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HR Documents & Letters

Two related tools: a knowledge base of policy documents employees can read, and a letter generator for branded HR letters (appointment, relieving, experience, salary certificate).

HR Documents (knowledge base)

Open HR Management → HR Documents (/hr/documents). Upload handbooks, SOPs, and policy files so employees can find them. Each document carries a Title, Category, Version, and Visibility (who can see it). Upload a new version to supersede an old one — the version history is kept.

Screenshot: HR documents list — TODO

HR letters

Generate branded, ready-to-issue letters from an employee's record:

  • Appointment letter — /hr/employees/letters/{id}/appointment
  • Relieving and Experience letters — generated from Offboarding (/hr/offboarding/letters/{id}/...).

Employees can self-serve some letters from ESS (/ess/letters/...):

  • Salary certificate
  • Bank salary letter

Screenshot: Generated appointment letter — TODO

Branded and consistent

Letters use the workspace branding (logo, address) so every document looks official without manual formatting. Dates render in AD/BS per the calendar switch.

Letter authenticity (QR verification)

Every issued relieving / experience letter carries a QR code in its footer. A third party (e.g. a future employer) can confirm the letter is genuine without an account:

  1. Scan the QR (or open the printed /verify/letter/… link).
  2. Enter the employee's date of birth — the second factor.
  3. A match shows a "genuine letter" summary: employee name/ID, designation, department, joining and last-working dates. No salary or personal identifiers are ever shown.

A wrong date of birth and an unknown link show the same generic message (nothing is leaked), and five wrong attempts lock the link. HR can also open the in-app scanner (/documents/scanner) — scanning one of your own letters' QR codes jumps straight to its verification page.