Every document, filed and audit-ready, on its own.
HR documents live in drives, inboxes and cabinets, and you find the gaps during an audit. Popay Docs gives every employee one dossier, chases what's missing, records who read what, and keeps sensitive files to the people you authorise.
Documents break down in predictable ways
The problem isn't the paperwork: it's the chasing, the filing by hand, and finding the gaps too late.
Employee files are scattered across drives, inboxes and cabinets.
Popay Docs: One dossier per employee: every payslip, contract and certificate in one place, filed automatically as it arrives.
You find out a mandatory document is missing during an audit.
Popay Docs: Document Agents flag what's missing the moment it's needed and keep every file audit-ready.
You can't prove who actually read the new policy.
Popay Docs: Read & Sign records exactly who acknowledged each mandatory document, and when.
Sensitive files sit where the wrong people can open them.
Popay Docs: Dynamic role-based access keeps payroll, medical and vetting documents to the roles you authorise, and no one else.
Distributing payslips means filing thousands of files by hand.
Popay Docs: Payslips arrive by ZIP or FTP and publish to the right employee automatically. Nobody files anything.
Every new document type needs an IT ticket.
Popay Docs: HR creates document types, agents and templates itself. No IT, no wait.
One dossier per employee, nothing scattered
Every payslip, contract, certificate and signed policy sits in one employee record, filed automatically as it arrives, not months later when someone gets round to it.
No shared drive, no inbox archaeology. HR, the manager and the employee each see exactly the documents they're allowed to, and nothing else.
Everything document management needs
From a file arriving, to the right people seeing it, to a clean audit trail, handled in one place.
One dossier per employee
Every document tied to the right person and filed automatically. One place instead of drives, inboxes and cabinets.
Document Agents
Rules that flag missing files, chase the upload, request an acknowledgement and watch expiry dates, so nothing slips.
Read & Sign
A clear digital record of who acknowledged each mandatory policy, and when: the audit trail an inspector asks for.
Role-based access
Payroll, medical and vetting documents are visible only to the roles you authorise, set per document type, no IT ticket.
Bulk distribution
Payslips arrive by ZIP or FTP, map to the right employee and publish at your moment. Nobody files anything by hand.
Personal vault
A private space each employee keeps (notes, certificates, their own documents) and keeps for 5 years after they leave.
You find out you're covered before anyone asks
Document Agents flag what's missing the moment it's needed, request acknowledgements for mandatory reads, and watch validity dates, so a lapsed certificate or an unsigned policy surfaces early, not in the audit.
GDPR and Belgian labour law are built in: role-based segregation, a Read & Sign trail, and a 5-year alumni vault that handles post-departure access with no manual work.
Start with Docs. Grow at your pace.
Run document management on its own, and connect the rest when you're ready. Integrated, but modular.
Start
Run Docs on its own: dossiers, bulk distribution and compliance agents working from day one.
Add
Bring in Core HR, Learn, Vetting or Asset Management when it suits, each a complete module in its own right.
Compound
Now it compounds: Learn certificates auto-file, asset agreements trigger themselves, and vetting gates onboarding. One record, no re-keying.
What it looks like in each role
For HR
For employees
For managers
Connected across the Popay platform
No middleware, no manual syncing. Documents share live data with the modules HR already uses.
Popay Core
Contracts and dossiers link to the employee record, with full visibility in Workforce.
Popay Learn
Course completions auto-generate certificates and file them. Zero manual steps.
Asset Management
Assigning an asset triggers a usage agreement, not authorised until it's signed.
Vetting
Required checks become mandatory gates. Onboarding can't complete until they're verified.
Frequently asked questions
Is Popay Docs a separate product, or part of the platform?+
It’s a licensed feature on your existing Popay platform. No separate installation and no IT project. HR can configure the first document types and agents within a day, and legacy documents can be ingested via SFTP and matched to the right dossiers automatically.
How is it different from SharePoint or a shared drive?+
A shared drive stores files. Popay Docs actively manages them: Document Agents chase missing uploads, require acknowledgements, trigger workflows and watch expiry dates, like emailing an employee 60 days before their first-aid certificate lapses, or blocking an onboarding until a diploma is verified. That’s the gap between storage and compliance.
Can we control who sees what, down to document level?+
Yes, access is configured per document type using dynamic roles, not broad department permissions. Payroll Admins see payslips, Finance sees expenses, Security Officers see vetting documents, and medical records are isolated by default. The same document can be visible to different roles at different levels, all managed without IT.
How does it handle GDPR and Belgian labour law?+
Belgian law requires employers to give employees access to their electronic social documents for 5 years after departure. The alumni vault automates this entirely through a self-service portal, and role-based access keeps sensitive data (medical, payroll, vetting) strictly segregated.
Can it distribute payslips at scale?+
Yes, payslips arrive via ZIP upload or automated FTP. The system matches each file to the correct employee, queues them for review, and publishes them at your chosen moment. Only the individual employee and authorised Payroll Admins can ever see them.
Do we need Popay Learn to use it?+
No. Docs delivers full value on its own: payslip distribution, compliance workflows, bulk uploads, alumni access and role-based security all work independently. The Learn integration is a multiplier that removes training administration for organisations that use both, not a prerequisite.
Can external people (auditors, candidates) get access?+
Yes, through scoped, time-limited access. An auditor, candidate or supplier can be given a restricted portal showing only the document categories they’re authorised to review. Access expires automatically at the end of the defined period.
Part of Workforce Administration
Make document chaos a thing of the past.
One dossier per employee, files that chase themselves, and an audit trail that's always ready. Let's show you how.