Documents and Document Bundles

Send and store policies and resources in Tanda

Updated over a week ago

Need to share workplace policies? Don't have formalised copies? Check out Tanda HR Legal Templates, our collection of policies for common workplace scenarios like Appropriate Workplace Behaviour, created and updated by employment law firm Kingston Reid.

Send documents or document bundles to staff, record their acknowledgement, and have them accessible in Tanda.

Access documents

To access or upload documents and document bundles, navigate to the Contracts & Documents hub under the Workforce tab.


Upload a document

Use the Documents feature to upload PDF documents of up to 5MB to Tanda.

To upload a document:

  1. Navigate to the Documents tab in the Contracts & Documents hub

  2. Click the + Add Document button

  3. Click the + Add file button and select the PDF file

  4. Name the document

  5. Click the + Add to document library button

As documents are uploaded, they will appear in the list where they can be Deleted, Sent, or Viewed.


Scope a document to a team or location

When uploading documents, you can also select whether they should only be sent to a specific team or location.

To do so, select the teams or locations from the drop down menu.

Important to note: When scoping documents part of a bundle, the bundle will be scoped to the common teams shared across the documents. If there are no common teams, the documents cannot be bundled and scoping settings may need adjusting.


Send a document

Individual documents can be sent to existing staff through the Documents section of the Contracts & Documents hub.

To send a document:

  1. Navigate to the Documents tab in the Contracts & Documents hub

  2. Click the Send button next to the relevant document

  3. Select any Teams or Locations to receive the document

  4. Select any Individual staff to receive the document

  5. Select any additional Documents to send to the selected employees

  6. Click the Send button

Once a document is sent, the details will populate in the Sent Documents tab of the Contracts & Documents hub.


Create and edit document bundles

Document bundles are used to send multiple documents to staff during either Employee Onboarding or when needed to existing staff.

A Default Document bundle will already exist, and will be included in onboarding invitations by default.

To create a document bundle:

  1. Navigate to the Documents tab in the Contracts & Documents hub

  2. Switch to the Document Bundles tab

  3. Click the + Create Document Bundle button

  4. Upload any new documents, or tick the checkbox next to the relevant existing documents

  5. Name the bundle

  6. Click the Create Document Bundle button

Once saved, details of the bundle will be added, including name, creation date, and which documents are included in the bundle.

To make adjustments to the bundle, use the View/Edit button. Use this button to add or remove documents from the Default Documents bundle.


Send document bundles

Document bundles can be sent during Employee Onboarding or when necessary to existing staff.

Send through Employee Onboarding

To send document bundles when onboarding new staff:

  1. Navigate to Employee Onboarding under the Workforce tab

  2. Enter details for the new employee

  3. Select the relevant document bundles to send under the Attach Documents menu (note: multiple bundles can be attached)

  4. Click the Send Invite button once all onboarding details are complete

Important to note: the Default Documents bundle will automatically be selected whenever staff are being onboarded. To remove, deselect it from the Attach Documents menu.

Send to existing employees

To send document bundles to existing employees:

  1. Navigate to the Documents tab in the Contracts & Documents hub

  2. Switch to the Document Bundles tab

  3. Click the Send button next to the relevant bundle

  4. Select any Teams or Locations to receive the bundle

  5. Select any Individual staff to receive the bundle

  6. Select any additional Bundles to send to the selected employees

  7. Click the Send button

Once complete, the Sent Documents tab will update to reflect the sent bundles.


How employees acknowledge documents

When a document is sent to an employee, they'll receive an email notifying them of a pending document which can then be acknowledged on the Tanda mobile app.

Acknowledge a document with the following process:

  1. Open the Tanda Mobile App

  2. Click on your profile picture in the top right corner

  3. Select the Documents tab and View the relevant document

  4. Use the tick box to confirm you've understood the document and click Submit

Once a document has been acknowledged, it can still be accessed in the app under the Signed tab.

FAQs

Why can't I delete a document?

Any documents that have been sent to an employee at some point cannot be deleted. This is done so that the history of which staff have received the document can be retained for record keeping.

How do employees access documents to acknowledge?

If an employee has been sent documents through Employee Onboarding, the documents can be accepted under the Forms to Review section of onboarding. Employees are required to acknowledge documents to submit their onboarding form.

If an employee has been sent documents outside of Employee Onboarding, they will receive an email notifying them that a document is pending acceptance. This email will include a link to the Tanda mobile app, where the document can be accepted.

Did this answer your question?