HR and employment: full feature list

What you can create without an account

The five documents and the five-document pack are free. You keep the editable file; no tracking subscription is started.

Grouped guided fields

Each form asks for document control and the person and role, then its own subject fields — parties and jurisdiction plus supplied terms for a contract, offer terms and conditions for an offer letter, period and evidence for an appraisal.

Terms are yours

Pay, hours, holiday, probation, notice and other terms are recorded exactly as supplied. Soteriaa does not fill in a market-standard clause or a statutory minimum on your behalf.

Three export formats

Word, PDF and Markdown from the same content, with your organisation details and document reference carried through.

Review note on every draft

Every HR draft carries the same note: review it for the stated jurisdiction before use, it is not legal advice or an employment or fitness decision, and unnecessary sensitive information should be left out.

Forms it generates (5)

Forms are built from the information you supply and downloaded as editable Word, PDF or Markdown. Terms are never invented: anything you leave blank stays visible as an [Add …] placeholder for the person reviewing the draft.

Records the tracking preview holds

Two record types, each with a title, reference, status, owner, start, end, review and due dates, and an optimistic version number.

Employees and candidates

Job title, department, employment status, manager, work location, probation date and appraisal date. Candidate, active, ended or archived.

Employment documents and reviews

Document kind, jurisdiction supplied, objectives supplied, actions supplied, plus probation and appraisal dates, each linked to its person.

Five document statuses

Draft, active, review needed, completed and archived. Completed, ended and archived records leave the active counts and date queues.

Minimal personal data by design

There is no field for health, medical, biometric or other special-category information. A return-to-work form records the discussion, adjustments and follow-up you supply, not a diagnosis.

Stale-edit protection

Every save carries the version it was loaded from, so a second tab cannot overwrite a newer edit.

Dates and actions it watches

Probation and appraisal dates

Probation and appraisal dates on active people and documents join their review, due and end dates, plus evidence expiry and review dates, in one queue in date order.

Overdue, due today and upcoming

Anything past its date is overdue, today is due today, and anything inside the next 30 days is upcoming.

Actions

Follow-up actions with a title, owner, due date, notes, normal or high priority, and an open or completed state.

Four dashboard counts

Active records, overdue dates, open high-priority actions, and missing evidence — active records with nothing linked to them. All four are derived from saved rows.

Evidence it stores

PDF and Word files up to 10 MB each, filed against a record and checked against their declared format before they are stored.

Four evidence categories

Employment document, review, acknowledgement and other.

Dates on each item

Issue, expiry and review dates plus notes, so a document due for renewal appears in the same queue as an appraisal date.

Reviewed copies of generated documents

A contract, job description, offer letter, return-to-work form or appraisal you generated and reviewed can be linked to the person's record, keeping the template, version and reviewed snapshot.

Historic links stay put

Editing the document afterwards does not rewrite the linked snapshot; linking the newer version is an explicit action.

Reminders, import and questions

Daily email reminders

Once a day, a digest of probation, appraisal, review and action dates that are overdue or due today, those due in the next 30 days, and people or documents with no evidence linked. Sent to the reminder email in Settings, or the workspace owner, at most once a day and only when something is listed. Preview the exact email before any is sent.

Import from a document

Upload an existing contract, offer letter or appraisal as a PDF or Word file and Soteriaa proposes a record from what is written in it. You review every field before saving; status and the linked person are always yours to set, and the file can be filed as evidence on the new record.

Ask Soteriaa

Ask whose probation dates are coming up, which appraisals are due, which people have no documents linked, or what is on file for a named employee. Answers come only from this workspace's saved records. It is read-only and gives no legal advice or employment decisions.

Workspace, roles and exports

Nine workspace sections

Dashboard, Ask Soteriaa, records, documents and evidence, deadlines and actions, forms and packs, reports and export, activity, and settings.

Four roles

Owner / director and admin can do everything including archiving and settings; an operations manager edits records, evidence and actions but cannot archive; a read-only auditor can read and export only.

People and pending invites

Settings lists everyone in the workspace with their role. An owner or admin can record an invite for an admin, operations manager or read-only auditor, and cancel it. Invites are held as pending: joining from an invite is not available yet, so no email goes to the person invited.

Server-side permissions

Every mutation re-checks the role, the company and the area on the server, so a read-only reviewer cannot change a personnel record.

Record summary export

Word, PDF or Markdown summary of one person or document with its supplied fields, evidence index, actions and the area's review note.

Activity trail

The 100 most recent workspace events, with the record they relate to.

Development preview status

Documents are released, tracking is not

The five documents and the pack are live and free. The tracking workspace runs in local development review only and is refused in production, so there is no sign-up, price or checkout for it yet.

Capacity and paging

A workspace holds up to 10,000 records and 20,000 evidence items and actions. Lists show 50 items a page with search and filters, and past the limit the workspace refuses to show partial counts rather than a short total.

Fair-use limits

Document import is limited to 100 documents a month and Ask Soteriaa to 100 questions a day per workspace, counted before any model call. When a limit is reached, records can still be entered by hand and every view still works. The numbers are provisional until plans are priced.

No inherited entitlement

A welding or sponsor subscription grants no access to this area, and this area starts no subscription.