Every employee document, in one place — with the dates handled for you.
Contracts, IDs, licences, qualifications, police clearances, medical certificates. In most companies they live in a folder somebody set up years ago, and nobody notices when one expires. KuduDoc keeps every document about a person in one sealed file, shows you what's missing, and watches the dates for you.
Team seats and unlimited sends start on Professional — R166/seat/month billed annually, VAT included. Workforce-specific items that are still on our roadmap are marked.
Every document sealed with a SHA-256 fingerprint and a timestamp — free for anyone to check at /verify.
Dropbox manages files. This manages documents about people.
A file has a name and a folder. An important document has parties, dates, obligations and consequences — and inside a company, most of them are about a person. That's what this is for.
The employee file
One file per person. Sealed, versioned, and honest about what's missing.
The employment contract and every amendment to it. ID document. Driver's and professional licences. Qualification certificates. Police clearance. Medical certificates. Banking details and POPIA consent. Each one sealed with a certification signature, a SHA-256 fingerprint and a timestamp — and each one versioned, so when a contract is amended the original stays exactly as it was signed.
And the part managers actually ask for: a file that tells you what it doesn't have. Missing documents show as gaps, not as silence.
How sealing worksExpiry and renewals*
The date is printed on the document. KuduDoc reads it.
Driver's licences expire. So do work permits, professional registrations, police clearances, medical certificates and fixed-term contracts. Nobody diarises all of them, and the one that slips is the one that stops a delivery, fails an audit, or puts an unlicensed driver behind the wheel of a company vehicle.
Upload the document and AI reads the expiry date straight off it — no capture form, no spreadsheet. KuduDoc then reminds the right person at 90, 60, 30 and 7 days, and keeps reminding until the replacement is uploaded and sealed.
See the full renewals calendarOnboarding packs*
One link. The whole pack back, signed and sealed.
Someone starts on Monday. Send one link. It collects the offer letter and the contract for signature, POPIA consent, the banking details form, ID and qualification uploads, and policy acknowledgements — in order, on a phone, without a single email attachment or a "please print, sign and scan".
Contractors get their own pack, because a contractor is not an employee and the paperwork isn't the same. The employment-specific items drop away and the company items appear: registration documents, tax clearance, a B-BBEE affidavit and proof of insurance. Everything that comes back lands in the file, sealed.
How Forms builds the pack- Offer letter — signature
- Employment contract — signature
- POPIA consent — what you hold and why
- Banking details form — for payroll
- ID document — upload. Identity checks on that file are in build.
- Qualification certificates — upload
- Policy acknowledgements — read and accept
Everything returned is sealed into the employee file automatically.
- Service agreement — signature
- POPIA consent and banking details
- ID of the signatory — upload
- Company registration — CIPC documents
- Tax clearance — SARS compliance status PIN
- B-BBEE affidavit or verified certificate
- Proof of insurance — public liability or professional indemnity
The four company items carry expiry dates — so they land straight in the renewals calendar.
* On our roadmap — in build, not live yet.
4
reminder points before anything expires — 90, 60, 30 and 7 days
1 link
sends an entire onboarding pack — employee or contractor
Every
document sealed — certification signature, SHA-256 fingerprint, timestamp
In build
Identity checks — so the ID in the file is more than a photo — are not live yet
Sealed 14 Jul 2026 · SHA-256 fingerprint · timestamped. Warnings usually lapse after six months — the file shows what's still live.
A disciplinary record that survives the eighteen months before anyone asks for it.
Verbal, first written, final written — the ladder South African employers are expected to climb before a dismissal. Where it usually falls over isn't fairness. It's that nobody can produce the paperwork a year and a half later, or the date on it is a date somebody typed.
What this is not. KuduDoc records and seals the process. It does not give labour-law advice, it does not tell you whether a warning is warranted, and it cannot make a dismissal fair.
A dismissal still needs a fair reason and a fair procedure under the Labour Relations Act, and that's a conversation for your labour lawyer or IR practitioner — not for software. What we can do is make sure the paperwork exists, is dated, was acknowledged, and hasn't been edited after the fact.
The last day generates paperwork too.
A certificate of service isn't a courtesy — section 42 of the Basic Conditions of Employment Act says every employee gets one on termination, whatever the reason they left. It's also the document most often produced late, or not at all.
KuduDoc assembles the exit pack out of the file it already holds, then closes the file rather than deleting it. Because a file you deleted is a file you can't produce at the CCMA.
Before you move your employee files
No, and we'd rather say so than let you find out in month three. KuduDoc doesn't run payroll, doesn't calculate PAYE or UIF, doesn't do leave balances, time-and-attendance or performance cycles. It is the document layer: the contracts, IDs, licences, certificates, warnings and consents that a business has to hold, prove and keep current.
That layer is the one most HR systems treat as a file attachment — a PDF stapled to an employee record, with no seal, no version history and no idea when it expires. Run your payroll and HR system as you do now; let KuduDoc hold the documents and watch the dates.
No. Templates, reminders and a sealed record are not advice, and we won't dress them up as it. KuduDoc will not tell you whether a warning is justified, whether a dismissal is fair, or whether your procedure meets the Labour Relations Act — those questions belong with a labour lawyer, an IR practitioner or your bargaining council.
What KuduDoc does is narrower and, when it matters, more useful: it makes sure the document exists, that it was acknowledged, that the date on it is provable, and that it hasn't been altered since.
The file closes; it doesn't disappear. The exit documents are added — certificate of service, final payslip, any restraint acknowledgement — and the whole file is sealed and retained for the retention period you set. Employment records generally need to be kept for years after termination, and a CCMA referral can land long after the last day.
You can export the file at any time: the signed PDFs, the audit trails and the timestamp proofs, in one download. The proofs were built to be checked without KuduDoc, so an exported file stays verifiable even if you leave us. When the retention period ends, the file is deleted on your instruction — not automatically, and never quietly.
An employee file is about as concentrated as personal information gets — ID numbers, banking details, medical certificates, sometimes criminal record checks. POPIA treats some of that as special personal information, so the handling matters more than usual.
KuduDoc is hosted in South Africa and built with POPIA in mind. Consent is collected in the onboarding pack and sealed with everything else, so you can show what the employee agreed to and when. Documents are visible to the people you give access to, not to the whole company. Nothing is sold, scraped for advertising, or shared beyond the people you send it to. Retention is set by you, and deletion is on your instruction. Full detail is on the privacy and POPIA page.
Team seats and unlimited signature sends start on Professional: R166/seat per month billed annually, VAT included. What's live today is the foundation: sending and signing contracts, sealing documents with a certification signature, fingerprint and timestamp, and storing them on your shelves.
The items marked with an asterisk on this page — AI expiry reading, the 90/60/30/7 reminders, onboarding packs, warning templates and the generated certificate of service — are in build, not live yet. We mark them so you can plan around what exists rather than what's promised. See the pricing page for what each plan includes.