Smart Document
Management System for
HR Teams Made Easy

Digitize, store, and manage all your employee documents in one secure and central place.

Document Management System

Document
Management
System

CloveHR's Document Management System (DMS) automates HR processes by bringing employee documents, including resumes, contracts, compliance documents, and exit forms, under one roof on a secure cloud-based storage. It does away with the physical files and disorganized folders to enable HR teams to upload documents with the corresponding tags for effortless retrieval.
The system provides secure access controls, allowing administrators to specify role- or department-based permissions to ensure that confidential documents stay protected. Built-in version history and audit trails enable precise tracking of document updates, supporting compliance and record-keeping.
CloveHR's DMS also has automatic expiry notifications on documents, policy acknowledgment tracking, and seamless integration with e-signature tools, enabling HR teams to handle the entire employee life cycle without ever having to leave the platform. From hiring new employees to viewing performance documents to audit preparation, CloveHR's DMS is a one-stop solution for streamlined HR document management.

Key Features

The document management systemwas created while keeping the HR workflows in mind. It helps you to store the documents and track and manage them with security. The platform heavily reduces the requirement of paperwork and also increases remote accessibility. A few of the key features of our DMs are mentioned below.

Centralized Repository of Employee Documents

The tool is one secure place where you can upload and store all HR documents with proper categories. Offer letters, forms, and more—there are no limitations to the types of files. The access is quick across the HR and management teams because the full system is cloud-based and nothing is stored on the physical storage.

Role-Based Access Control

Get protection for your sensitive files with strong access settings where you can define who can view, edit, and download the documents on the basis of their role or department. Payrolls, HR heads, compliance officers, and everything else—each user gets to see only the documents that are related to their roles.

Key Features

CloveHR gives a complete scheduling system to plan, assign, and monitor the shifts of employees with zero hassle. It’s time to automate key tasks, avoid conflicts, and keep employees in the loop with the below features that you get with our shift management.

Custom Shift Scheduling

Design shifts to suit the role of your team, time zones, and the specific departments. You can assign working hours and days off and reuse the saved templates for saving time. With that, you also get the flexibility to create fixed or rotating shifts custom to the structure of your company.

Automated Shift Rotation

You can reduce manual workflow by applying automation to the repeating shift rotations. Our system lets you assign rules for frequency and the participation of employees, and the rest of it is handled by our tool, like balancing hours, giving fairness, and updating schedules across the teams automatically.

Real-time alerts

Our platform sends instant shift notifications to the employees whenever there is a change in schedule. It may be a new assignment, swap approval, or cancellation; all the alerts are sent right via email or app. All the group members stay informed without any need for follow up and the attendance is assigned to shifts automatically.

Shift Swapping Support

The tool lets employees request shift swaps from within the system and managers get instant notifications for approvals. All the changes are tracked, recorded, and reflected in the schedule so that there is no confusion at all in the operations and control.

Break and Holiday Management

Setting up shift-specific breaks, holidays, or weekly offs is very easy with our tool. Whether your teams need fixed intervals or flexible pauses, everything can be modified as per your company’s policy. Marking official holidays, rest days, and unpaid breaks for each shift with accuracy is possible with the best of legal compliance and clarity.

Conflict Detection

With CloveHR, you can avoid the double bookings or shift overlaps because it alerts you to conflicts before the shifts are finalized. If an employee is already scheduled on a break, the system flags it so that the schedules remain clean and error-free.

Shift Reports and Analytics

Get access to detailed reports on shift overage, attendance, and the total hours worked. Here managers can monitor the patterns of the workforce, spot the inefficiencies, and adjust the overall planning. These insights help in resource allocation and long-term scheduling strategies.

Time Tracking Integration

CloveHR's time tracking and attendance tools give you a seamless connection where the tool matches shift schedules with the actual working hours, simplifies payroll calculations, and monitors punctuality. With built-in tracking, you get a solid central view of time, performance, and compliance in one place.

Smart Tagging and Advanced Search

Document retrieval supports tags, employee IDs, departments, and other custom filters for fetching the accurate document quickly. CloveHR integrated intelligent search to further cut down the time spent searching for the files without any misses. Even in large or multi-brand organizations with thousands of record types, the platform works ideally.

Automated Document Lifecycle Rules

In the tool, you can set rules to auto-archive, delete, or notify the HR department when a document reaches its expiry date. Again, the documents category can be contracts, certifications, policy files, and every other relevant document. CloveHR keeps each of your documents compliant and updated with its lifecycle so that you can get rid of outdated papers and replace them with updated ones.

