🔹HR Letter Acknowledgement

HR Letter Acknowledgement

Overview

The HR Letter Acknowledgement feature in Pocket HRMS enables organizations to send official HR documents to employees and obtain their digital acknowledgment and signature. This ensures that employees confirm receipt and acceptance of important HR communications such as policies, letters, notices, or declarations.

Using this feature, HR teams can:

• Send HR letters to employees through the system

• Require employees to acknowledge documents before accessing them

• Capture employee signatures digitally

• Maintain a proper audit trail of acknowledged documents

The feature improves compliance, transparency, and documentation tracking while eliminating the need for manual signatures or physical paperwork.

How to Configure HR Letter Acknowledgement

Path: Cloud → Settings → HR Letter

Step 1: Navigate to Cloud → Settings → HR Letter.

Step 2: Click on Add to create a new HR Letter. Alternatively, click on the three dots menu on any existing HR Letter and select Edit.

Step 3: Enable Acknowledgement Required by selecting Yes.Add a Disclaimer Text that will be shown to the employee before they acknowledge the document.

Step 4: Click Update and save the HR Letter.

How to Send Documents to Employees

Path: Cloud → Employee → Documents

Step 1: Navigate to Cloud → Employee → Documents.

Step 2: Select the following details:

• Employee Status (All / Live / Left)

• Employee Category

• HR Letter to be sent

• Employee(s) who should receive the letter

Click Send Mail to send the document to the selected employees.

How Employees Can Access the Letter

Employees can access the letter through the following methods:

Option 1: Through Email Notification

Employees will receive an email notification informing them that a letter has been sent and requires acknowledgment.

They can click the “Click here to Acknowledge” button, which will redirect them to: ESS → Profile → Other Details → Documents

Option 2: Through ESS Notification

Employees will also receive a notification in the ESS portal indicating that a document requires acknowledgment.

Clicking the notification will redirect them to: ESS → Profile → Other Details → Documents

Option 3: Manual Navigation

Employees can manually navigate to:📍 ESS → Profile → Other Details → Documents

How Employees Can Acknowledge and Sign the Letter

Step 1: After navigating to ESS → Profile → Other Details → Documents, locate the received letter.

Step 2: Click View & Acknowledge against the letter.

Step 3: The system will display the Disclaimer Text.Click Proceed to continue.

Step 4: The employee can view the HR Letter. After reading it, click Add Signature.

Step 5: The system provides three options to sign the document:

• Draw – Sign using a drawing interface

• Type – Generate a signature by typing

• Upload – Upload a signature image

Once the signature is added, click Create.

Step 6: The employee can resize and position the signature on the letter.

Click Finish & Sign to complete the process.

Step 7: After successful acknowledgment:

• The status will change to Acknowledged

• The View & Acknowledge button will be replaced with Download

• Employees can download the PDF copy of the signed letter

How HR Can Check the Acknowledged Letter

Path: Cloud → Employee → Employee List → Employee Profile → Profile Section → Employee Documents

Step 1: Navigate to:Cloud → Employee → Employee List → Employee Profile → Profile Section → Employee Documents

Step 2: The acknowledged HR Letter will appear in this section.

HR can click Download to download the PDF version of the letter along with the employee's signature.

For any queries, contact [email protected]