What is Center/Service Document Register?
Your central hub for monitoring all documents related to services - your centers, locations, and facilities.
Track documents like:
Building Compliance Certificates
Insurance Policies
Lease Agreements
Safety Inspection Reports
Food Safety Certificates (for the center)
How To Access
Click Documents in the top menu
Select Center/Service* Document Register
It automatically uses the label you’ve chosen to customise. For example, if your 1Place account refers to locations as “School”, it will display “School Document Register.” Similarly, if your locations are labelled “Franchisees,” it will appear as “Franchisee Document Register.” In this example, we’ll use “Service.”
People Vs Service Documents
People Document Register
Belongs to individuals
First Aid, Qualifications, WWC Checks
Tracks who has what
Service Document Register
Belongs to service/locations
Building permits, insurance, inspections
Tracks what facilities have
Same functionality, different subject matter.
How It Works
Works exactly like People Document Register (see Article 5):
Filter and search documents
Customize columns
Monitor expiry statuses (green, amber, red)
Track completion statuses
Download attachments
Access links
Save custom views
Common Use Cases
✔ Use Case 1: Building Compliance
Track regulatory certificates:
• Fire Safety Certificate
• Building Warrant of Fitness
• Health & Safety Inspections
• Electrical Safety Certificates
Set tracking enabled for placeholders.
✔ Use Case 2: Insurance and Legal
Manage critical business documents:
• Public Liability Insurance
• Property Insurance
• Lease Agreements
• Business Licenses
Set expiry warnings at 90+ days (annual renewals).
✔ Use Case 3: Operational Certificates
Center-specific requirements:
• Food Safety Certificate (kitchen)
• Pool Safety Certificate
• Playground Safety Inspection
• Security System Certificate
Set warnings based on renewal timeframes.
✔ Use Case 4: Policies and Procedures
Living documents needing regular review:
• Center Policies
• Emergency Procedures
• Local Authority Agreements
May or may not have expiry dates.
Filtering Service Documents
By Service (Multi-service management):
Select Service name
See documents for that location only
By Document Type (All service):
Select Document Type (e.g., "Building Compliance")
See which services are current vs expired
By Expiry Status (Prioritize renewals):
Set to: Expiring
See what needs attention soon
By Completion Status (What's missing):
Set to: Incomplete
Identify missing required documents
Creating Service Documents
Currently, go to the service profile:
Navigate to Services section
Click View/Edit next to the service name.
Go to Documents tab
Click + Document or the blue text under the Name column to submit documents.
Fill in details and save
Note: Creating directly from register coming in future update.
Real-world Scenarios
Example 1: Insurance Renewal Season
All policies renew in December.
Filter: Document Type = Insurance
Check expiry dates
Set reminders for broker meetings
Upload new policies when they arrive
Update expiry dates
Example 2: Pre-Audit Check
Regulatory audit next month.
Filter: Center = [Your Center]
Review all compliance documents
Check for expiring or expired
Prioritize renewals before audit
Prepare physical copies if needed
Example 3: New Center Opening
Track all setup documents.
Admin creates document types with tracking
Placeholders appear for new center/service
See incomplete documents
Upload as you obtain each document
Monitor progress to full compliance
Example 4: Multi-Center Compliance
Oversee 5 centers, need overall view.
View all centers (don't filter)
Sort by expiry status
Identify which centers need attention
Prioritize by urgency and regulatory requirements
Tips For Service Document Management
✔ Set Calendar Reminders:
Service renewals less frequent than people documents
Add reminders 3-6 months before expiry
Don't rely solely on system notifications
✔ Know Your Renewal Processes:
Inspections: Book early
Board approvals: Allow time
Paperwork: Can be quick
Set expiry warnings accordingly
✔ Keep Digital Copies:
Quick access for regulatory authorities
No searching filing cabinets during audits
✔ Track Multiple Versions:
System may keep history
Shows continuous compliance over time
✔ Delegate Responsibility:
Assign someone to monitor each document type
Clear ownership prevents gaps
Use notifications to alert the right person
Key Differences From People Documents
| Service | People |
Frequency | Often annual or longer | 1-3 years, varies by person |
Responsibility | Center management or admin | Staff often upload their own |
Impact of Expiry | Can result in center closure or penalties | Affects individual's ability to work |
Volume | Fewer documents per center | Multiplied by staff numbers |
Service documents often need MORE advance notice (90-120 days) because stakes are higher and processes take longer.
Monitoring From Dashboard
Homepage shows service document summaries:
Service documents expiring
Service documents incomplete
Click counts to open filtered Service Document Register.
Troubleshooting
"Not sure which documents our center needs"
→ Check with regional manager or regulatory authority
"Document expired but can't renew yet (awaiting inspection)"
→ Communicate to admin/management; note scheduled date
"Waiting on third parties for documents"
→ Create placeholder with estimated expiry; update when received
"Multiple centers - how to stay on top?"
→ Use saved views per center; check one per day
"Building owner manages some documents"
→ Still track in 1Place via links or expiry dates only
Pilot Testing Feedback
We'd love your thoughts on:
Is the distinction between People and Service documents clear?
Are you tracking the right service document types?
Do expiry warnings give enough lead time?
Easy to see compliance across multiple centers?
What service document types would be most useful?
Does the register give you confidence in compliance status?
Next Steps
Understand document statuses in detail (Article 8)
Review upcoming features (Article 9)
Learn about People Document Register if you haven't (Article 6)
Need help? Contact support or use the feedback button.