Version Control and Audit Logs

The platform lets you track each and every change made to a document. In case you want to restore any document version or access a detailed activity log, you can do it smoothly with transparency. Version control and audit logs deliver the best accountability and traceability features to the users.

E-signature Integration

Not just managing documents, the tool also gives you the option to sign the letters, policies, and documents digitally. It has a built-in signature feature that removes the need for external tools and speeds up the overall approval processes within the organizations.

Compliance and Data Privacy

CloveHR's document management system also takes care of GDPR, labor law, and company policy compliances in everything you do. You can set document retention policies and data deletion times as per your region without missing any privacy and compliance parts.

Mobile Documents Access

The platform is highly responsive in nature, where your teams can access, review, or share documents right from their smartphones. All the HR files stay accessible and secure, letting managers and employees have full convenience without compromising on control.

Manage HR documents with ease and confidence.

It's high time to switch from folders to a secure and automated document system that can become a one-stop solution for all your HR workflows with no paperwork at all.

How Does the CloveHR Document Management System Work?

CloveHR's DMS is one of the easiest, most scalable, and most secure tools you can get for your HR teams, who can upload, organize, track, and manage all the employee documents with just a few clicks.

Upload and Categorize Documents

You can start by uploading the documents that can be contracts, resumes, and ID proofs on the portal. With that, you can assign employee profiles and tag them as per your needs.

Set Access Controls

Next, you can define who can view, edit, or download documents. For example, HR managers can limit the access to sensitive files like salary slips or legal agreements with role-based permissions.

Organize with Tags and Filters

With the help of smart tags and filters, you can easily structure your complete repository. Searching the documents is possible by document name, employee name, date, or even department so that everything is fetchable almost instantly.

Enable eSignature and Acknowledgments

Further, if a team wants to send documents for digital signature or confirmation, they can do it with extensive tracking about who has signed or acknowledged the documents.

Automate Document Lifecycle

Once the structure is ready, you can now set up retention rules for archiving and deletion of the old files. You get alerts for the documents that are soon to expire and maintain the necessary compliance without manual tracking of everything.

Monitor and Audit Activities

Using built-in logs, you can finally track document downloads, their edits, and access partners. Audit reports are generated instantly too during the inspections or reviews for a robust operation.

Automate Document Lifecycle

Monitor and Audit Activities

Using built-in logs, you can finally track document downloads, their edits, and access partners. Audit reports are generated instantly too during the inspections or reviews for a robust operation.

Benefits of Using CloveHR's DMS

With ease of managing the documents while also staying compliant, organized, and efficient, the document management system of CloveHR delivers the below benefits:

Faster Onboarding

You get a centralized and complete document collection and verification platform where every new hire can upload and sign the required documents, making the overall onboarding process smooth.

No Paperwork

Since the platform runs on the cloud—that is, everything is uploaded and accessed online—it highly reduces the requirements of paperwork. Not only paperwork, but space and manual filing of the papers too.

Better compliance

The platform applies document retention rules, tracks acknowledgements, and generates reports completely automatically. This keeps your HR team audit-ready and legally compliant at any point in time without any hindrances.

Data Security

CloveHR aims to provide the best possible security of data because the data of the HR department is always a matter of confidentiality. With proper encryption, backup, and access controls, the data remains safeguarded.

More HR productivity

Due to the advanced features and functionalities like automated tracking, smart search, and version history, the time and effort for HR departments drop notably. They can focus on other important strategic tasks, making the overall productivity better.

Access anywhere

Unlike physical files and data stored on the system, this platform lets HR teams and managers view and manage documents from desktop or mobile. And that too from anywhere, allowing them the flexibility they require without any compromises on the security.

Still storing HR files in folders and cabinets? Let CloveHR handle it better. Try CloveHR DMS Today!

Document Management System

What are the document types that one can store in CloveHR's DMS?

There are no limitations to the type of documents meaning you can store resumes, offer letters, ID proofs, contracts, policy documents, and whatnot. Every digital form of a file can be stored on the platform.

Can I control who sees or edits the documents?

Yes, very smoothly! You can set the roles on the basis of access control so that only authorized people, like the HR managers of the finance team, can alter or download the sensitive files.

Does CloveHR's DMS comply with legal standards?

Yes! But, since every region has their own compliance standards and rules, you can set custom retention rules, audit trail frequency, and other important regulation elements.

How does CloveHR keep the documents safe and secure?

Each of the files stored on the portal is secured by using encryption, access controls, and regular backups. With that, you also get logs and version history for tracking the document activity.

Can employees upload documents themselves?

Yes! At the time of onboarding or updates, employees can upload their documents directly to the portal. Later HR can review them and approve them in real time, boosting the speed of document collection during onboarding.