One hub for every employee
record. None of the chaos.
From onboarding to exit, manage, generate, and track all your employee documents in one secure, compliant platform that saves HR time and boosts transparency.
DOCUMENT MANAGEMENT FEATURES
Powerful Features That Turn Filing Into Focus
Manage, generate, and track employee documents with ease. Keka brings automation, security, and visibility together, so HR spends less time chasing files and more time enabling people.
CENTRALIZED DOCUMENT REPOSITORY
Keep Every File in One Secure Place
Store employee, organization, and compliance documents within a single repository that’s easy to navigate and safer to manage. With self‑service uploads, employees can add proofs, offer letters, and forms without cluttering HR inboxes.
INTELLIGENT DOCUMENT GENERATION & TEMPLATES
Generate and Send Letters in Seconds, Not Hours
Use pre‑loaded or custom templates for offers, policies, and acknowledgements. Instantly generate, edit, and distribute documents with built‑in e‑signatures and automated confirmation workflows.
AUTOMATED WORKFLOWS
Let Workflows Do the Work for You
Route documents for approvals, e‑signatures, or acknowledgements automatically. Track progress in real‑time and free up HR capacity to focus on experience, not administration.
ORG DOCUMENT ACKNOWLEDGEMENT ENFORCEMENT
Turn Every Policy into Action with Mandatory Acknowledgements
Ensure employees don’t just receive documents – they review and acknowledge them. With enforced acknowledgements, Keka automatically tracks who’s read company‑wide policies, compliance updates, or handbooks, and who hasn’t.
HR teams gain total visibility into acknowledgements, while employees stay clear on expectations and accountability. A simple way to turn communication into confirmation.
AUTOMATED EVENT TRIGGERS
Trigger the Right Actions, at the Right Time
Simplify document management with intelligent event‑based automation. Whenever a new organization‑wide document, like a policy, handbook, or compliance update is added, Keka automatically triggers acknowledgements or notifications to relevant employees and departments. Keep your workforce informed instantly and ensure no critical update ever goes unnoticed.
EXPIRY & VALIDITY TRACKING
Never Miss a Deadline with Expiry Alerts for Employee Documents.
Stay compliant and proactive with automated expiry tracking. Keka continuously monitors employee documents such as licenses, ID proofs, and contracts – notifying HR and employees as renewal dates approach.
ACCESS CONTROL FOR CONFIDENTIAL DOCUMENTS
Protect What Matters Most with Smart Access Controls.
Keep confidential employee and organizational documents secure with advanced role‑based permissions. Limit visibility to authorized stakeholders such as HR, finance, or management while maintaining complete transparency of access and version history.
E-SIGNATURES
Zip through approvals with built-in e-signatures!
Eliminate bottlenecks with Keka’s in-built e-signature tool. Get instant approvals and consent for documents without relying on external e-signature services.
BUILT FOR EVERYONE
Less Paperwork. More Efficiency. Total Peace of Mind.
Keka simplifies every part of document management, so HR saves time, employees stay empowered, and businesses stay compliant. From generation to governance, everything happens smoothly, securely, and without the usual back‑and‑forth.
For HR Teams:
Save hours with automated document generation and retrieval.
For Employees:
Upload and acknowledge securely anytime, anywhere.
For Businesses:
Strengthen compliance and ensure every process stays audit‑proof.
SEAMLESS INTEGRATIONS
Power Up with the Tools You Already Use.
Connect Keka Document Management with DocuSign, Adobe Sign, Slack, and email for smooth approvals and communication.
Sync effortlessly with Core HR, Payroll, Performance, and Onboarding modules or integrate with enterprise systems like SAP or Workday.
Built on Trust. Proven by Results.
Monitor document acknowledgements, pending actions, and compliance metrics through built‑in dashboards.
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Read case studySave time, reduce errors, and stay compliant - without losing a single file again.
Frequently Asked Questions
You can manage all employee and organizational documents such as offer letters, ID proofs, contracts, policies, certificates, and compliance templates, all from one secure, centralized repository.
Absolutely. Keka allows granular, role‑based access controls so only authorized HR, managers, or finance personnel can view or edit sensitive information.
Keka automatically tracks document expiry dates and sends timely notifications for renewals, ensuring you stay compliant with zero manual follow‑ups.
Yes. You can create mandatory acknowledgements for new or updated org documents, allowing HR to track who has read and confirmed each policy.
Keka uses event‑based triggers to automatically notify relevant employees and departments whenever a new organization document is added or updated.
Employees can securely upload and update personal documents in their profiles, while HR can review, approve, or reject uploads, maintaining full control and accuracy.
Every file is stored with enterprise‑grade encryption and compliant access controls. Keka meets top security standards to protect your data and privacy.
Yes. Keka integrates seamlessly with HRMS modules, payroll systems, and external compliance platforms, ensuring your document data stays consistent across tools.
Keka’s detailed audit logs track every document activity, from uploads to updates, so audits are faster, easier, and fully transparent.
Automation reduces manual effort, eliminates version chaos, ensures compliance, and gives HR teams more time to focus on people, not paperwork.
