Personal Files: Individual HR Documents with AI help

Some HR documents are the same for everyone. A workplace policy, a code of conduct and a safety induction go to every employee unchanged. Others are not. An employment contract, a disciplinary letter or a performance review is written for one person, and it has to be right.

Until now, those documents usually happened outside Microkeeper. They were drafted in a word processor, emailed, signed on paper and filed somewhere else. Personal Files changes that. It's built into the employee profile, with the same visibility, tracking and sign-off as Skills and Files. And now you don't have to start with a blank page: the Personal Files AI assistant can build the document for you.

How is this different to Skills and Files?

Skills and Files, part of online skills tracking, is one-to-many. You send the same document to a group of employees, and they sign or upload their own. Personal Files is one-to-one.

A simple rule of thumb: if the same document goes to multiple employees with only personal details changing, or employees upload something themselves, use Skills. If the document is genuinely individual, such as a contract, a disciplinary letter, an incident report or a one-off agreement, use Personal Files.

What can you actually do with it?

Build a template once with your standard wording, then personalise it for each employee using profile variables like first name, last name, email, position, start date and any custom fields you've set up. If you'd rather not build the template yourself, the AI assistant can do it with you (more on that below).

Each document carries one of four action types, so you control what the employee has to do:

• Reference only: the employee can read it, nothing more.
• Sight and sign: the employee reviews it and signs.
• Critical: the employee must sign before they can clock on.
• Admin only: visible to HR and managers, not the employee.

Templates can be Draft, Published or Archived, so you can work on wording without anything reaching your team. Once a document is signed, its content is locked. HR can still update the category or status, but nobody can quietly change what was agreed.

Build documents faster with the Personal Files AI assistant

Staring at a blank page is the slowest part of HR paperwork. The AI assistant removes it. Open it from Personal Files, describe what you need in a chat-style window, and it drafts the document for you.

You can use it three ways:

From scratch. Describe the document in plain words, for example a written warning for repeated late arrivals or a letter confirming a change in hours. The assistant drafts it, and you refine the result by chatting back and forth.

From a template. Upload a template you already use, and the assistant follows it, keeping your structure and wording and filling in the details for this employee. This suits businesses that already have approved contracts or letters and want them produced faster, without losing the house style.

From context documents. Give the assistant the background material, such as meeting notes, a performance summary, an incident description or an existing agreement, and it builds the document from what's in them.

Whichever way you start, the output is a draft. You review it, edit it and decide what the employee sees, using the same four action types and the same sign-off trail as any other Personal Files document.

AI can draft a letter in seconds, but it doesn't know your obligations under your award, your enterprise agreement or the Fair Work Act. Treat every generated document as a first draft, and have it reviewed before it's issued, particularly for disciplinary and termination matters.

*AI assistant is available on Enterprise only.

What does the employee see?

Employees find their documents in the Employee Console under Skills and Files. They review the content, view any attachments and sign, with no separate login and no paper form. The signature trail stays on their profile.

Why this matters

Contracts, warnings and incident documentation are where HR records are most often scattered, and where gaps cost the most. Personal Files puts them on the same profile as onboarding, skills, leave and pay history, with a trusted signature trail. The AI assistant takes away the slowest step: getting from nothing to a solid first draft.

Personal Files is included in both the Standard and Enterprise plans. Log in to Microkeeper and check your HR settings for template access. Read the full Personal Files guide.

If you're not yet a Microkeeper customer and want to see how Personal Files and the AI assistant would work for your business, book a free consultation.