Who this guide is for: Administrators (see access roles note)
Platform: Sense HR
Available on: All plans (Document templates available on Professional, Elite, and Enterprise plans)
Before you begin
Make sure you:
☑️ Have administrator permissions
☑️ Have access to the employee profile
☑️ Have prepared your document (if uploading), or created a template in Settings > Documents
🖊️ Access roles note:
On Professional, Elite, and Enterprise plans, organisations using Access Role Management can also allow manager-type roles to add documents for the employees or groups they have access to.
Overview
You can add documents to an employee’s profile for storage, sharing, or action (such as reading or signing).
When adding a personal document to an employee profile, you can choose from:
Upload document
Use template
Add link
Each option follows a slightly different set of steps after selection.
💡 Tip: Send documents at scale with the Doc Sender agent (AMI)
If you need to send a document template to multiple employees, use the Doc Sender agent to assign documents in bulk (Elite and Enterprise plans only)
Navigation path
People > Select employee > Documents > Add
🖊️ Note:
On Elite and Enterprise plans, Screen Designer can be used to remove the Documents screen from certain profile templates. If the employee’s profile does not include the Documents screen, personal documents cannot be added from that profile.
Step 1: Open the document menu
Go to People
Select the employee
Open Documents (left sidebar)
Click Add
Step 2: Choose how to add the document
Select one of the following:
Upload document
Use template
Add link
Use:
Upload document if you already have a file
Use template if you want to generate a structured document that can be edited in the in-app editor before saving
Add link if the document is and will remain stored outside Sense HR
🖊️ Note:
The Use template option is only available on Professional, Elite, and Enterprise plans. On Team plans, you will only see:
Upload document
Add link
Option A: Upload document
Step A1: Choose document type
Select:
Upload standard document – store the file exactly as uploaded (no personalisation)
Upload merged document – upload a PDF with merge tags to generate a personalised document
🖊️ Note:
Merged documents must be uploaded as PDFs
Standard documents support common file types such as Word, Excel, PDFs, and images
See: Supported file types in Sense HR
Step A2: Upload file and enter details
Upload your file using drag-and-drop or browse.
Then complete:
Document name
Category
Description
Step A3 (merged documents only): Assign signature fields
If your document contains signature merge tags (e.g. {{Signature_1}}):
A Signature details panel appears
Assign each signature to a person
Step A4: Continue to access and requirements
Click Next to proceed to step 3: set access and requirements.
Option B: Use template
Step B1: Select a template
Choose from the available templates.
Step B2: Review and customise the document
The document opens in the editor, where you can:
Edit content for this instance
Apply additional merge tags
Review formatting
🖊️ Note:
Changes made here do not update the original template.
Step B3: Assign signature fields (if applicable)
If signature fields are present:
• Use the Signature details panel
• Assign each signatory
Step B4: Continue
Click Next.
Then complete:
Document name
Category
Description
Click Next to proceed to step 3: set access and requirements.
Option C: Add link
Step C1: Enter link details
Provide:
Link (URL)
Link name (Document name in Sense HR)
Category
Description
Step C2: Continue
Click Next to proceed to step 3: set access and requirements.
Final steps (all options)
Step 3: Set access and requirements
Configure permissions:
Can view
Can edit
To be read
You can assign these to:
The employee
Their line manager
Additional users
⚠️ Avoid duplicate tasks
If your document includes e-signatures, a signing To Do task is created automatically. Turning on To be read will create an additional To Do task.
To avoid duplicate tasks, leave To be read turned off when signatures are already required.
Step 4: Save the document
Click Save (or Done for links)
✅ The document is added to the employee’s profile.