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Every employee has a vault: their identity documents, onboarding paperwork, education certificates, payroll documents and anything else you need on file. Find it on the Documents tab of their record.

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Categories

The vault groups documents by category and shows a summary of what is present and what has been requested but not supplied.

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Uploading

1

Choose the file and category

From the employee’s Documents tab.
2

The file uploads directly to storage

OnTime issues a short-lived upload URL and your browser sends the bytes straight to storage — the file does not pass through the API server. This is why large documents upload at full speed.
3

Confirm

The upload is acknowledged and the document appears in the vault as Pending.

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Document status

Verifying records who verified it, when, and why. This is a deliberate human step — uploading does not verify.

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Downloading

Downloads issue a short-lived link to the file in storage. The link expires; it is not a permanent URL you can share.

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Requesting missing documents

You can record that an employee owes you a document. It appears in their vault summary as outstanding.
Requesting records the intent but sends no notification. The employee is not told. Follow up through your own channel, or use a message thread.

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Bulk download

“Bulk download” returns a manifest of download links, not a ZIP file. You get a list of short-lived URLs, one per document, rather than a single archive. Downloading them is up to you.

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Deleting

Removes the database row and makes a best-effort attempt to delete the stored file.
Consider whether you should. Employment documents are often part of a statutory record, and deletion is not audited as a document-retention event.

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What employees see

Employees see their own vault from the Me section of the employee app, and their tax documents on the Pay tab. They can view and download; they cannot verify or delete.

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Known limitations

  • No e-signature integration. A Signed status records that a document carries a signature; OnTime does not collect one.
  • No retention policy or expiry tracking. Documents do not expire and nothing prompts you to refresh an expiring certificate.