Store staff documents
Upload certifications, background checks, contracts and center-wide files like your license or policy manual, and get told before they expire.
Staff Documents is where you keep your team's paperwork: CPR and first aid cards, background checks, TB tests, contracts, and anything else a licensing visit might ask for. It's the third tab under Paperwork, next to Document Requests and Child Files. Owners and directors can keep their own documents here too.
Upload a document
- Go to Paperwork → Staff Documents and click Upload Document.
- Choose the File. A PDF or a photo works.
- Pick the Staff Member the file belongs to. Everyone on your staff list is there, including owners and directors who are on it.
- Give it a Title and a Category, such as Background Check, CPR / First Aid, Contract or Certification.
- Add an expiry date if the document has one, and tick Required Document if staff must acknowledge it.
You can also upload from a person's profile: go to Staff & Time → Staff, click Profile on their card, open the Documents tab and click Upload document.
Your own files as the owner
Upload them the same way and pick your own name as the Staff Member.
For files that belong to the center rather than a person, such as your license, insurance, a facility permit or a policy manual, leave Staff Member on All Staff (Org-wide). Add an expiry date and you'll be reminded before it runs out, the same as for staff certifications.
Why someone's name isn't on the list
The Staff Documents list shows documents, not people. A person's name only appears once a document has been uploaded for them. If you're looking for yourself or a new hire and don't see the name, that just means nothing is filed for them yet. Click Upload Document and pick them from the Staff Member list.
Use the search box (title or staff name) and the category tabs to narrow a long list.
Expiry reminders
Documents with an expiry date show red when expired and amber when they expire within 30 days, and a banner at the top of the page sums up what needs attention. Owners and directors also get a reminder notification when a document is 30, 14 and 7 days from expiring and on the day it expires, at most one digest a day.
What teachers see
Teachers see only their own documents, under Paperwork → Staff Documents (it opens as My Documents for them) and in the iPhone and Android apps. They can't upload or delete files here. When a document is marked Required Document, the teacher acknowledges it, and the list shows you who has and hasn't.