Questions about SafeDocs.

SafeDocs is the complete operational platform for Saint Lucia SMEs. It covers the full employee lifecycle from hire to departure. Employee records, payroll, HR documents, compliance monitoring, leave administration, formal HR workflows, management reports, and shift scheduling all live in one connected workspace. Data flows between modules automatically: the employee record feeds payroll, generated documents file to the employee's folder, and compliance gaps appear the moment they open up. You stop managing information in multiple places and start managing your business from one view.

Yes. Built for Saint Lucia from the ground up, not adapted from a foreign system. NIC contributions, PAYE, leave entitlements, overtime pay, and the disciplinary procedure all follow Saint Lucia law as it actually stands. All currency is Eastern Caribbean Dollars throughout. When you run payroll or track leave, you are not applying general rules and hoping they are close enough. The calculations are correct for your jurisdiction, your employees, and your obligations.

Starter SME covers the foundational layer: everything you need to run a legally defensible employee file. Records management, compliance monitoring, HR document generation, and basic leave tracking. Pro SME adds the full operational layer: the payroll engine, Case Management for disciplinary cases, performance management, and HR workflows, management reports, leave request approval, and the Operational Sustainability Index. Advanced adds the top-tier operations layer: the full leave management module with the visual calendar and detailed leave reporting, and the complete shift scheduling system with coverage tracking, change requests, and direct payroll integration.

Four platform roles. Admin and Manager both have full access to all modules their plan permits. Viewer has read-only access: they can see everything their plan allows but cannot create, edit, or delete records. Employee is a restricted role for your own staff: each person can only see their own record, submit leave requests, and complete forms sent to them. They cannot view other employees, payroll data, or any company-wide information. Roles are set when a team member is invited and can be changed at any time in Settings.

Yes. Every document carries only your business's identity: your colours, your signatory name and title, and your company details in the header. SafeDocs branding does not appear anywhere on any document you generate. To the recipient, the document comes from your business only.

A scored, research-grounded measure of how operationally healthy your business is, calculated from your live platform data across six dimensions: compliance health, workforce stability, payroll consistency, HR documentation, contract governance, and leave management. The score runs from 0 to 100 and displays as a visual gauge with RED, AMBER, and GREEN zones. It reflects the operational factors most strongly linked to SME failure: regulatory gaps, workforce instability, poor documentation, and payroll irregularity. Financial data is not included, and the methodology is always disclosed alongside the score. Available on Pro SME and Advanced, displayed on the Dashboard.

Each employee record holds their personal details, position, department, and site assignment, along with employment type, contract type, start date, pay type, salary or hourly rate, NIC number and NIC exempt status, tax account number, bank details, signed contract status, ID on file status, and emergency contact information. The record is the source of truth for payroll, documents, compliance, and leave management.

Every employee record is assessed as either Complete or Incomplete based on the fields that matter for compliance and payroll operations. A Complete record has all required fields filled, a signed contract on file, ID received, and an emergency contact recorded. Any gap in those fields marks the record as Incomplete. Your overall team health score shows how many records across the business are in good standing.

The Do Not Rehire flag is a permanent marker on an employee's record. Once it is set, it cannot be removed by any platform user. It travels with the record and is visible wherever that employee's details appear, so the decision made at the time of departure stays on record regardless of who reviews it later.

Yes. Each employee is assigned to a site, and you can filter, report on, and manage staff by location. This is particularly useful when payroll, scheduling, compliance, and reporting need to be reviewed at the site level rather than across the whole business.

Yes. The employee register can be exported as a CSV from within the module. This includes all active employee details and is useful for reporting, auditing, or sharing records in a format outside the platform.

Yes. Monthly salary staff and hourly workers are processed together in a single run. The platform applies the correct calculation for each: fixed salary for monthly employees, and hours multiplied by rate for hourly staff, with overtime, Sunday, and public holiday pay calculated from the daily attendance record.

Both are built into every payroll run. Employee and employer NIC contributions are calculated against the correct insurable ceiling. PAYE is estimated against the progressive bands set by the Inland Revenue Department. Employees flagged as NIC-exempt are handled separately and skipped where appropriate.

Yes. Every payroll run goes through a preview step before confirmation. You can review each employee line (earnings, deductions, and net pay) before locking the run. Nothing is archived or irreversible until you confirm.

A payslip is generated automatically for every employee the moment the run is confirmed. Each payslip is filed directly to that employee's personnel record. No manual saving, no emailing files to yourself. They are available to view, download, or share from the employee record from that point forward.

Yes. Employees are assigned to sites, and payroll totals can be broken down by site for any confirmed period. Useful for businesses operating across branches, properties, or departments where site-level payroll visibility is needed.

The status reflects the compliance health of your employee records and contracts. GREEN means your active records are complete, contracts are current, and NIC numbers are on file. AMBER flags things that need attention before they escalate, such as a partially complete file or a contract approaching its renewal date. RED signals a critical gap: a missing signed contract, a missing NIC number, or a contract that has already expired.

Fixed-term contracts are flagged thirty days before their end date. You see which employees are affected and when renewal is due, with enough time to act before the contract lapses. Contracts that have already expired are escalated separately, so nothing is missed by the time a renewal conversation should have happened.

Yes. Every active employee record is included in the compliance score. You can view the overall status as a single rating, then drill into each category (signed contracts, NIC numbers, personnel file completeness) to see exactly which employees have a gap and what the gap is.

