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.
Set Completion Status to: Incomplete
Click Apply
Scenario 2: Monitor Expiring this Month
See which documents need renewal soon.
Set Expiry Status to: Expiring
Click Apply
Scenario 3: Audit CPR Training
Review all CPR training compliance.
Set Document Type to: CPR Training
Click Apply
Scenario 4: Check One Staff Member
Review one educator's documents.
1. Search person's name
2. Click Apply
Customizing Columns
Click cog button
Tick/untick columns to show/hide
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:
Go to People section
Find and click on person's name
Go to Documents tab
Click + Document
Fill in details and add/save
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.
Filter: Expiry Status = Expiring
Save as "Monthly Check"
Review each person
Send reminders
Check back next week for progress
Example 2: New Staff Onboarding
New educator starts next week.
Filter: Person = [New Staff Name]
Check incomplete documents
Send them a list of required documents
Check back after orientation
Example 3: Audit Preparation
Ensure all First Aid certificates are current.
Filter: Document Type = First Aid Certificate
Check for expiring or expired
Create action plan for renewals
4Export if needed for audit
Example 4: Overdue Documents
See what's expired and urgent.
Filter: Expiry Status = Expired
Sort by "Days from Expiry" (most overdue first)
Contact staff urgently
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.