Evidence trails for policies, offers, and acknowledgements
Upload and version documents, request signatures with reminders, track pending and completed signers, and pair with notification templates and read receipts—so audits and regulators see a coherent trail, not forwarded email chains and conflicting attachments. Compliance is partly culture; it is also provable history when someone asks what the employee knew and when.
Document lifecycle
List, upload, download, update metadata, and remove documents according to policy; generate time-bound URLs when you need secure handoff to signers or auditors. Version confusion is a common audit finding—explicit lifecycle beats shared drives.
- Upload, download, and metadata controls
- Pre-signed URLs with expiry for secure sharing
- Clear ownership of document types
Signatures that stand up to scrutiny
Request signatures on documents, list pending requests, remind signers, and capture signature payloads with audit-friendly history. Know the difference between convenience and evidence your counsel will defend.
- End-to-end signature status visibility
- Reminders and completion tracking
- Audit trail for who signed and when
Sharing controls
Create and manage shares when policy packets or contracts need controlled distribution beyond raw email attachments—so access is revocable and traceable.
- Controlled distribution paths
- Less exfiltration via unmanaged forwards
- Alignment with least-privilege access
Notifications and templates
Notification service supports templated messages and read tracking—pair with documents for policy acknowledgements and offer delivery so you can prove delivery and attention, not only send.
- Templated communications for consistency
- Read tracking where supported
- Pairing with acknowledgement workflows
Identity and access
Organisations, roles, and fine-grained permissions (for example document:sign) ensure only authorised people touch sensitive artefacts—reducing insider risk and accidental exposure.
- Role-aware access to documents and actions
- Separation of duties where policy requires
- Audit logs for permission-sensitive changes
FAQ
Common questions
- Do you provide legal advice?
- ClaveHR supplies workflows and evidence; your counsel validates forms, retention, and e-signature sufficiency for each jurisdiction. Requirements vary by country and sector.
- What about storage outages?
- Document features depend on healthy object storage; design monitoring, retries, and fallback paths for business-critical signatures—especially around payroll and offer deadlines.
- How long should we retain HR documents?
- Retention depends on employment law, sector rules, and litigation hold—your legal team sets schedules. The platform supports deletion and export patterns; policy is yours.
- Can employees access their own documents?
- Self-service access patterns depend on your configuration and permissions. Transparency builds trust; over-sharing sensitive documents does not—balance with policy.
- How do we prepare for audits?
- Export structured histories, pair document signatures with notification logs, and keep a RACI for who can attest to controls. Evidence is easier when workflows are consistent year-round.