Every HR document.
Requested, approved, delivered.
Requests, approvals, signed PDFs and attendance — in one secure HR platform.
- 14 ready-made templates
- Signed PDFs
- Web time clock
- 09:42RequestedMaria José · Finance
- 11:03ApprovedSofia Mendes · HR Manager
- 11:05DeliveredPDF sent to employee
From request to document without the back-and-forth.
Give employees a simple way to request documents while HR teams maintain control over every step.
- 01
Request
Employees submit document requests through a simple digital workflow.
- 02
Review
HR reviews the request and verifies the required information.
- 03
Approve
Authorized users approve the document before it is issued.
- 04
Deliver
The completed document is securely generated and delivered.
- 05
Track
Every action stays recorded, so each document remains traceable.
A signed document, ready to send.
Once a request is approved, the employee downloads a finished PDF from the same template HR set up.
- Approver signature
- Signed in the app, with the approver's name, role and the date and time of signing.
- Reference and status
- Every document carries its own reference number and an approved stamp.
- Filled in automatically
- Employee, purpose and recipient details come straight from the request.
| Employee | Maria José |
|---|---|
| Badge | EMP-0142 |
| Department | Finance |
| In service since | March 2019 |
| Addressed to | Banco BAI |
| Purpose | Loan application |
We hereby declare that the person named above is employed by our organisation and that the information stated in this declaration is accurate as of the issue date.
Everything HR needs to manage employee documents.
Document Requests
Employees can request the documents they need without unnecessary email exchanges.
Approval Workflows
Route documents through the appropriate approval process before delivery.
Document Registry
Keep employee documents organized and accessible from one central system.
PDF Generation
Generate standardized HR documents quickly and consistently.
Digital Signatures
Support controlled document approval and signing workflows.
Request Timeline
Every request keeps its own step-by-step history, from submission to delivery.
Your registry at a glance.
See every request, its status and what still needs approval on one screen.
| Employee | Document | Requested | Status |
|---|---|---|---|
| Maria José | Employment Certificate | Sep 18 | Pending |
| João Manuel | Salary Declaration | Sep 17 | Approved |
| Ana Paulo | Employment Letter | Sep 16 | Completed |
| Carlos Neto | Work Reference | Sep 16 | In review |
Far more than certificates and letters.
Start with ready-made templates for the paperwork HR, safety and operations teams handle every day — then adapt them or add your own.
HR & employment
- Declarations
- Certificates
- Letters
- Disciplinary process
Health, safety & quality
- Incident forms
- Safety observation cards
- Non-conformity reports
- Improvement suggestions
Operations
- Equipment inspections
- Maintenance reports
- Checklists
- Travel checklists
- Manifests
- Visitor management
Time and leave, next to every document.
Track working time and absences in the same workspace your HR documents live in.
- Web time clock
- Employees check in and out from their own portal, with each punch recorded for the day.
- Leave requests
- Employees request annual, sick or unpaid leave, including half days, and staff approve or reject them.
- Schedules and holidays
- Set working hours, breaks, grace periods and working days, plus holidays by location or department.
- Biometric devices
- Register ZKTeco devices and link employees to them. Automatic punch sync is coming soon.
- Ana PauloAnnual leave · Nov 3 – 7Approve
- ApprovedCarlos NetoSick leave · Oct 21
- Calculated
- Approved
- Paid
- 485 000412 350Maria José
- 620 000516 020Pedro Kiala
- 350 000307 600Ana Ndala
- 275 000249 950João Mateus
Payroll that checks itself before anyone pays.
Calculate the month from closed attendance, get a second approval, then give every employee their payslip.
- Calculated from attendance
- Gross pay, INSS and IRT are worked out from each employee's pay details and the month's closed attendance, including overtime and absences.
- Two-person approval
- A second person with payroll access approves each run, and anything that blocks approval is listed before it can go through.
- Payslips for every employee
- Employees open and download their payslips from their own portal, in English or Portuguese.
- Corrections, loans and final pay
- Correct a closed month, deduct loan repayments and settle final pay when someone leaves.
Create HR document templates faster with AI.
Use AI to accelerate template creation while keeping HR teams in control of the final document and approval process.
This is to certify that {employee_name} has been employed at {company} since {start_date} as {job_title}.
HR documents deserve controlled access.
371 File gives organizations the tools to control document workflows, permissions, approvals, and activity history.
Isolated workspaces
Each company's employees, templates and requests stay in its own workspace.
Role-based access
Admins, approvers and employees each see and do only what their role allows.
Enforced in the database
Access rules are checked by the database on every read and write, not just hidden in the interface.
Admin audit log
Role changes, invitations and approval decisions are logged for workspace admins.
Questions, answered.
Still have a question? WhatsApp · comercial@utanhalab.com
Can we use our own document templates?
Yes. Start from the 14 built-in templates, import your own from Word, PDF, HTML or text files, or draft one with AI. Templates fill in employee and request details automatically.
How do employees get access?
Workspace admins invite people by email and choose their role. You can also let anyone with your company's email domain join automatically, with a role you pick.
Who approves documents?
You decide. Set up approver roles and route each document type to them. Approvals are signed in the app with the approver's name, role and time, and rejections include a reason.
Do we need to install anything?
No. 371 File runs in the browser on computers, tablets and phones.
Can other companies see our data?
No. Each company has its own isolated workspace, and access rules are enforced by the database on every read and write.
Which time clocks can we connect?
You can register ZKTeco biometric devices and link employees to them today; automatic punch sync is coming soon. In the meantime, employees can check in and out with the web time clock.
Can we keep records outside the app?
Yes. Every request keeps its full history, and its audit trail can be exported as a CSV file. Approved documents download as PDFs.
How do we get started?
Request a demo or message us on WhatsApp. We'll show you 371 File with the documents your teams use and help you set up your workspace.
Ready to simplify HR document management?
Give your HR team a faster, clearer way to manage employee documents.
Prefer email? comercial@utanhalab.com