Attached to an entity.
A contract, a visa, a candidate file and a course artefact sit on the record they belong to. Offboarding never leaves a file floating in a drive somebody forgot.
Harmoni Documents
Every document, on the person it belongs to.
Included with Employee Management. A contract, a visa, a right to work check and a certificate expire, get superseded, and have to be verified. A regulator can ask who did that, and the file has to answer.
- A document sits on the person, the candidate or the course it belongs to, not in a shared drive nobody owns.
- A new upload supersedes rather than overwrites, so last year’s contract is still there when this year’s is disputed.
- Expiry is watched from the day the file arrives, so a visa or a licence is chased before it lapses.
- Verification is a named person and a date. A tick without a name is not a check anybody can stand behind.
- Retention and legal hold live on the record. A document under hold refuses to be deleted, even by the person who uploaded it.
Amara OkaforPeople partnerFile on her record, not a shared driveEmployee file
- Right to workVerified by Amara · Monday, 2 March 2026
- PassportExpires in 41 days · number and dates from the MRZ
- Contract of employmentv3 current · v2 and v1 kept for the dispute
Legal hold · deletion refused until it lifts
Documents are not a module. They are part of the record.
They arrive from hiring, they are demanded by onboarding, they are checked against the law of the country somebody works in, and they are read by the people entitled to read them. Each of those is its own page.
Why teams switch
A file that belongs to a person, not a folder.
Supersede, do not overwrite.
A new upload keeps last year’s contract. A dispute can still read what was current then. The previous file stays; it is not deleted to make room.
Expiry is watched from arrival.
A visa or a licence is chased before it lapses. Verification is a named person and a date on the file, not a tick nobody can stand behind.
Sensitivity lives on the file.
A payslip and a right to work check are not the same sensitivity. Classification lives on every file, so the record knows what can be shown and what cannot.
Who it is for
The people who actually have to produce the file.
People
The person collecting right to work.
Amara sees what this country still needs on this person. Onboarding knows the gap instead of guessing a generic pack.
The employee
The person uploading a passport.
The machine readable zone can fill the dates with no typing. A structured AI read is the add-on, and the free read still works without it.
Compliance
The person watching expiry.
The sweep names the visa before it lapses. The document and the register are the same dates.
A recruiter
The person holding a candidate CV.
The file sits on the candidate. Retention is a daily sweep. The CV is stored even if the structured read is skipped.
Keep reading
How a file should behave.
PlaybookEmployee records and documentsThe record other tools must read, or the file will drift.
PlaybookCompliance and document expiryThe watch that runs from the day the file arrives.
CapabilityThe checklist that demands the fileOnboarding knows what this country still needs. Offboarding does not orphan the folder.Questions people actually ask.
Is Employee Documents a separate module to buy?
No. It is included with Employee Management. Nothing extra to buy, and nothing extra to maintain.
Do you offer e-signing here?
No. Candidates sign offers in Recruit with a typed legal name and a drawn signature. Documents do not claim a signing flow we have not built.
Does reading a passport need HARMONI AI?
No. The machine readable zone and country identity patterns stay free. A structured read of a harder scan is the add-on.
What happens to last year’s contract?
It stays. A new upload supersedes. The previous file remains for the day somebody disputes this year’s.