Before you start:
Read Article 1. Understanding Document Types
You'll need to decide:
• Is this document mandatory or optional?
• Who needs to provide it?
• What information should be captured?
• How much lead time for renewals?
VIEWING DOCUMENT TYPES
When you navigate to Documents > Document Types, the filter shows 'All' by default so you can see all document types at once.
EXAMPLE 1: NON-TRACKED DOCUMENT (Optional - like Passports)
Steps:
Navigate: Documents > Document Types > + DOCUMENT TYPE
Enter name: "Passport"
Select Profiles: "Staff" (or any applicable profiles; it determines who can access this document type)
Set Tracking Completion: NO (optional document)
For: People
Applies to: Person Types > Staff (or any existing person type that's applicable)
What to capture:
• Expiry Date: Required
• Attachment or Link: Optional
Expiry Settings: 90 days (passports need advance renewal)
Click Add to save
RESULT: Staff can now optionally add passport details to My Documents. No placeholders created.
EXAMPLE 2: TRACKED DOCUMENT (Mandatory - like CPR Training)
Steps:
Navigate: Documents > Document Types > + Document Types
Enter name: "CPR Training"
Select Profiles: "Staff"
Set Tracking Completion: YES (mandatory document)
Applies to: People > Person Types > Staff
What to capture:
• Expiry Date: Required (at least one field must be required)
• Attachment or Link: Optional
Expiry Settings: 90 days (allows time to book training)
Click Add to save
RESULT: Placeholders created for all staff. They appear as "Incomplete" in registers.
Verify if it worked:
Go to Documents > People Document Register
Filter by Document Type: CPR Training
Filter by Completion Status: Incomplete
You should see all staff members who need to upload CPR certificates
EXAMPLE 3: CENTER/SERVICE DOCUMENT (like Building Compliance)
Steps:
Navigate: Documents > Document Types > + Document Types
Enter name: "Building Compliance Certificate"
Select Profiles: Center Managers
Set Tracking Completion: YES
Applies to: Center > Center Alias > "All Centers"
What to capture:
• Expiry Date: Required
• Attachment: Required
Expiry Settings: 120 days (inspections need time)
Click Add to save
VERIFY: Check Documents > Center Document Register to see placeholders for each center.
COMMON SCENARIOS
"I need this for some staff, but not all"
Use Tracking: YES
Select "Specific individuals" instead of Person Types
Hand-pick which staff need this document
"I want to store various documents but they're not mandatory"
Use Tracking: NO
Staff can upload when they have something to store
"I added a new staff member but they don't have the placeholder"
Currently, edit the Document Type and add them manually
Dynamic assignment coming in next update
"Expiry date isn't relevant for this document"
Set Expiry Date to: Not Used
Good for one-time qualifications that don't expire
TESTING YOUR DOCUMENT TYPE
For tracked documents:
Go to the appropriate Document Register
Filter by your new document type
Verify placeholders exist for the right people/centers
Try uploading a document in one placeholder
Check status changes from "Incomplete" to "Complete"
For non-tracked documents:
Go to My Documents (or log in as a staff member)
Create a document using your document type
Verify it appears in the register
Pilot Testing Feedback:
We'd love your thoughts on:
Was tracking vs. non-tracking clear?
Did person types vs. individuals selection make sense?
Are expiry settings flexible enough?
Was the creation process straightforward?
Next Steps:
Set up notifications for expiring documents (Article 3)
Learn how staff use My Documents (Article 4)
See how Center Managers use Document Registers (Articles 5-6)
Need help? Contact support or use the feedback button.