Staff Documents Growth+This feature requires the Growth+ plan or higher
The documents feature lets you store important files against each staff member's profile. Use it to keep track of certifications, licences, first-aid qualifications, and any other paperwork your business requires.
Why Use Staff Documents?
- Stay organised — All of a staff member's important files are in one place, attached to their profile.
- Track expiry dates — Set expiry dates on certifications so you know when renewals are due.
- Stay compliant — Make sure every guide, instructor, or operator has the right qualifications on file before they are scheduled.
Where to Find Documents
Documents are not on a separate tab. They live in a Documents section directly on the Staff Details tab, below the Employment Info cards on the staff member's detail page.
- Go to Staff in the left sidebar.
- Click on the staff member's name to open their detail page.
- The Staff Details tab is shown by default. Scroll down past the Employment Info cards to find the Documents section.
Documents are part of the Staff Details tab — there is no separate Documents tab. If you cannot see the section, make sure you are on the Staff Details tab and scroll down past the employment cards.
Uploading a Document
- Go to Staff and click the staff member's name to open their detail page.
- Click the Add Document button at the top right of the page.
- Fill in the document details (name, type, expiry date if applicable).
- Click Choose File (or drag and drop) to select the file from your device.
- Click Save to attach the document to the staff member's profile.
The uploaded document will appear immediately in the Documents section on the Staff Details tab.
Give each document a clear, descriptive name — for example, "First Aid Level 2 – expires Jan 2027" is far more useful than a generic filename like "scan001.pdf".
Supported File Types
| Type | Extensions |
|---|---|
.pdf | |
| Images | .jpg, .jpeg, .png |
| Word documents | .docx, .doc |
Tips
- Name documents clearly. Include the document type and expiry year in the name so you can identify it at a glance.
- Set expiry dates where relevant. This makes it easy to track which certifications need renewing before they lapse.
- Check documents before scheduling. Review a staff member's documents before assigning them to roles that require specific qualifications.
- Upload early. Add certifications and licences as soon as you onboard a new staff member so nothing is missed.