How to Use the HR Vault: HR Tools and Resources for Trades Contractors
My HR Guy offers HR tools and resources for trades contractors through the HR Vault, an exclusive library of tools, templates, documents, posters, trainings, and more to help you run your business. Here are some tips, tricks, and frequently asked questions about how to access and use the HR Vault.
What Is the HR Vault?
The HR Vault is your go-to library for HR and safety materials to help trades contractors run their business with confidence. It includes expert resources, developed and hand-picked by My HR Guy, along with a company-controlled section for you to upload and manage your company’s HR resources. The HR Vault provides:
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Required Forms and Posters: Easy access to the Federal and State-specific items you’re legally required to use: I-9s, tax forms, employment posters, and more. You’ll find resources for all 50 states, plus DC!
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Best Practice Forms & Policies: A curated set of documents and templates to help you with hiring, firing, employee complaints, payroll deductions, leaves of absence, and more.
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Training Library: Easy-to-use safety training materials for OSHA compliance, HR tips, and video content with guidance on a variety of HR topics.
You and your employees get 24/7 access to all the HR materials you need to run your business with peace of mind. Resources are updated regularly so you are always up-to-date and compliant!
Getting Started With the HR Vault
How do I get access to the HR Vault?
All retainer clients of My HR Guy get access to the HR Vault as part of their package. If you have an HR Mentor Retainer Account, this means you!
To get started on the HR Vault, each company needs to assign a Company Administrator. Just tell us who your Company Admin is by filling out your Company Contacts Form or simply by emailing Support@MyHRGuy.com (if your contacts on file with us are already up-to-date). The Company Admin will receive an email invitation to log into the HR Vault.
From there, the Company Admin can add Users (or another Company Admin, if desired) and each individual will receive an email invitation to join the HR Vault.
I didn’t get an HR Vault invitation, or my link has expired. What do I do?
When you’re granted access to the HR Vault, you’ll receive an email invitation with a link that is valid for 7 days. Check your spam/junk folder in case your email system moved it there. If you received the invitation but didn’t click on the link to get set up within the 7-day timeframe, your Company Admin or My HR Guy will need to re-send the invitation.
Simply reach out to Support@MyHRGuy.com at any time if you need help.
If you are the Company Administrator and need to send invitations, re-send invitations, or reset passwords, you can do this within Users tab in the HR Vault. You can reference the HR Vault Help tab for specific questions.
What’s the difference between a Company Admin and a User?
Each company needs at least one Company Administrator to manage the company-specific features of the HR Vault. This includes overseeing the company’s Users (invite, remove, reset password, change name/email) and managing any files or folders that are added to the company-specific section of the Vault (upload, organize, delete).
Standard Users have the ability to search, view, and download files from both the Shared section and Company section of the HR Vault but they are not able to view or edit other users or in any way edit the content on the site.
A company needs at least one Company Admin but can have more if desired. Please reach out to Support@MyHRGuy.com with any questions about this functionality.
Can I access the HR Vault if I’m not a client of My HR Guy?
The HR Vault is an exclusive resource that comes with the HR Mentor Retainer Account and is specialized for trades contractors. You get up-to-date resources for hiring, firing, employee management, and everything in between, along with required forms and posters, safety training, HR tips, and other content to help your business run more smoothly. These resources come from real HR experts, and will suit your needs better than whatever you might find through an internet search or by using AI.
An HR Mentor Retainer Account gives you more than just HR Vault access. You also get a customized employee handbook, safety manual and training program, and unlimited on-call support with HR pros to answer any and all questions.
Within the HR Vault
What is the general layout of the HR Vault?
Dashboard: A general overview of what’s available.
The Vault: Browse folders and subfolders of Shared Files, available to all clients from My HR Guy, and Company Files, which you manage privately.
Search: Look up shared or company files or folders by keyword or file type.
Notifications: Personalized updates on what was recently added to the HR Vault by My HR Guy or your Company Admin. Mark as read, delete, or turn off Notifications as desired.
Help Center: Guidelines on how to use the HR Vault, easily accessible from within the system.
Profile Settings & Notification Preferences: View your settings, manage your password, and update notification preferences. Note: only Company Admins can update Company and User information, which is done through the Users tab.
Users: Available only to Company Administrators, this section is for invitation and management of Company Users.
Should I always go to the HR Vault to find My HR Guy content?
The HR Vault was created to help you easily find the content you’re looking for. Beyond these DIY resources, you also get access to My HR Guy’s full team of HR pros. That means you’re welcome to reach out to Support@MyHRGuy.com and we’ll send you whatever you need, or advise you on what to look for. We’re always here to help!
You’ll also receive periodic emails with specialized content, such as monthly safety training resources for your OSHA-compliant safety program and HR Tips on topics ranging from interviewing to attendance point systems to drugs in the workplace—issues that can make employee management difficult. In addition to emailing these resources, we ensure they are posted to the HR Vault for ongoing reference.
Can I access the HR Vault from my tablet or phone?
Yes. The HR Vault is accessible via desktop, tablet, and smartphone. It’s supported on multiple browsers, including Chrome, Edge, Firefox, and Safari. This makes it easy for you and your employees to access HR and safety information while on the jobsite or on-the-go.
While all HR Vault features are available on mobile, we recommend that Company Administrators use a desktop or tablet for HR Vault management, such as coordinating User access and uploading or moving files.
How will I know when new content has been posted?
You can set preferences in the HR Vault about when and how you would like to be notified. You will be prompted to set your preferences when you first log in, or you can navigate to Notification Preferences and make updates at any time.
The types of content you can select to be notified about are:
- When new Shared Documents are posted (content from My HR Guy)
- When new Company Documents are posted (content uploaded by the Company Admin, or provided to your company directly from My HR Guy).
Your notification options for each of these types of content are:
- Receive an email
- Receive a notification within the HR Vault via the Notifications section and the bell at the top.
You can update your Notification Preferences at any time within your profile in the HR Vault.
Which of my company documents should live in the HR Vault?
It’s up to you!
We recommend the HR Vault as the go-to for HR and safety resources, both shared and company-specific. Shared documents provided by My HR Guy include templates for hiring, firing, employee management, and more; required forms and posters; safety training documents; and HR tips and videos.
Examples of company-specific documents you may want to house in the HR Vault are: Employee Handbook, Safety Manual, Safety Data Sheets (SDS), SOPs, etc. The HR Vault can also be a great place for onboarding paperwork templates, if it’s not set up elsewhere.
Your Company Admin can set up folders and upload files, or My HR Guy can assist if you’d like. Company files are only visible to your own company and the team at My HR Guy.
NOTE: DO NOT use the HR Vault for personal or private information! The HR Vault does not replace your HRIS or employee file system. This is meant for general HR and safety resources and should not contain documents with personal details like social security numbers, medical information, salary info, I-9 forms, or confidential employee documents. Always remember that all Users at your company will be able to access all documents uploaded to the HR Vault.
How do I get started?
As an HR Mentor Retainer client, you get unlimited access to the resources in the HR Vault. We’re happy to help get you set up!
If you’re an active client of My HR Guy and you need access, simply reach out to Support@MyHRGuy.com and ask to be invited to your company’s account on the HR Vault.
If you’re not a client, you can still reach out and we’ll help you find the right fit for your company’s HR and safety needs.
Need Immediate HR Help?
Contractors facing an urgent employee issue, compliance concern, or workplace situation can contact My HR Guy for guidance—even without an HR Retainer Account. We provide practical, real-time support for one-off needs, and help determine whether a standalone solution or ongoing HR support makes the most sense.