Gamfi for HR · Module
A digital personnel file that fills itself with documents from your HR processes
Declarations, consents, training certificates and performance reviews are generated inside the Gamfi platform and land straight in the right part of the personnel file, with a category and a retention date already attached. Finding a document stops being a trip to a filing cabinet in another building.
How it works
Documentation that organises itself as work happens.
- 1
The document is created inside the process
A contract, a declaration, a training certificate, a performance review – each is created inside the process it belongs to.
- 2
It lands in the right part of the file
The system assigns a category and a retention date in line with Poland's personnel documentation regulations.
- 3
Only the right people have access
Permissions by role and by document type, with every access logged in the audit trail.
- 4
Inspections and requests take minutes
A summary for an inspection or a copy of the documentation for an employee is generated on request.
More, because it is one system
Digital personnel file vendors sell you an archive you still have to put documents into. A file that lives in the same system as your HR processes fills itself as work happens.
Documents are in the file from the moment they're created
A contract signed at hiring, a mandatory training certificate and a performance review land in the file by themselves, because they were created in the same platform. Nobody scans them or moves them between systems.
Gaps show up before an inspector asks about them
You read documentation completeness straight off the employee list, and mandatory medical check-up and training deadlines sit next to the same people – it's one screen, not three separate reports.
The employee doesn't get handed another app
Their documents sit where they do training and submit requests. A separate portal just for personnel files is one of the reasons those portals end up sitting empty.
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Describe your need
Describe the situation in your own words – we will write back with how the Gamfi platform answers that challenge. You decide about a meeting after you have read the answer.
What you get in Gamfi
The scope you'd expect from a digital personnel documentation vendor.
Personnel file structure
- Personnel file split into partsin the structure that applies at your company – we confirm the scope during rollout
- A document lands in the right part by itselfthe category is set by the process the document came from
- Search by content and by attributesby employee, document type, date or content
- An employee's complete set of documents in one placewithout splitting it across a filing cabinet, a shared drive and an HR inbox
Retention periods
- A 10- or 50-year period calculated automaticallyfrom the end of the year in which the employment relationship ended
- An alert before the deadline passesbefore the document becomes eligible for destruction
- Mandatory medical check-up and training deadlines against each employeethe same screen where their documentation sits
- Documentation completeness on the employee listyou see who's missing what, without opening files one by one
The employee and their documents
- Employee access to their own documentationin the same app where they do training and submit requests
- Request for a copy of the documentationsubmitted in the system, not by email to HR
- A copy issued in electronic formwith a record of who it was issued to and when
Who has access, and what trace it leaves
- Permissions by role and document typewho sees the personnel file, who sees only training documents, who sees nothing
- An audit log that cannot be alteredopening, adding and downloading a document, all with a trace that cannot be overwritten
- A summary for inspectionsgenerated on request, not after a week of gathering data
- Strict separation of data between customerseach company sees only its own documents
- Data processed within the European Unionno transfer outside the EEA
Documents don't travel between systems
- A document signed at hiring lands in the filethe same file, no scanning; we agree the type of signature during rollout
- Certificates for mandatory training come from the processhealth and safety, and GDPR training, with a record of who completed it and when
- Data exchange with your HR and payroll systemvia API or export, set up as part of the rollout
- Leaving the system with the complete documentationdocuments together with their descriptions and event log, not just a folder of files
Common questions
Open the one that applies to you.
What happens to the paper files we have today?
They stay valid and nothing happens to them. Gamfi starts with documentation created from the rollout onwards – that documentation is born electronic, so there's nothing to scan. We should say this plainly: for the first few years you'll run two record sets side by side, and when someone requests a copy, you'll check both. Migrating the old archive is a separate project: we agree the scope and who does the work during rollout, because digitising paper has its own legal requirements and its own cost.
How does the system know how long to keep a document?
The period is counted from the end of the calendar year in which the employment relationship ended – not from the date a file was uploaded. For people employed from 1 January 2019 onwards, that's 10 years; for those employed earlier, it's 50, so both regimes run side by side within the same company. We agree during rollout how we support a shortened period after you file the ZUS OSW and RIA declarations (the forms that let a Polish employer cut the retention period). You get an alert before the deadline passes.
How does an employee get a copy of their documentation?
They submit a request in the same app where they do training and leave requests, and the copy is issued electronically. If they ask for paper, you print it from the system, and every copy issued leaves a record of who received it and when. Polish law gives you 30 days to do this, so the fewer places you have to search, the easier that deadline is to meet.
What do we sign an employment contract with, if it has to end up in the file?
Under Polish law, an employment contract requires written form, and in electronic form only a qualified electronic signature satisfies that requirement – without it, what's sitting in the file is a document, not a contract. We set up electronic signing as part of the rollout, and that's when we point you to a signature provider. Documents that don't require written form – declarations, consents, acknowledgements – go into the file without that condition.
What happens to a document once the retention period ends?
The system flags the approaching deadline, but doesn't delete anything on its own – the decision is made by whoever you assign to it, and that action stays in the audit log. It's worth remembering the other side of this obligation: a former employee has the right to collect their documentation before it's destroyed, and they're told the deadline together with their certificate of employment.
Does this meet the requirements of Poland's personnel documentation regulation?
We're designing this module directly around those requirements: the split into file parts, retention periods, access control, an event log and search by document attributes. We confirm the scope of compliance with your legal team before go-live – with personnel documentation, that's not a formality, it's a condition of starting at all.
Do we have to give up our HR system?
No. Documentation can be kept in Gamfi while employee records and payroll calculation stay where they are – we exchange data via API or export. Payroll and HR administration are a separate area of our platform, and only come into play once you decide to move them over.
What does the price depend on?
Several factors affect the price: the number of participants, the scope of modules and the scale of the rollout. We're happy to go through the details in a meeting and in further contact.
For your IT team
The short answer for your security and compliance team.
- An audit log that cannot be altered, permissions by document type, data held in the EU
- Strict separation of data between customers
- We set up data exchange with your systems as part of the rollout; to start with, import from a file
- After the contract ends, we hand over the documentation together with document descriptions and the event log, in a form ready to move into another system