The Digital HR File: The Heart of Your HR Management

Say goodbye to paper chaos and discover a world where security, efficiency, and transparency define your HR work. PlainStaff's digital HR file is more than just a storage location—it's your strategic tool for a modern personnel archive and future-proof document management.

The digital HR file in PlainStaff
All employee documents centrally and securely in one place.

Imagine being able to access any information about any employee with just one click—securely, structured, and without ever having to open a filing cabinet again. The digital HR file from PlainStaff makes this possible. It is the central nervous system of your HR department, bundling all important documents—from employment contracts and payroll statements to training certificates—in a highly secure, digital personnel archive. Forget inefficient processes and constant concerns about data protection.

We offer you a solution that not only creates order but also revolutionizes your entire document management. Experience how you can save valuable time, improve team collaboration, and effortlessly meet compliance requirements. With PlainStaff, you invest in a technology that thinks ahead, automates processes, and gives you the freedom to focus on what matters most: your employees. Dive into the future of HR work—efficient, secure, and completely digital.

Your benefits for a complete personnel archive:

Central & Secure

All documents in one place, protected by state-of-the-art security standards and granular access rights.

Lightning-Fast Access

Find any document in seconds with an intelligent search function. For you and your employees.

Audit-Proof Archive

Effortlessly meet legal retention requirements through a finely granular permission structure and automatic versioning.

Efficient Document Management

Define your own document types and perfectly adapt the structure to your company's needs.

Employee Self-Service

Relieve your HR department by allowing employees to upload and view documents like sick notes themselves.

Maximum Data Security

Benefit from hosting in Germany, GDPR compliance, and the highest security standards for your sensitive data.

Intelligent Document Management – Tailored to Your Business

Definition of custom document types in PlainStaff
Customize the digital HR file perfectly with your own document types.

1. Full Control and Flexibility for Your HR Processes

Every company has its own processes and requirements. That's why PlainStaff gives you the freedom to design your document management exactly according to your ideas. In the admin area, you can define your own document types with just a few clicks—whether it's an employment contract, a supplementary agreement, a training certificate, or an internal memo. Specify the properties a document should have, who can access it, and how long it must be retained. This flexibility ensures that the digital HR file seamlessly integrates into your existing workflows and optimizes them rather than changing them. You create a structure that is clear and understandable for everyone in the company and raises the efficiency of your HR work to a new level.

Granular access rights for documents
Control access to sensitive documents down to the smallest detail.

2. Security First: Granular Access Rights

Personnel data is among the most sensitive information in a company. With PlainStaff, you always maintain full control. Our sophisticated permission system allows you to precisely control access to each individual digital HR file and even to individual document types. Define whether a document is visible only to the HR department, to the supervisor, or also to the employee themselves. Specify who can upload, edit, or only view documents. This granular control not only guarantees the highest security and GDPR compliance but also builds trust with your employees. You ensure that everyone sees only the information relevant to their role—no more, no less.

Employee self-service in the digital HR file
Employees can upload documents like sick notes themselves.

More Autonomy for Employees, More Time for HR

Strengthen personal responsibility while simultaneously relieving your HR department. With the employee self-service function, the digital HR file becomes an interactive portal. Give your employees the ability to access documents released to them, such as pay stubs or contracts, anytime and from anywhere. Even better: allow them to upload documents independently. A sick note can thus be attached directly when booking an absence, without detours via email or the HR office.

This simple and direct path not only saves administrative effort on both sides but also increases data quality and transparency. Employees appreciate the uncomplicated access to their documents, while your HR team can focus on strategic tasks instead of chasing after documents. A win for everyone and an important step towards a modern, employee-centric corporate culture.