Attaching Files to User Profiles
📁 Attaching Files to User Profiles
Ontraccr allows administrators to attach files directly to a user’s profile. This makes it easy to store and retrieve employment-related documents such as contracts, agreements, or certifications — all in one place. This article explains how to upload files, what kinds of documents you can store, and how to access them later.
📂 What Kind of Files Can Be Attached?
You can upload any files relevant to the user’s employment, including:
- Employment contracts
- Signed agreements
- Onboarding documents
- Policy acknowledgments
- Any other documentation tied to the user
There are no file type restrictions mentioned in the system, so common file types like PDF, DOCX, XLSX, and images should all be supported.
🛠️ How to Attach Files When Creating a User
- Go to Staff > Manage Users.
- Click Add to create a new user.
- Scroll to the bottom of the form.
- Click the “Files” button to upload documents.
- Select one or more files from your device.
- Click Submit once the rest of the user form is completed.
📥 How to Add Files to Existing Users
- From Manage Users, click Edit on an existing user.
- Scroll to the Files section of the profile.
- Click the “Files” button to upload.
- Add any necessary documents and hit Submit to save the profile.
📑 Where to View Attached Files
Once uploaded, files are available under the Files tab in the user's profile dashboard.
To access:
- Click the user’s card (non-edit view).
- Navigate to the Files tab among the six user profile tabs.
- View or download any attached documents.
📝 Tips for Using Files Effectively
| Tip | Benefit |
|---|---|
| Upload offer letters or contracts during onboarding | Keeps records centralized |
| Store proof of certifications here if not using the Certifications tab | Reduces paper-based tracking |
Use file names that include dates (e.g., Contract_2025_05_01.pdf) | Easier to manage updates and versions |
🧠 Things to Keep in Mind
- Files are visible to users only if they have permission to view their own profile.
- There’s no mention of file-specific permissions in the system — files follow the same access rules as the user profile.
- Files remain attached unless manually removed or the user is deleted.
📌 Summary
The file attachment feature in user profiles helps keep critical documents in one place — accessible where and when you need them. Whether for contracts, policies, or supplemental documentation, storing files inside Ontraccr ensures everything travels with the user profile.