There are 2 main methods of storing files within Access People Hospitality for shared documentation such as employee handbooks and company policies which will be the same for all employees these documents will be stored in the Content area whilst employees unique to employees such as contract details and personal documentation such as passport or visas will be stored within the employees' profile.
Documents added to the Content area of the system can be made available for all employees to view through Self-service by the document being added to the Self-Service section under Documents.
Add a new document to the Self-Service section of content
To add a new document to the Self-Service section of content, follow the below steps:
In the left-hand menu structure, locate and click into Content.
Expand the Documents option then expand Self Service and select the lower Self-Service option if available.
Click Add Document then add the description, the version number and tick to set whether the document requires acknowledgement from the employees.
Click the Upload button within the Add Document window to open File Explorer on your device and select the required document.
Click Save.
📌Note: The file will now be accessible by employees with access to the documents area through Self Service. If you ticked to set the document to require acknowledgement, you could report on these acknowledgements within Standard Reports.
Replace a document from the Self-Service section of content
If you need to replace an existing file, you can do this by:
In the left-hand menu structure, locate and click into Content.
Expand the Documents option then expand Self-Service and select the lower Self-Service option if available.
Click the name of the document then click Edit in the top right.
Use the Replace File button to open File Explorer on your device and select the required document.
Set the Version number to increase then click Save.
📌Note: To delete outdated files, follow the same steps as replacing, but click delete. If the file was acknowledged, we may need to remove that data first—contact us if you see a record in use error.
To manage employee specific documents, this is done within the employee's profile. You can add, edit or remove documents from an employee's profile within the Documents menu and the Docs tab. Here you may see documents separated into groups such as Person, Employment, Right to Work (or Passports) and Sickness.
Add a document to an employee
To add a document to an employee, follow the below steps:
Navigate to the employee profile then select the Documents menu.
Click on Docs tab.
Click the Document Upload button then set the description, the group to upload this to (e.g. Person), folder, version number and add the file by using the Upload Document button.
Use the Show in Self Service tick box if you would like the document to be made visible to the employee within Self-Service.
Click Save.
Edit or remove a document from an employee
To edit or remove a document from an employee, follow the below steps:
Navigate to the employee profile and select the Documents menu.
Click on Docs tab.
Expand the required group (e.g. Person) and click into the document.
Make the necessary changes by amending the fields.
Click Save or Delete button.
📌Note: For further assistance with managing documents within the Access People Hospitality system, contact us.