Uploading Companywide or Employee Documents in Patriot HR

In this article:
Uploading and Sharing a Companywide Document
Uploading and Sharing Individual Documents to an Employee
Managing Your Document List

Background
Patriot Software allows you to manage and share documents with employees by uploading them as Companywide Documents, such as a company handbook, or Individual Employee Documents like performance reviews and confidential memos. Documents you share appear to employees in their employee portal. Documents you upload and choose not to share will only be viewable for admins.

💡 You can create a custom Employee Handbook in the HR Center! It’s free for customers who subscribe to Patriot HR.

Uploading and Sharing a Companywide Document

Go to Payroll > Human Resources > Employee Documents

1. Select the Companywide tab
2. Click “+Add Document.”
3. Upload the document
   • In the pop-up window:
     • Enter a friendly Document Name (e.g., Employee Handbook.) This will be displayed to your employees.
   • Select the Document Type:
     • Choose File to upload a document.
     • Choose Website to link an external URL.
   • To upload a file, choose File and drag a file to the upload box or click the Choose File button and find the file.
   • To add a link to a website, choose Website and enter the website address. You can click “Test Link” to make sure the link works. The web page will appear in a new window.
4. Enable the checkbox labeled Display to employees to make the document visible, otherwise, this document will be visible for admins only.
   • You will also be able to manage the display of documents on the document list.
5. Click “Add Document”

Uploading and Sharing Individual Documents to an Employee

Go to Payroll > Human Resources > Employee Documents

1. Go to the “Individual Employees” tab,
2. Click the employee name link in the list
3. Click +Add Document.
4. Upload the Document
   • In the pop-up window:
     • Enter a Document Name (e.g., “Employee Handbook”).
     • Select Document Type:
       • Choose File to upload a document from your computer.
       • Choose Website to link an external URL.
     • Drag and drop your file into the upload area or click Choose a File to browse your computer.
   • Make sure the document is in an acceptable format (e.g., .pdf, .docx, .jpg).
5. Click the checkbox labeled “Display to employee” to make the document visible, otherwise this file will be for admins only.
6. For Document Type:
   • To upload a file, choose File and drag a file to the upload box or click the Choose File button and find the file.
   • To add a link to a website, choose Website and enter the website address. You can click “Test Link” to make sure the link works. The web page will appear in a new window.
7. Check the “Display to employee” box to display the file or link to your employee or you can leave the box unchecked and it will not display to your employee.
8. Click “Add Document.”

Managing Your Document List

Your document list will display the document links or files when it was uploaded. For individual employee documents, the number of documents shown to each employee.

You can reorder the document list to appear in a certain order to employees when they view the documents in their portal.

• Place your cursor at the left of the row, over the 3 blue dots.
• Click and drag the row to another position.
• Click the “Update” button to save this order.

Delete an employee document

Click the trashcan icon in the row. This document will no longer appear to the employee through their employee portal.

Note: You cannot edit an attached document. To make a change, you need to remove the original document and upload the edited document.

[RELATED ARTICLE: What Is the Benefit of an Employee Handbook?]

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