Who it's for: Administrators (see access roles note)
Platform: Sense HR web app
Available on: All plans
Before you begin, make sure you’ve:
☑️ Logged into the Sense HR web app
☑️ Been assigned administrator permissions
☑️ Finalised your company document, confirmed it’s in a supported file format, and prepared it for upload.
🖊️ Access roles note:
On Professional, Elite, and Enterprise plans, organisations using Access Role Management can also allow other user roles to View and Add company documents.
Overview
Administrators can use the main Documents tab to upload company documents that apply to everyone or selected groups, such as policies, handbooks, guidelines, and internal processes. This guide also explains how to download and delete company documents, view activity history, and manage document properties and permissions.
Company documents are designed for static, non-personalised content. They do not support merge tags (such as employee names, job details, or signature fields) and are typically used for general documents that need to be shared widely across the organisation.
If you need to personalise a document, use Personal documents instead. Personal documents support merge tags and e-signature fields and can be added via:
People > [Select profile] > Documents > Add
Templates for personalised documents can be created via:
Settings > Documents > Add(Professional, Elite, and Enterprise plans)
See: Add a document to an employee profile and Create a reusable template for personal documents for more information.
Navigation path
Dashboard > Documents > Add > Upload document
Steps to upload a company document
Navigate to Documents
Open Documents from the left-hand navigation menu.
Click Add in the upper right
Select Upload document
Supported file types:
.docx, .doc
.xlsx, .xls
.pptx, .ppt
.pdf
.png, .jpg
💡Tip: To view, filter, or search existing company documents before uploading, click the Company tab.
🖊️ Note: You can also view your personal documents by selecting the Personal tab. However, uploading from this page will still add documents to the Company section.
To upload personal documents, go to: People > [select user profile] > Documents
Assign the document
In Assign to, search and select the employees or groups who should have access to the document.
• Default setting: Everyone is assigned.
• You can remove this and assign specific employees, or filter by location, department, job title, contract type, etc.
(Optional) In Exclude people, search and select any employees or groups within the assigned audience who should not have access.
(Optional) To confirm the document will be assigned to the correct people before you proceed, click View filter result.
When the assignment looks correct, click Next to continue.
Upload the document
To upload a document, you can either:
• Drag and drop the correct file, or
• Click browse to choose the file.
For Document name, enter the name that you want for the document, if different from the automatic option.
(Optional) Select a document Category, or + Add new option to create one.
(Optional) Add a Description.
Click Next
Save the document
If you are happy with the preview of your document, click Save.
✅ Your document now appears under the Company tab and is visible to the assigned audience.
Manage company documents
Edit company document properties
Go to Dashboard > Documents > Company tab.
(Optional) Use Search or Filters to find the document.
Click the More actions (…) menu and select Edit, to open editing options.
What you can edit:
Tab | What you can edit |
Details | - Document name - Document category (choose or click + Add new to create one) - Document description |
Access | - Assign to: update who can access - Exclude people: remove individuals/groups from the audience |
Download company documents
Go to one of the following:
•Dashboard > Documents > Company tab, or
•Dashboard > People > [user profile] > Documents > Company tab(use this path if you want to find a document assigned to a specific person, or if you’re already in their profile).(Optional) Use Search or Filters to find the document.
Click the More actions (…) menu and select Download. The file will download immediately to your device.
Delete company documents
Go to
Dashboard > Documents > Company tab.(Optional) Use Search or Filters to locate the document.
Click the More actions (…) menu and select Delete.
In the confirmation popup, click Delete to confirm.
Access view history
Go to one of the following:
•Dashboard > Documents > Company tab, or
•Dashboard > People > [user profile] > Documents > Company tab(use this path if you want to find a document assigned to a specific person, or if you’re already in their profile).(Optional) Use Search or Filters to find the document.
Click the More actions (…) menu and select View history.
Select the tab you want to view:
Tab | What is shows |
History | Edits — what changed and when |
View | Viewing activity — who viewed and when |
Downloads | Download activity — who downloaded and when |
Shares | Sharing activity — who shared and when |
FAQ
Click here to see answers to frequently asked questions
Click here to see answers to frequently asked questions
Q: Can I edit the content of uploaded company documents?
A: No. The content of uploaded documents cannot be edited in the system.
To make changes, update the original file on your computer and upload the new version to replace the old one.
Q: Can I add a company header to a company document?
A: You can’t edit uploaded documents within the system but to add a company header before uploading:
Open the document in Microsoft Word (or another third-party word editor).
Go to the Insert tab.
Select Header and choose a style.
Add your company header text or design.
Save the document.
Upload the updated file into Sense HR, using the company document upload feature.
Q: What file types can I upload as a company document?
A: You can upload standard office documents, PDFs, and common image formats.
Maximum file size: 10 MB
Supported file types:
.docx, .doc
.xlsx, .xls
.pptx, .ppt
.pdf
.png, .jpg
Q: How do I switch between Personal and Company views in Documents?
A: In HR Dashboard > Documents, you can switch between the Company and Personal tabs in the upper left. The Company tab shows company documents, and the Personal tab shows your own personal documents.
🖊️ Note:
Clicking Add in the main Documents module always adds a document to the Company documents list.
To add a personal document for an employee, go to:
People > [select profile] > Documents > Add
In an employee profile, you will also see Personal and Company tabs:
Personal shows documents stored against that employee
Company shows company documents that have been assigned to that employee
Clicking Add from within an employee profile always adds a personal document for that employee.