Employee documents

Each employee's page has a Documents card for the papers of the 201 file: contracts, ID copies, clearances, medical certificates and more. This guide shows how to upload them, track expiry dates and choose which ones the employee can open in the portal.

Upload a document

Open Employees, choose the employee and go to IDs, bank and documents.
On the Documents card, choose the Kind of document: Employment contract, Government ID, Clearance, Medical certificate, NBI / police clearance, Certificate or training, Permit or license or Other.
Type a Name (blank = the kind) if you want a clearer name, for example "Contract 2026".
Click Choose a file. Files can be PDF, JPEG or PNG, up to 5 MB.
Fill in Issued (optional), Expires (optional) and Notes (optional) if they apply.
Switch on Show in the employee's portal only if the employee should be able to open it. Off, only HR, the owner and your firm see it.
Click Upload document.

The document appears in the list with its kind, dates, upload date and size. Documents shown in the portal carry an in portal badge.

Screenshot to come: The Documents card with two documents, one marked in portal, and the upload form

Open, share or remove a document

Open: click the document's name. PDFs open in Sahora's viewer.
Share or stop sharing: click Show in the portal or Hide from portal. Employees find shared documents in the portal under My profile → My documents.
Remove: click Remove and confirm.

Removing deletes the file

Remove deletes the file itself, not only the entry. Use it to correct a mistake, such as a file uploaded to the wrong employee.

Expiry dates

When a document has an expiry date:

it shows Expires soon from 30 days before the date, and Expired after it;
owners and payroll officers are reminded 30 days before the date and again when it passes.

Use this for permits, licenses, medical certificates and IDs that need renewing.

Files that arrive on their own

When an employee sends their own details from the portal and you apply them, their ID copies are filed here, not shown in the portal (see Inviting employees to the portal).
Signed loan authorizations stay with the loan on the Loans and deductions card (see Loans and deductions).

Required documents

The owner can choose which kinds of document every employee should have in Company setup → Employee records. The 201 file completeness report then shows who is missing one (see People and attendance reports).

Good to know

Owners, payroll officers and HR admins can upload and remove documents. Payroll approvers don't see them.
An employee sees only their own documents, and only those shown in the portal.
Opening a document always goes through Sahora, which checks who you are first. There are no public links to the files.

Where this guide gives a rate, limit or number of days set by law, it is the one in force today, 24 October 2026, from the official tables Sahora uses for payroll.