HR document management for small employers: employee files, dates and evidence
Soteriaa keeps each employee's documents, key dates and evidence in one file, and reminds you before a document expires or a probation review is due; HR Micro covers one administrator and up to 10 people. HR Micro costs £19 a month or £190 a year (two months free when paid annually), with a 14-day free trial; the five documents stay free.
Five free documentsWord, PDF and MarkdownNo account needed to downloadTracking: 14-day free trial
What this area is
A document generator for employment paperwork, plus a tracking workspace. Soteriaa lays out the parties, terms and dates you supply in a consistent structure. It does not give legal advice, confirm that a document satisfies the law of any jurisdiction, or make a hiring, disciplinary, dismissal or fitness-for-work decision. Employment law differs by country and changes: every draft needs review by someone qualified where you are.
Employee file management software
Employee files in one place
One record per employee or candidate, with their documents, dates and evidence attached.
Job title, department, employment status, manager and work location, with start, probation and appraisal dates.
Employment documents and reviews linked to the person: document kind, jurisdiction, and the objectives and actions you supplied.
Files uploaded as evidence (PDF or Word, up to 10 MB) in 4 categories, each with issue, expiry and review dates and notes.
Upload an existing contract, offer letter or appraisal and Soteriaa proposes a record from it. You review every field before anything is saved.
HR document tracking software
Expiry and probation dates
Dates appear on the dashboard and in one daily email digest from 30 days before they are due, and stay listed as overdue until you deal with them.
Document expiry: an expiry date on an uploaded file enters the digest 30 days before it lapses. See employee document expiry tracking.
Probation: a person's probation date enters the digest 30 days before it is due, alongside their review records and actions. See employee probation tracking.
Appraisal, review, due and end dates and open actions follow the same window.
HR document management software for small business
Who it's for
HR Micro is for a small employer with one administrator and up to 10 people: £19 a month or £190 a year (two months free when paid annually), starting with a 14-day free trial.
One administrator keeps the files. Employees do not log in.
Up to 10 employees or candidates at a time; people marked ended or archived do not count.
HR Small and HR Growing are coming soon. Prices exclude VAT where applicable.
Boundaries
What it does not do
Soteriaa holds the records. Decisions about people stay with you.
It is not an HRIS: there is no payroll, leave, absence or rota management.
It has no e-signatures. Documents are signed outside Soteriaa.
It makes no automated employment decisions about hiring, probation, discipline, pay or dismissal.
It does not delete records automatically. Records stay until an administrator archives them.
The documents
Five HR and employment documents.
All five are free to create and download, and they share the same document-control and person fields so a pack reads as one set.
There is no field for health, medical or other special-category information. A return-to-work form records the discussion, adjustments and follow-up you supply, not a diagnosis.
Synthetic example of the offer letter — every value was typed into the guided form, and the fields left blank show as placeholders.
DOCUMENT PREVIEW
Offer letter
Document control
Field
Information supplied
Organisation
Lumen Care Services Ltd (fictional example)
Document reference
OFF-2026-041
Revision
[Add revision]
Prepared by
R. Manager, operations
Date
2026-09-17
Review date
[Add review date]
Evidence references
[Add evidence references]
Person and role
Field
Information supplied
Employee or candidate
Sample Candidate (fictional example)
Person reference
[Add person reference]
Job title
Support worker
Department
Community team
Manager
[Add manager]
Offer details
Field
Information supplied
Candidate address
[Add candidate address]
Work location
Lumen Care, 12 Bridge Street
Proposed start date
2026-10-13
Pay and frequency supplied
£25,400 per year, paid monthly
Hours supplied
37.5 hours per week, rota published four weeks ahead
From your information to a document you can issue.
1
Pick a document
Employment contract, job description, offer letter, return-to-work form or appraisal form — or open the pack and prepare all five together.
2
Enter your terms
Grouped fields ask for document control and the person, then the terms, conditions or review evidence for that document.
3
Have it reviewed
Read the draft against the law and practice where you operate, and have someone qualified check it before it is issued.
4
Download and issue
Word, PDF or Markdown. You keep the file and issue it yourself.
