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HR DOCUMENT MANAGEMENT

Empower your HR team
with document management
and automated workflows

DocuWare enables HR teams to digitise employee records, streamline workflows, and ensure compliance – all within a secure, centralised platform. From onboarding and time-off requests to contract management and audits, your team gains full visibility and control. Collaborate effortlessly across departments, reduce administrative overhead, and focus on what matters most: your people. 

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Unlock the full potential of your HR operations 

Daily challenges in HR

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Information silos slow everything down

Key HR documents are scattered across folders, emails, and spreadsheets making access difficult and delaying decisions.

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Manual tasks drain valuable time

Routine processes like filing, onboarding, and approvals are repetitive, error-prone, and keep HR teams from strategic work.

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Compliance risks create uncertainty

Missing access rules and manual archiving make it hard to meet legal requirements and pass audits.

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Admin overload blocks strategic progress

HR teams are buried in operational tasks leaving little room for initiatives that drive employee experience and retention.

Work smarter with DocuWare

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Seamless collaboration across teams

Information flows securely and instantly between HR, managers, and departments and employees - no more silos.

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Digital HR workflows that just work

Standard processes like onboarding, approvals, and reviews are automated: faster, error-free, and fully traceable.

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Built-in compliance for peace of mind

Access controls, audit trails, and deadline tracking keep your HR data secure and your team audit-ready.

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Time back for strategic HR initiatives

Automation and self-service tools free up capacity for strategic HR initiatives from employee engagement to organisational development.

Smarter HR workflows start here

Experience how streamlined document workflows can elevate your HR operations.

 

Digital transformation benefits across your HR ecosystem

Recruiting
Accelerate hiring with streamlined processes from application to onboarding — creating a smooth candidate experience.
Team leads
Make informed decisions with direct access to up-to-date team documents and personnel data.
HR Management
Respond quickly to inquiries with centralised employee records accessible to HR, leadership, and employee representatives.
Employees
Access pay stubs and your personal HR documents securely  -  anytime, anywhere.
HR Operations
Save time with automated workflows, reminders, and instant access to key information.
Talent Development
Track progress and document qualifications, training, and performance goals in one secure system.
SELF-GUIDED TOUR

Invoice processing made easy

Discover how DocuWare can optimize your accounts payable workflows in just a few steps.
Try it

Real-world success with DocuWare
in HR departments

Sara Barrett
Rethinking paper-driven processes really helped us identify inefficiencies and reimagine how different processes within other departments could work more efficiently.
Sara Barrett, HR Project Coordinator
Chichester College Group
Read case study
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Smooth onboarding is especially crucial for short-term appointments. When new employees have a positive experience from the beginning, they recommend us to others — and that strengthens our employer brand. DocuWare Cloud helps us achieve this with efficient, digital processes.

Sampo Suvitie, CIO
FinFerries
Read case study
4hrs
saved per employee in the pre-employment procedure
Case Study:
Young Automotive Group
5min
to process employee agreements instead of 1 hour
Case Study:
Young Automative Group
10,000+
documents stored per year including onboarding and bonus forms
Case Study:
Young Automative Group
627
staff members with digital master records in DocuWare
Case Study:
Berwick Retirement Communities

Smart HR workflows for a seamless employee experience

From recruiting to offboarding – streamline every step of the employee journey with secure, digital processes.

DIGITAL EMPLOYEE RECORDS

Secure and centralised management of personnel files

Manage employee records — including contracts, pay slips, sick notes, training certificates, performance reviews, and more — in one secure, digital location. DocuWare automatically files documents, sets alerts, and applies access controls to ensure transparency for HR and leadership. Employees can view their own records anytime via a secure self-service access, saving HR time and empowering staff.

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RECRUITMENT

Accelerate hiring and attract top talent

Streamline your entire recruitment process: Applications are automatically captured, classified, and routed through structured workflows. Departments gain timely access, feedback is documented centrally, and decisions are fully traceable. Deliver a smooth candidate experience and reduce your time-to-hire.

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RECRUITING

Structured recruiting workflows for faster decisions

Attract top talent with streamlined, efficient recruiting workflows. DocuWare automatically classifies incoming applications and integrates them into structured processes making it easy to coordinate interviews, gather and share feedback, and make fast, transparent hiring decisions. All candidate records are securely stored for the legally required retention period and then safely disposed of, ensuring compliance and protecting personal data.

ONBOARDING & OFFBOARDING

Efficient transitions for new hires and exits

Provide new team members with access to essential documents and information before their first day. Use automated workflows to complete onboarding tasks reliably. Forms such as right-to-work checks, tax and payroll details, or bank information can be securely collected and stored, ensuring accuracy and compliance from the start. When employees leave, manage offboarding steps like asset collection and access removal in the same secure system – ensuring nothing is overlooked.

 
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PAYROLL DISTRIBUTION

Effortless and secure delivery of payroll documents

Generate payroll reports directly from your existing HR system and manage the distribution of pay stubs digitally within DocuWare. All documents are stored securely and made accessible to employees in a way that ensures confidentiality and compliance with internal policies. This reduces manual effort, eliminates paper-based handling, and streamlines payroll communication across the organisation.

LEAVE AND REQUEST MANAGEMENT

Digital handling of absences and employee requests

Whether it’s vacation, sick leave, parental leave, or a change in personal information: DocuWare empowers employees to submit requests online with ease. HR teams and managers can review and approve them in just a few clicks, supported by automated notifications and deadline tracking. This ensures transparency, reduces delays, and simplifies internal communication.

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What functions does DocuWare offer for
digital financial accounting?

Explore key DocuWare features that power your digital finance department.

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Why DocuWare for HR?

Discover how DocuWare transforms your HR operations with powerful capabilities designed to simplify processes, boost productivity, and ensure compliance.

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AI-powered data capture

Say goodbye to manual data entry. DocuWare intelligently captures, classifies, and integrates HR documents directly into digital employee records — quickly, accurately, and effortlessly.
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Process automation

Automate repetitive tasks across the entire employee lifecycle — from onboarding to offboarding. Approvals, reminders, and notifications run reliably in the background, freeing up time for strategic HR work.
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Centralised document management

Keep all HR documents secure, organized, and instantly accessible. DocuWare offers powerful search, deadline tracking, version control, and granular access rights — giving HR full control and visibility.

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Seamless collaboration

Enable remote teams to access documents, complete tasks, and track changes — securely and productively, from anywhere.

 

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360° Connectivity

DocuWare connects with your existing HR systems, time tracking, payroll, and team portals — creating end-to-end workflows without data silos or duplicate entries.

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Security and compliance

Protect sensitive employee data with encryption, audit trails, and fine-grained access controls. DocuWare helps you meet the highest security standards and regulatory requirements with confidence.

360° Connectivity 

DocuWare integrates seamlessly into your systems to streamline data, processes and collaboration.

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Digitise your HR and employee management with
DocuWare – a proven choice 

Expertise:
36 years
of process automation excellence
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Trust:
95%
customer
renewal rate
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Reach:
20,000+
organisations empowered worldwide
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Certified and top-rated

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Ready to work smarter in Human Resources? 

Speed up your time-to-hire, simplify onboarding, and gain more time for strategic HR initiatives. DocuWare supports your HR department with efficient workflows, digital employee records, and secure, compliant archiving. Let’s explore how DocuWare can help optimise your HR processes.


Contact us to learn more!

We’re happy to provide a live demo or connect you with a certified digitalisation expert from our partner network in your area.

Let's get started!