The disciplinary case log is accessible from the compliance module and holds a structured record of every disciplinary action across your business. Each case is linked to the relevant employee record, with a record of every stage, date, and outcome. It is available if a Labour Department query or a legal matter requires documentation of how a case was handled.

Yes. The compliance status reflects the current state of your records. When a missing document is filed, a NIC number is added, or a contract is renewed, the relevant flag clears and the score updates. The dashboard shows your actual position at any point in time, not a snapshot from when you last ran a report.

SafeDocs generates six standard HR documents: the Employment Contract, Job Offer Letter, Warning Letter, Job Letter (a letter confirming employment and salary for a third party), Annual Review, and Employment Status Document. Each document is auto-filled from the employee's record and filed to their personnel file automatically on generation.

Every document generated in SafeDocs carries your company's branding exclusively. Your logo, your colours, your company name, and your signatory details appear on every document. There is no SafeDocs branding anywhere on the output. To the recipient, the document comes from you.

Yes. You can upload your own letter templates to the platform and use them alongside the built-in documents. Select an employee, choose your template, and the employee's details are pre-filled. The output is stored and archived in the same place as all other documents.

Every generated document is filed to the relevant employee's personnel record automatically. You can view, download, or share it from there at any time. The document archive can be filtered by employee, document type, or date. Company-wide documents, such as policies, handbooks, and notices, are stored separately in the company document repository within the same module.

Yes. The forms activity tracker shows every form that has been sent to an employee and whether it has been submitted. Pending forms are listed separately from completed ones. When a form is submitted, it moves to the completed archive automatically and is linked to the relevant employee record.

Entitlement is calculated from each employee's start date, in line with the Saint Lucia Labour Act. Employees with under five years of service accrue at one rate; those with five years or more accrue at a higher rate. The platform applies the correct rate for each employee and adjusts automatically when someone's tenure crosses the threshold. No manual input is required.

The platform flags deficit balances and labels them clearly. You can see at a glance which employees have used more leave than they have accrued, how large the deficit is, and what that means for year-end or termination calculations. Deficits do not go unnoticed until it is too late to act on them.

Leave requests are submitted through the platform. Each request appears in the approval queue for the HR manager to review, approve, or decline. A record of the decision is kept on both sides. Nothing is handled verbally, and nothing is approved without a record of who reviewed it and when.

Yes. The leave calendar shows who is off across the team, when, and how approved leave overlaps with other requests or scheduled shifts. You can check it before approving a new request against a busy period, before scheduling the next month, or before running payroll.

When a termination is processed, the platform calculates outstanding vacation entitlement based on the accrued balance up to the departure date. This figure feeds into the termination record and informs the final compensation calculation. Leave accrual stops automatically on the departure date.

Yes. Schedules are built per site, and employees are assigned to the site that applies to them. You can manage and view each site's roster separately or across the business, and the coverage check shows confirmed coverage versus gaps at the site level for every day of the month.

For each site, each day, the platform displays whether coverage is confirmed or there is a gap. The statuses are Covered, GAP, or Closed. The check is visible before the shift, not after. For businesses in hospitality, retail, or multi-site operations where one uncovered position has a knock-on effect, this view is the most important one to review before distributing the schedule.

Yes. Hours are calculated from the schedule automatically, per employee, across the week and month-to-date. When the payroll run is due, the numbers are already compiled. For hourly and part-time staff, this removes the manual step of counting timesheets before payroll can begin.

Every change to the schedule is logged automatically. The record shows what was changed, who made the change, the old value, the new value, and the reason given. If a dispute arises about whether an employee was notified of a change, the audit trail is complete.

A schedule card is generated per employee showing their assigned shifts for the month. It can be shared directly from the platform. Employees receive their schedule without needing access to the full system: they see their own shifts, not the full roster or anyone else's details.

Yes. The disciplinary workflow follows the six stages required under the Labour Act: Investigation, Verbal Warning, First Written Warning, Final Written Warning, Disciplinary Hearing, and Outcome. The employee's right to be accompanied, the right to respond at each stage, and the right of appeal are all built into the process. For gross misconduct, a summary dismissal track goes directly to the Hearing stage; a hearing is still required before any dismissal is confirmed.

The library covers nine categories: Employee Management, Appraisal and Performance, Disciplinary, Leave Administration, Payroll, Compliance and HR Admin, Scheduling, Employee-Facing, and Document Generation. Forms range from onboarding and appraisal documents to exit interview forms and schedule request forms. They can be sent to employees directly through the platform, with completion tracked automatically.

When a termination is processed, the offboarding workflow opens automatically in the Active Workflows view. It moves through four stages: Exit Interview, Final Day Checklist (equipment return, access cards, uniform, company property), Document Collection, and Access Revocation. Each stage is timestamped and linked to the employee record. The workflow closes to the Completed archive once all stages are done.

Yes. Employee-facing forms, including self-assessment forms, exit interview forms, and onboarding submissions, can be sent to employees and completed by them directly. Their submissions are tracked, timestamped, and filed to their record automatically. Employees do not see any other part of the platform, only the form assigned to them.

Yes. Every form that is completed, whether submitted by the employee or recorded by HR, is filed automatically to the relevant employee's personnel record and appears in the completed forms archive. It can be filtered by form type, workflow, or date, and is available for review at any point. Nothing is stored separately from the record it belongs to.