The outcome
Contracts sit against the employee record rather than in a filing cabinet or a manager's inbox, so the full set can be exported directly.

Questions

Frequently asked

What file types are supported?

PDF, Word (.docx), Excel (.xlsx), images (JPEG, PNG), and plain text. Maximum file size is 25MB per document. Bulk upload is supported for initial migration.

Can employees upload their own documents?

Yes, with configurable permissions. Employees can upload certificates, qualifications, and personal documents to their own profile. HR can review and approve uploads.

Is there a storage limit?

CubeHR includes generous storage allowances on all plans. Enterprise plans include unlimited storage. You'll never need to delete documents to make space.

Can we send documents for e-signature?

E-signature integration is on our roadmap. Currently, you can upload signed documents and track acknowledgements. Digital signature workflows are coming soon.

By sector