Filing Cabinet
The Filing Cabinet is a secure document storage system for your organisation. Store employment contracts, policies, certificates, and any other important documents — organised by category and linked to employee records.
Key features
- Document categories — organise files into categories (contracts, policies, certificates, etc.)
- File upload — drag-and-drop or click to upload documents in any common format
- File preview — view PDFs, images, and common document types directly in the browser
- E-signatures — request electronic signatures on documents without a third-party service
- Auto-filing — expense receipts, fit notes, and training certificates are automatically filed when relevant actions occur
- Search — find documents quickly across all categories
- Per-employee storage — each employee has their own document section
How it works
Uploading documents
- Go to Filing Cabinet from the sidebar
- Browse documents by category — categories appear as cards at the top
- Click a category to see its documents, or use the Manage tab for a full list
- Drag and drop files onto a category, or click Upload to browse
- Documents are stored securely and linked to the relevant employee
E-signatures
Luna HR includes built-in e-signatures — no DocuSign or similar service needed:
- Upload or select a document
- Click Send for Signature and choose the employee who needs to sign
- The employee receives a notification
- They open the document and sign using their mouse, trackpad, or touchscreen
- The signed document (with signature PNG overlay) is stored as a permanent record
Signatures create an audit trail entry — who signed, when, and the original document.
Auto-filing
Certain documents are filed automatically:
| Trigger | Filed to | Category | |---------|----------|----------| | Expense report approved | Employee's cabinet | Expense Receipts | | Sick leave with fit note | Employee's cabinet | Fit Notes | | Training course completed | Employee's cabinet | Training Certificates |
This saves time and ensures important documents are always where they should be.
Admin setup
Document categories
Set up categories from Admin > Document Categories. Common categories include:
- Contracts — employment contracts, amendments
- Policies — company policies employees need to acknowledge
- Certificates — qualifications, training certificates (also auto-filed)
- Expense Receipts — receipt copies (auto-filed on approval)
- Fit Notes — medical certificates (auto-filed for sick leave)
- Personal — passport copies, right to work documents
- Performance — review documents, development plans
Each category gets a name and description. Categories are shared across all employees — every employee's filing cabinet has the same category structure.
Permissions
All employees can view their own documents. Managers can view documents for their direct reports. HR admins can view and manage documents for all employees.