> ## Knowledge Base Index > Fetch the complete knowledge base index at: https://help.unrubble.com/sitemap.xml > Use this file to discover available pages before exploring further. > Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash). # Documents and Benefits ## How to add and manage employee documents? In Unrubble you keep all employee documents - contracts, diplomas, certificates, benefits and employment certificates - in one place, on the `Team` screen. Every entry in the records is permanently linked to the file that serves as its confirmation. ## Where to find employee documents Documents are available in two places: * `Team` > `Documents` tab - a list of entries for the whole organization: you see the documents of all employees in one table, with a category filter and a search box. * `Team` > click an employee > `Documents` tab - one person's documents together with the area for adding new files. **Tip:** the `Benefits` tab on the `Team` screen contains all the benefits defined for the organization, which you can then assign to employees - we describe it later in this article. ## Adding a document in the wizard You add new documents in the `Documents` tab in the employee window. Drag the files into the upload area (or click it and point to the files) - you can upload many files at once. The accepted formats are pdf, jpg, jpeg and png, with a maximum of 15 MB per file. The wizard will guide you through three steps. ### Step 1 - file upload Each file uploads separately and has its own status. If a file failed to upload, use the retry button next to that file. You can move on to the next step once all files have completed successfully. ### Step 2 - data verification For each file you choose a document category and fill in a form. From one file you can create several entries - for example, when one scan contains two diplomas. **Example:** the file `document-scan.pdf` contains a university diploma and a language certificate. In the verification step you add two entries from the same file: one in the `Diploma` category, the other in the `Certificate` category. Both will be visible on the employee's document list and both point to the same file. If you upload the same file again - with identical content and name - the system will recognize it as a duplicate and will not save a second copy. Existing entries linked to that file will be shown as read-only, marked `Already in records`. You can then complete the remaining document types for the same file, without uploading it a second time. The same document uploaded under a changed name will be saved as a new file. ### Step 3 - summary and send In the summary you see the list of entries ready to be saved. After clicking `Send to records`, each file receives its own status: `Sending`, `Sent` or `Sending error`. An entry that failed to save can be sent again - individually or all at once. Partial success is allowed: successful entries go to the records, and you can retry sending the failed files later. ## Document categories and form fields You can choose from six categories. Each has its own form: * **Contract** - name, contract type (including open-ended, fixed-term, probationary, temporary, B2B, contract of mandate (zlecenie), contract for specific work (umowa o dzieło), internship, appointment), position, start date, end date, FTE ratio (wymiar etatu), gross pay, currency, workplace. * **Diploma** - name, degree (from basic to doctorate), name of the university or school, field of study, faculty, start date, completion date, country, note. * **Certificate** - name, issuer, issue date, expiry date, note. * **Benefit** - name, benefit selected from the organization's dictionary, start date, end date, monthly employer-side value, monthly employee-side value, note. * **Employment certificate (świadectwo pracy)** - name, employer, position, start date, end date, note. * **Other** - name, description, note. The forms follow simple rules: fields marked as required must be filled in, and the end date cannot be earlier than the start date. ## Benefits Before you can assign a benefit to an employee, it must exist in the organization's dictionary. You will find the dictionary in `Team` > `Benefits` tab. A benefit contains a name, type (health insurance, life insurance, sports card, meal vouchers, other), provider, description and note. You add a benefit with the `Add` button, and you can filter the list by type and status. For each benefit you can: * **Edit** - changes are saved without affecting benefits that have already been assigned. * **Deactivate** - a benefit with the `Inactive` status disappears from the selection list for new assignments, but historical employee entries remain unchanged. Reactivation puts it back on the list. * **Delete** - deleting a benefit does not erase benefits already assigned to employees. ## Viewing and editing entries On the document list, click a row to open the entry details. There you will see a form with the category data, a list of linked files and the buttons: * `Download file` - saves the file to disk. * `Delete` - deletes the entry from the records after you tick the confirmation checkbox. * `Save` - saves the corrected data. In the row menu of the list you will also find quick actions for downloading and deleting an entry. **Example:** a typo in the name of the university on a diploma entry. You open the entry details, correct the `University` field and click `Save`. The file stays the same - you only change the entry's data. Several entries can point to the same file (for example a contract and an annex in one scan). You edit and delete each of them separately. ## Who can see the documents Access to the records depends on the permission level of the Team module, granted by your organization's administrator: * **Organization-wide access** - you see the documents of all employees and can manage them: add, edit and delete entries as well as manage benefits. Usually held by HR staff and administrators, role - **Administrator and Manager**. * **Access limited to a team** - you only see and manage the documents of people who belong to the same teams as you (you share a common tag). Usually held by team leaders. You cannot change the data of a person whose role is higher than yours (for example an administrator's), role - **Manager**. * **No access** - the `Documents` and `Benefits` tabs on the `Team` screen are not displayed at all, role - **Employee**. A regular employee has no access to the records - they cannot see their own documents in the system. **Note:** the records have no read-only mode. If you can see a given employee's documents, you can also edit them - within the scope of your access.