---
title: "Store staff documents"
description: "Upload certifications, background checks, contracts and center-wide files like your license or policy manual, and get told before they expire."
type: guide
updated: 2026-10-12
canonical_url: https://help.nestlicare.com/owners/staff/staff-documents
roles: ["super_admin", "center_admin"]
platforms: [web]
---
**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

1. Go to **Paperwork → Staff Documents** and click **Upload Document**.
2. Choose the **File**. A PDF or a photo works.
3. Pick the **Staff Member** the file belongs to. Everyone on your staff list is there, including owners and directors who are on it.
4. Give it a **Title** and a **Category**, such as Background Check, CPR / First Aid, Contract or Certification.
5. 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.

## Related

- [Training and certifications](/owners/staff/training-and-certifications)
- [Request documents from a family](/owners/documents/request-documents-from-a-family)