Personal Files are useful when a manager needs to complete sections of a document before issuing it. For example, a performance review may use a standard template, but the manager adds employee-specific feedback, goals, and comments before it is shared or signed.

If the same document is used for multiple employees and only personal details (such as their name or address) change, or if the employee is required to upload a document, use Skills instead.

Access Required

Personal Files use HR access:

HR - Full: View and manage Personal Files on employee profiles
HR - Config: Includes all HR - Full permissions, plus the ability to create and manage Personal File Templates

Personal File Templates

Templates save time when you issue the same style of document to multiple employees.

Template content can also include employee profile variables that are filled in when the file is issued.

Creating a Template

Navigate to Menu > Settings > Personal File Templates
Click New Template
Enter a title for the template
Optionally start from a blank template, one of your templates, or a Microkeeper template
Click Add Template to open the template editor

Configuring the Template

After creating a template, configure:

Title: The name of the template
Category: Used when filtering templates and issued files (for example Employee Contract, Disciplinary Action, or Personal File)
Default Action:The action applied when the template is used to create a Personal File
- Reference Only - Staff can view the file. No signature is required
- Sight and Sign - Staff must view and sign the file
- Critical - Staff must sign the file before they can clock on
- Admin Only - Visible only to admin staff. Hidden from the employee
Status:
- Draft or Archived - The template will not be available when creating Personal Files
- Published - Available when creating Personal Files
Document Content: Use the rich text editor for the document body

Employee Profile Variables

Use the variables dropdown in the editor to insert dynamic employee information. Available variables include:

{firstname}: Employee's first name
{lastname}: Employee's last name
{dob2}: Date of birth
{address}: Address Line 1
{address2}: Address Line 2
{city}: City
{state}: State
{postcode}: Postcode
{phoneno}: Mobile number
{email}: Email address
{position}: Job position
{startdate2}: Start date
{primary_manager}: Manager's name
{rate}: Default pay rate
{basichours}: Weekly ordinary hours
{status}: Employment type
{custom_*}: Custom employee profile fields (if applicable)

Placeholders are resolved when a file is issued to an employee.

Save your Template

When you have finished drafting the document, click Save. Set the template Status to Published when it is ready to use.

Issuing a Personal File

Personal Files are issued from the employee profile.

Open the employee profile
Go to the Personal Files section
Click the plus button
Choose how to create the file:
- Blank File - Start with an empty document
- Your Templates / Microkeeper Templates - Copy content from a published template
- Existing files - Copy from an existing Personal File already issued to this employee
Enter a title
Click Add Personal File

You will be taken to the Personal File editor to complete the document and settings.

Configuring an Issued Personal File

On the Personal File edit page you can manage the document content and file settings.

1. Document Content

Title: The name shown on the employee's Personal File
Document Content: Use the rich text editor for the document body
Start From: Replace the editor content with a blank file, a template, or another Personal File for this employee. Title and status are not changed
Attachments: Optionally attach supporting files in addition to the document content

2. Category

Choose the appropriate category for filtering, for example:

Awards
Certificates
Disciplinary Action
Employee Contract
Performance Review
Personal File
Position Description
Safety
Workers Compensation

3. Action

Reference Only - Staff can view the file. No signature is required
Sight and Sign - Staff must view and sign the file
Critical - Staff must sign the file before they can clock on
Admin Only - Visible only to admin staff. Hidden from the employee

4. Status

Draft - Not visible to the employee
Published - Visible to the employee (based on the Action). Staff can view and sign when required
Archived - Hidden from the active list and not visible to the employee

Use Preview to see how the file appears before publishing.

Employee Review and Signing

Once a Personal File is Published, employees can open it from their Employee Console under Skills and Files.

Open the Personal File
Review the document content
View any attached files if present. Attachments must be viewed before signing
If a signature is required, click Sign Document, draw your signature, then click Save
Complete the declaration and submit

After a file is signed, the document content cannot be changed. Category and Status can still be updated by HR.

Critical Files and Clocking On

If a Personal File is set to:

Status: Published
Action: Critical

the employee must sign the file before they can clock on. This works in the same way as Critical Skills.

If unsigned Critical files exist, clock-on is blocked and the required file titles are shown.

Managing Personal Files on the Employee Profile

The Personal Files list on the employee profile shows each file with:

Title
Category
Action
Status
Signed date (or Unsigned)

Use the row menu to edit a file, archive it, or unarchive it. Archived files can be shown using Show Archived.

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Personal Files

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What are Personal Files used for?