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.

Updated on: 09/09/2026