5
Track it
The tracking workspace keeps people, their documents, probation and appraisal dates and follow-up actions in one place. Start a 14-day free trial to switch it on.
Tracking
What the tracking workspace keeps together.
What the workspace records today. Every available plan starts with a 14-day free trial and includes all of it within the plan's allowances.
Employees and candidates
Job title, department, employment status, manager, work location, probation date and appraisal date.
Employment documents and reviews
Document kind, jurisdiction supplied, objectives and actions supplied, each linked to its person.
Probation and appraisal dates
Probation, appraisal, review, due and end dates, sorted into overdue, due today and the next 30 days.
Actions
Follow-up actions with an owner, due date and normal or high priority, completed and reopened by hand.
Evidence
PDF or Word files up to 10 MB against a record, in four categories, with issue, expiry and review dates.
Record summary export
Word, PDF or Markdown summary of one person or document with its evidence index and actions.
Daily email reminders
One digest a day of upcoming probation and appraisal dates and open actions, sent only when something is listed. Preview the exact email first.
Import from a document
Upload an existing contract, offer letter or appraisal and Soteriaa proposes a record from it. You review every field before anything is saved.
Ask Soteriaa
Ask questions like “whose probation ends this month?” and get answers taken only from your saved records. Read-only, and never a judgement.
Tracking pricing
Plans for the tracking workspace.
Every plan includes every tracking feature: review dates, actions, evidence files up to 10 MB, record exports, daily email reminders, 100 document imports a month and 100 Ask Soteriaa questions a day.
On smaller screens, scroll the table sideways to see every column.
Plan
Monthly
Annual (2 months free)
Includes
HR Micro
£19 a month
£190 a year
1 user and up to 10 employees or candidates
HR Small · Coming soon
£39 a month
£390 a year
Up to 3 users and up to 30 employees or candidates
HR Growing · Coming soon
£79 a month
£790 a year
Up to 10 users and up to 100 employees or candidates
The single-user plan is available; plans for multiple users are coming soon. Prices exclude VAT where applicable. Annual plans are paid upfront. Every available plan starts with a 14-day free trial. Start free trial.
Soteriaa provides document and workflow tools, not legal assistance or compliance advice. It helps organise records, evidence and deadlines; it does not determine compliance, certify records or submit official reports on your behalf. You review the information and remain responsible for required checks and submissions.
FAQ
HR and employment questions
Short answers about what these documents are, what they cost and what Soteriaa does not do.
Are these contracts legally valid?
Soteriaa cannot tell you that. The documents lay out the terms you supply in a consistent structure; they are drafts for review, not legal advice, and no claim is made that they satisfy the law of any particular country. Have them checked by someone qualified for the jurisdiction you name in the document.
Does Soteriaa decide anything about an employee?
No. It does not make hiring, disciplinary, dismissal, pay or fitness-for-work decisions, and it does not assess capability or health. Those decisions stay with you and with whoever advises you.
Are the HR documents free?
Yes. All five documents and the five-document pack are free to create, edit and download as Word, PDF or Markdown, with no account needed for the guided forms and downloads. An account is only needed for AI drafting, which uses your monthly allowance, and for saving documents privately.
How is sensitive personal information handled?
The forms deliberately have no field for health, medical, biometric or other special-category data, and the review note on every draft asks you to leave unnecessary sensitive information out. A return-to-work form captures the conversation and adjustments, not a medical record.
Can I track probation and appraisal dates yet?
Yes. The tracking workspace — people, employment documents, dates, evidence and actions — is available on a paid plan. HR Micro costs £19 a month or £190 a year (two months free when paid annually), with a 14-day free trial. Plans for multiple users are coming soon. A welding or sponsor subscription does not include this workspace.
Will it write the terms for me?
No. Pay, hours, holiday, probation, notice and other terms are recorded exactly as supplied, and anything you leave blank stays visible as an [Add …] placeholder for the reviewer.
How much does Soteriaa's HR document management cost?
HR Micro costs £19 a month or £190 a year (two months free when paid annually), with a 14-day free trial. It covers one administrator and up to 10 people. HR Small and HR Growing are coming soon. The HR documents and pack stay free. Prices exclude VAT where applicable.
