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6. Using People Document Register

For: Center Managers, Admins, and Compliance Officers

What is people document register?

Your central hub for monitoring all documents related to people (staff, educators, team members) across your centers.

One place to see:

• Who has uploaded their documents

• Who still needs to provide documents

• What's expiring soon

• What's already expired

How to access:

1. Click Documents in the top menu

2. Select People Document Register

You'll see a table showing all documents you have access to view based on your permissions.

Understanding the Register

Key Columns:

  • Document Name: What document and Who the document belongs to

  • Document Type: What kind of document

  • Completion: Complete, Incomplete, or Not Tracked

  • Person / User: Who the document belongs to

  • Link/URL/Attachment: Download or open document

  • Expiry Date: When is the expiration of the submitted document

  • Expiry Status: Current (green), Expiring (amber), or Expired (red) with Countdown or days until overdue

  • Actions: Option to deactivate a submitted Document

Using Filters

STEP 1: Show Filters

  • Click the arrow button at the top right corner of the screen to show the filter options:

STEP 2: Apply Filters

  • Choose from:

    • Document Name: Type the name of the specific document

    • Document Type: Select specific types

    • Center/Location/Center Aliases: Filter by specific centers

    • Rooms/Room Aliases: Filter by specific rooms

    • People/Person Types: Search for specific team members

    • Completion Status: Complete, Incomplete, or Not Tracked

    • Expiry Status: Current, Expiring, or Expired

    • Link/URL: Filter document with or without links

    • Attachments: Filter document with or without attachments

STEP 3: Save Your View

  • After applying filters:

    • Click "Save" then "Save as New View"

    • Name it (e.g., "Incomplete Documents") then click Save.

    • Access quickly in future

Common Filter Scenarios

Scenario 1: Check All Incomplete Documents

See which team members haven't uploaded required documents.

  1. Set Completion Status to: Incomplete

  2. Click Apply

Scenario 2: Monitor Expiring this Month

See which documents need renewal soon.

  1. Set Expiry Status to: Expiring

  2. Click Apply

Scenario 3: Audit CPR Training

Review all CPR training compliance.

  1. Set Document Type to: CPR Training

  2. Click Apply

Scenario 4: Check One Staff Member

Review one educator's documents.

1. Search person's name

2. Click Apply

Customizing Columns

  1. Click cog button

  2. Tick/untick columns to show/hide

  3. Save automatically

Tips: Hide attachment/link columns if you mainly work with expiry dates.

Show all for compliance audits.

Working with Documents

Viewing a Document:

  • Click document name

  • Review details, download attachments, view links

Downloading Attachments:

  • Click download icon in Attachment column

Opening Links:

  • Click link icon in Link column

Creating Documents for Team Members

Currently, you need to go to the person's profile:

  1. Go to People section

  2. Find and click on person's name

  3. Go to Documents tab

  4. Click + Document or the blue text under the Name column to submit documents.

    Note: Documents uploaded using the + Document option are not tracked. Use this option only for documents that do not require tracking.

  5. Fill in the details.

    Scroll down and click Upload Files to upload the documents.

    Note: You can upload a maximum of three (3) files at a time. If you need to upload additional files, open the document, click Edit, and upload the next set of files.

    There is no limit to the total number of files you can attach, provided the combined file size does not exceed 25 MB.

Note: Creating documents directly from the register is coming in a future update.

Monitoring from your Dashboard

Your homepage shows document summaries:

  • Number expiring (amber)

  • Number incomplete

Click these to open filtered register views.

Real-World Scenarios

Example 1: Monthly Compliance Check

Start of month - see what needs attention.

  1. Filter: Expiry Status = Expiring

  2. Save as "Monthly Check"

  3. Review each person

  4. Send reminders

  5. Check back next week for progress

Example 2: New Staff Onboarding

New educator starts next week.

  1. Filter: Person = [New Staff Name]

  2. Check incomplete documents

  3. Send them a list of required documents

  4. Check back after orientation

Example 3: Audit Preparation

Ensure all First Aid certificates are current.

  1. Filter: Document Type = First Aid Certificate

  2. Check for expiring or expired

  3. Create action plan for renewals

  4. 4Export if needed for audit

Example 4: Overdue Documents

See what's expired and urgent.

  1. Filter: Expiry Status = Expired

  2. Sort by "Days from Expiry" (most overdue first)

  3. Contact staff urgently

  4. Check employment requirements

Tips for Effective Management

✔ Create Custom Views:

  • "Weekly Check" - expiring in 30 days

  • "Incomplete Onboarding" - new staff missing docs

  • "My Center Only" - your location

✔ Use as To-Do List:

  • Filter to incomplete

  • Work through one by one

  • Come back later

✔ Regular Monitoring Schedule:

  • Monday: Check expiring for the month

  • Mid-month: Follow up on incomplete

  • End of month: Verify renewals

✔ Communicate Proactively:

  • Reach out when status turns amber

  • Don't wait for expiry

  • Give clear deadlines

Understanding your Access

What you see depends on your permissions:

👉 Center Manager/Director:

  • See staff in your center(s) only

  • Based on profile hierarchy

👉 Admin/Super User:

  • See all staff across all centers

  • Organization-wide compliance view

👉 Educator/Staff:

  • Only see own documents (via My Documents)

  • Cannot access People Document Register

Troubleshooting

"I can't see a staff member's documents"

→ Check your profile permissions (hierarchy-based)

"Too many documents to review"

→ Use filters: start with incomplete, then expiring

"Don't know when staff uploaded"

→ Sort by "Last Updated" column

"Which documents are most urgent?"

→ Filter Expired first, then Expiring

"Need to report to management"

→ Export coming soon; use filters and screenshots for now

Pilot Testing Feedback

We'd love your thoughts on:

  • Is the register layout clear?

  • Are filters helpful for finding documents?

  • Do status colors make sense at a glance?

  • Easy to see who needs to take action?

  • What additional filters would help?

  • Would you like different column information?

Next Steps:

  • Learn about Service Document Register (Article 7)

  • Understand document statuses in detail (Article 8)

  • See upcoming features (Article 9)

Need help? Contact support or use the feedback button.

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