Request documents automatically — define once and never forget again. Tailored to your operations: expiry dates, deadlines and smart links to workspaces.
Documents are stored on servers in Germany with strict privacy safeguards.
With individual settings you define which document is requested under which conditions.
Automatic linking helps you reach the right people by work area or employment type.
With document management in Ordio, you can file HR documents in a structured way, request missing documents from employees and keep an eye on deadlines and versions. Instead of email attachments and individual folders, you work with centralized filing, clear roles and links to people and work areas. This reduces the amount of searching and follow-up required on a day-to-day basis - perfect for teams that manage a large number of supporting documents and contract documents.
The digital personnel file bundles the employee file as a whole: master data, typical HR documents and supporting documents in one place. Document management focuses on filing, templates, approvals, searches and automation for documents - such as recurring queries or deadlines. In practice, the two work together: Documents end up in the file in an organized manner, while workflows and access remain cleanly regulated.
You define rules on which documents are required for certain roles or entry points. When a new person is created, Ordio requests the relevant documents - employees upload them via the web or app and you can see the status at a glance. This eliminates a lot of manual follow-up by email; at the same time, you can see what is already available and what is still missing. This does not replace legal assessments of individual cases, but it does support processing.
You can map reminders and deadlines in the system for expiring certificates or deadlines so that nothing goes out of date unnoticed. Documents remain assigned to the person so that you can respond more quickly to queries or checks. This helps you to maintain an overview during operation - without having to maintain tables in parallel. You continue to clarify specific retention periods and obligations according to your legal classification
Yes. You control who sees or approves which documents and store everything centrally in Ordio - instead of distributed drives or chat histories. Versioning and traceable filing facilitate collaboration between HR, managers and employees. This keeps sensitive content better protected and access traceable than with open folder structures
You work in the web browser and can also perform suitable actions via the Ordio app - for example, view uploads or statuses, depending on your role. This is ideal for teams without a fixed desk and for GSC topics such as web-based access or app usage. This keeps documents accessible without you having to maintain separate individual tools for "files only".
Ordio is designed for use in the German HR context: Data processing and hosting are based on common requirements; details on order processing and storage location can be found in the contractual and data protection documents. In technical terms, you should coordinate roles, access and deletion concepts with your data protection officer. This allows you to combine user-friendly storage with clean control of personal data.
It is particularly helpful when there are many records or several locations are working simultaneously: for example catering, retail or service providers with changing teams. You map work areas and employment types and link rules to documents in a meaningful way. This means that filing remains clearer than with paper or separate filing locations per branch, even with heterogeneous groups.
You start with the document types and rules that really count for your business - such as recurring queries or deadlines for selected roles. The setup is deliberately kept lean: define it cleanly once and you will benefit from automated requests and less manual coordination. If necessary, you can expand step by step instead of having to model everything perfectly on the first day.
Ordio charges based on location; you can see current packages and services on the price page. Document management is part of the integrated HR platform together with functions such as personnel files, planning or apps - no isolated individual license per document. This keeps the calculation transparent for your team.
Use Book a demo to see document management in the context of the entire Ordio world - including filing, roles and typical HR workflows. In the test phase, you check whether queries, deadlines and approvals match your processes. This allows you to make fact-based decisions without having to evaluate systems based solely on screenshots.
For product-related questions, you can reach the Ordio team via the support channels shown on the website - in addition to the help content in the application. You can also clarify difficult individual cases relating to storage or employment law with specialist advice. Ordio focuses on the technical implementation of filing, access and automation in everyday life.