Help centre / Documents, payroll and payslips
Documents and e-signing
Store documents against people, send letters and written statements to sign, and see who has signed.
Keep each person's documents in one place, and send letters to sign online.
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Documents running out are listed under Expiring.
Add a document
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Step 1: Go to People, Documents, and press Add a document.
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Step 2: Choose whose it is and the kind of document, and add the File.
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Step 3: Add Expires on if it runs out, then press Save the document.
Send something to sign
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Step 1: On their record, press Write a letter, choose one and press Use this letter.
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Step 2: Tick Ask them to sign it and press File the letter.
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Step 3: Follow it under Documents, To sign.
Ask for a new copy of a document
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Step 1: Go to People, Documents, Expiring, and press Ask for a new copy beside it.
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Or tick several and press Ask for new copies.
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Step 2: They're asked to upload the new one.
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When they've sent it, it's under Approvals.
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Step 3: Open it, look at both copies, then press Accept, or Send back with a reason.
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Accepted, it replaces the old one, which is kept as an earlier version.
Send a new copy HR asked for
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Step 1: Open Send your new … on your Home, or the email.
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Step 2: Add the file and the date the new one runs out, then press Send to HR.
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Step 3: HR checks it.
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If they send it back, their reason is above the form: fix it and send it again.
Send your new right-to-work details
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Step 1: Go to My documents and press Send my new right-to-work details.
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Step 2: Type your share code from GOV.UK (it starts with W), add a photo of your document, or both, then press Send to HR.
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Step 3: HR checks your right to work with them.
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Until they record the check, you aren't shown as checked. Your share code is never shown back to you.
Stuck?
I can't ask for a new copy
Right to work is checked by HR, so start the follow-up check instead. Someone with no sign-in can't be asked: upload it for them with Replace the file.
My file won't upload
Files can be up to 10 MB.
How do staff sign?
They open it, tick the declaration, type their full name and press Sign. KivoHR keeps the time, the device and a fingerprint that shows if the PDF is ever changed.
I sent it by mistake
Open it under To sign and press Withdraw, with a reason.
Their written statement needs signing
On their record, press Write their written statement, set Sign by, then Send to sign.
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