Employee HR Files contain some of the most important and sensitive information a business is responsible for, so keeping this data safe is crucial.

HR Files cannot be viewed and accessed without permission. To ensure confidentiality, only staff with this permission switched on can see, access or share employee HR files.

Managers can only upload documents for people they are directly responsible for, providing permission has been granted via WorkSmarter’s dynamic, secure privacy and access controls. Staff can only access their own documents, and not those of their colleagues.

To Customise Permissions:

1. Navigate to the Organisation Tab, select Manage Employees and then View Employees’ tab.

2. Choose the employee, click Edit Profile, select Permissions. Navigate to the HR Files section, then set and save the relevant permissions.

You can optionally extend your default permission rules and further limit access to selected users only, plus the account owner(s).

• Go to Edit HR File → Additional Restrictions.

• Confirmation that the file has been restricted appears within the Visibility tab on the HR Files screen.

How do I Check Permissions?

You can easily review users' permissions by running the Permission Report, which is located in the Reports section of the site. Check permissions by employee, department, or across the entire company. Additionally, you can view privacy and visibility rights for yourself, your manager and your colleagues by clicking the Privacy Information button on the HR Files screen.

How Secure are Documents Stored in WorkSmarter HR Files?

Documents are securely stored, encrypted, and fully compliant with UK GDPR and data protection laws. Information is protected at-rest and in-transit with military-grade AES-256 encryption. Documents are seamlessly decrypted only when you need them.

Can I Recover a Deleted Document from HR Files?

Once a document has been deleted, it’s fully removed from the WorkSmarter platform. You will be asked to confirm if you wish to delete a document.