Employee records
Frequently asked questions
Does the Hatiroo® e-File meet legal requirements?
Yes, the Hatiroo® e-File complies with the Labor Code and the Regulation on Employee Documentation.
The system automatically assigns documents to categories A–E, maintains their chronology and numbering, ensures data integrity, and guarantees that documents are marked with a qualified signature or seal.
Learn more
Does an employee need their own electronic signature to sign a contract?
No. From the employee’s perspective, signing is free and does not require having an electronic signature. Everything is handled through your company’s license.
Thanks to Hatiroo® integrations with electronic signature platforms, you can use DocuSign® or Autenti®. The employee receives an email with a link and signs the document online — with a standard, advanced, or qualified signature. There is no need to obtain a long-term electronic signature.
Is using a qualified signature easy for the employee?
Yes. Based on our experience, employees do not have difficulties with this.
The signing process is intuitive. The employee does not need to log into the system or install additional applications.
Clear step-by-step instructions are provided, and extensive support materials are available if needed.
What HR documents does Hatiroo® support?
Hatiroo® supports all types of HR documents — employment contracts, civil-law contracts (B2B, mandate, specific-work contracts), and HR-related documents such as referrals, certificates, regulations, statements, applications, etc.
You can map any HR processes in Hatiroo®. You decide which ones to include in the system.
How does the e-File differ from a classic e-Repository?
The e-File contains only employee documentation and displays documents according to the categories required by regulation (A–E). The correct category assignment in Hatiroo® is automatic.
A classic e-Repository is broader — it includes employment contracts, civil-law contracts, and other HR documents.
Hatiroo® presents them in an intuitive and easily searchable way, organized by document types.
How can we check whether the Hatiroo® e-File fits our needs?
You can take part in a Trial Workshop — a short project with our consultant.
During the workshop, you will test Hatiroo® using your own templates and real processes, check how integrations and signing work with Autenti® and DocuSign®, and receive a final report with conclusions and recommendations.
Find out more about Hatiroo® Trial Workshop
Can we run the e-File only for new employees?
Yes. You can begin digitizing employee documentation with new employees, while keeping paper documentation for those hired before implementation.
This hybrid approach is compliant with regulations — the key requirement is that documentation for each individual employee is kept consistently (either fully electronic or fully paper-based).
Can we transfer historical employee records into the Hatiroo® e-File?
Yes, historical documents can be scanned and added to the e-File.
In the Starter package, historical documents that do not go through Hatiroo® processes (generation, approval, or signature) do not count towards the document limit. They can therefore be transferred without increasing subscription costs.
Does Hatiroo® ensure confidentiality of HR documents and the e-File?
Yes. All data is stored on your company servers within the Microsoft 365 environment. Additionally, Hatiroo® introduces a “Chinese wall” — full separation of HR documentation from the rest of the organization.
Only authorized personnel have access, according to assigned permission levels.
Can we use one HR contract system for an entire capital group?
Yes. In Hatiroo® you can manage documents for multiple companies.
The HR document archive can be centralized or maintained separately for each company within the group.
What are the costs of implementing the e-File?
The e-File is available in every Hatiroo® subscription package.
You select the appropriate package based on the number of document types (processes) you want to handle in the system — e.g., employment contracts, leave requests. Current package prices can be found here: Pricing.
The subscription includes technical support and no user limits.
Licenses for optional external systems integrated with Hatiroo® (e.g., Autenti®, DocuSign®, Microsoft Office 365) are not included in the Hatiroo® subscription price.
Can Hatiroo® be integrated with our system?
Yes. Hatiroo® offers integration with other systems (e.g., HR-payroll, ERP, BI) using an API or database connection.
Additionally, Hatiroo® has built-in integrations with systems such as Microsoft 365, SharePoint Online, Autenti®, DocuSign®, PWG (Polska Wywiadownia Gospodarcza), and the NBP API.
Can Hatiroo® be used outside the HR department?
Yes — absolutely. Hatiroo® supports various types of documents and processes. It can be used for client contracts, purchasing documentation, board resolutions, and more.
The system is useful for legal, sales, administrative, and many other departments. Hatiroo® is a company-wide document workflow platform.
Does Hatiroo® support multiple languages?
Yes. Each user can choose their preferred interface language, which is especially useful for international teams. Document templates can also be prepared in multiple language versions.
Plan trial workshop with Hatiroo®
Let us know that you’re interested — we’ll get
in touch with you and together we’ll plan a Hatiroo®
trial workshop for your organization.
