HR Files

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Overview

HR Files is one shared place for your staff documents, such as employment contracts, staff handbooks, policies, rotas, training records and recruitment paperwork. Keeping them here means your box office, front of house, stage management and technical managers always work from the latest version.

From HR Files you can:

●      Upload files

●      Create folders

●      Search for files

●      Create a link to share a file

●      Request an e-signature

Visible to your team

All files and folders in HR Files are visible to everyone across your organisation. Anyone on your team can open, view, share and upload files.

Because HR documents are often confidential, think about what you store here. Documents about one person, such as their signed contract, payslips, passport or right to work documents, are better uploaded to the Files section of that person’s profile in Staff & Payroll > HR. See the HR article for more.

Organising your folders

Create folders to suit the way your venue works. For example:

●      Contracts & Templates: Blank employment, casual worker and freelance crew contracts

●      Policies & Handbooks: Your staff handbook, code of conduct, and health and safety, safeguarding and access policies

●      Rotas & Calls: Front of house rotas, box office cover and crew calls for get-ins, performances and get-outs

●      Training & Inductions: Induction packs, fire safety and evacuation procedures, first aid and working at height guidance

●      Recruitment: Job descriptions, adverts and interview question sheets for roles such as Usher, Box Office Assistant or Stage Technician

●      Payroll: Timesheet templates, pay period calendars and exported shift reports

The number of files in each folder is shown beside the folder name.

Upload a file

●      Go to Staff & Payroll > HR Files

●      Click Add File

●      Select the file from your computer

●      Choose the folder you want to save it in

●      Save

The file is now available to everyone in your organisation.

Create a folder

●      Go to Staff & Payroll > HR Files

●      Click Add Folder

●      Enter a name for the folder, for example Front of House Rotas

●      Save

Open, view and share files

●      Click on a folder to open it

●      Click on a file to view it

Search for a file

Enter the file name in the search box at the top right of the page.

Create a link to a file

You can create a link to a file to share it with people inside or outside your organisation, for example sending the staff handbook to a new usher before their first shift, or sending the crew call to freelance technicians.

●      Open the folder and find the file

●      Click the link option on the file

●      Copy the link and send it to the person you want to share it with

Only share links to documents that are suitable for the person receiving them.

Request an e-signature

You can send a file for e-signature directly from HR Files, for example an employment contract, a casual worker agreement or a policy acknowledgement.

●      Go to Staff & Payroll > HR Files

●      Click Request E-Signature

●      Select the file you want signed

●      Your chosen e-sign provider will open so you can send the document for signature

Before you can request e-signatures, your e-sign provider must be set up in Admin > Settings. See the Pipelines article for how to set up your provider. E-signatures can also be requested from the E-sign button in the Files section of a staff member’s profile in Staff & Payroll > HR.

Tips

●      Keep blank templates in HR Files and signed, person-specific documents on each staff member’s profile

●      Name files clearly with the role and date, for example Usher Contract Template 2026, so the latest version is easy to find

●      Upload new rotas and crew calls as soon as they are confirmed so everyone works from the same version

●      Review your folders before each new season and remove out of date documents