What are the Document Types?

Document Types are templates that define what documents your team needs to manage. Think of them as categories for the documents you'll track - like First Aid Certificates, Passports, or CPR Training records.

Before anyone can upload or create documents, you need to set up these Document Types first.

Where to find Document Types?

Documents now has its own menu at the top of your screen.

Click on Documents and select Document Types from the dropdown.

Key Settings for Document Types

When you create a Document Type, you'll configure several important settings. Here's what each one does:

Basic Information
- Name: What you'll call this document (e.g., "First Aid Certificate")
- Profiles: Who can create and access these documents (e.g., Staff, Center Managers)
Tracking Completion
This is one of the most important decisions you'll make.

Tracking Completion: YES
• Creates placeholders for specific people or centers
• Shows you who hasn't uploaded their document yet
• Perfect for mandatory documents like staff qualifications
• Similar to how checklist schedules work

Tracking Completion: NO
• No placeholders created
• Documents can be added anytime by anyone with access
• Good for optional documents that are nice to store but not required
• You can only see what's been uploaded, not what's missing

Example:
• First Aid Certificates (tracking ON) - you need to know which staff members are missing this
• Parking Permits (tracking OFF) - nice to store, but not everyone needs one

What this means for your team?
The decisions you make here directly affect how your team uses documents:

If you enable Tracking:
• Center Directors or Managers will see incomplete records on their dashboard
• Team members will see placeholders they need to fill in
• You can report on who's missing required documents

If you don't enable Tracking:
• Documents are optional and flexible
• Good for "nice to have" documentation
• You'll only see what people have uploaded
Applies To

Choose whether this document type is for:
• People (staff, educators)
• Centers/Services (centers, locations)

Then specify:
• All people/centers: Everyone in your organization
• Specific individuals: Hand-pick who needs this document
• Person types or Center types: Groups like "Staff" or "Educators"

Note: Currently, if you select person types or center types, you'll need to manually add new people/center names to the document type when they join. Dynamic assignment (like with checklist schedules) is coming in the next update.
What to Capture
Choose what information you want to collect:

• Expiry Date
• Attachment
• Link

Each one can be configured as Required, Optional, or Hidden.

Important: When Tracking Completion is ON, at least one field must be set to "Required" - this ensures people don't just tick a box without providing actual evidence.
Expiry Settings
Documents have three status colors:

• Green (Current): Document hasn't expired yet
• Amber (Expiring): Getting close to expiry date
• Red (Expired): Past the expiry date

The "Days before expiry to show as expiring" setting controls when the status changes from green to amber.

Example:
• First Aid Certificate: Set to 30 days (renewal is quick)
• Professional Registration: Set to 90 days (renewal process takes longer)