Two Types of Status
Every document has two statuses that tell you what action to take:
Completion Status - Has the document been provided?
Expiry Status - Is the document still valid?
Completion Status
Complete
Document has been uploaded
All required information provided
No action needed (unless expiring)
Incomplete
Expected document hasn't been uploaded yet
Placeholder waiting to be filled
Action required
What this means:
Staff: You need to upload this
Managers: Follow up with the person/center
Not Tracked
Document type is optional
No placeholder created
Can be uploaded if desired, but not required
Expiry Status
Current (Green)
Document is valid
Not yet in renewal window
No action needed right now
Expiring (Amber)
Getting close to expiry date
Renewal process should start now
Warning window has been reached
The expiring window varies by document type:
First Aid: Might show amber at 30 days
Professional Registration: Might show amber at 90 days
Building Certificate: Might show amber at 120 days
Your admin configured these based on typical renewal time.
Expired (Red)
Past expiry date
No longer valid
Urgent action required
What this means:
Staff: May not be able to work in certain roles
Managers: Compliance breach - prioritize renewal
Centers: May face regulatory penalties
Important: You cannot upload documents with past expiry dates. Renew the actual document first, then upload with new expiry date.
How Statuses Work Together
➤ Scenario 1: Complete and Current (Green)
Best case - document uploaded and valid
No action needed
Example: First Aid Certificate uploaded, expires in a year
➤ Scenario 2: Complete but Expiring (Amber)
Document exists but needs attention soon
Start renewal process now
Example: WWC Check uploaded but expires in 2 months
➤ Scenario 3: Complete but Expired (Red)
Document exists but no longer valid
Urgent renewal needed
Example: CPR Certificate uploaded but expired last week
➤ Scenario 4: Incomplete
Document hasn't been uploaded yet
Expiry status doesn't apply
Example: Teaching Registration placeholder exists but not uploaded
➤ Scenario 5: Not Tracked
Optional document
May or may not have expiry dates
Example: Passport stored for reference
What Triggers Status Changes
✔ Completion Status
» Incomplete → Complete
When document is uploaded with required fields
Automatic
» Complete → Incomplete
Usually doesn't happen
Only if admin changes requirements
✔ Expiry Status
» Current (Green) → Expiring (Amber)
Automatic when warning window is reached
Happens overnight (system checks daily)
» Expiring (Amber) → Expired (Red)
Automatic when expiry date passes
Happens overnight on expiry date
» Expired (Red) → Current (Green)
When you update document with new expiry date
Immediate
Where You See Statuses
✔ Dashboard / Homepage
Summary counts: "1 Expiring", "21 Incomplete"
Click to view filtered register
✔ Document Registers
Colored indicators for expiry
Text labels for completion
Sortable columns
✔ My Documents Page
Both statuses visible
Visual indicators
Prioritize what needs attention
Taking Action Based On Status
If you see Green (Current):
✔ All good, no action needed
✔ Note expiry date for future planning
If you see Amber (Expiring):
⚠ Start renewal process now
⚠ Book training or appointments
⚠ Submit renewal applications
⚠ Allow enough time
If you see Red (Expired):
🚨 Urgent action immediately
🚨 Contact authorities for renewal
🚨 May need to stop certain activities
🚨 Inform your manager
If you see Incomplete:
📋 Upload required document
📋 Gather necessary information
📋 Contact manager if unsure
If you see Not Tracked:
ℹ️ Optional - upload if useful
ℹ️ No compliance requirement
Filtering By Status
In registers, filter to show only certain statuses:
To see only Action items:
Set Expiry Status to: Expiring or Expired
Set Completion Status to: Incomplete
Shows only documents requiring action
To see Complaint Documents:
Set Expiry Status to: Current
Set Completion Status to: Complete
Shows everything in good order
Real-World Examples
Example 1: Proactive Staff Member
Weekly check of My Documents:
Monday: First Aid shows amber (expiring in 45 days)
Tuesday: Book course for next month
4 weeks later: Complete course, get certificate
Same day: Upload new certificate with new expiry
Status: Amber → Green
Result: No compliance lapse, manager doesn't need to follow up
Example 2: Manager Monitoring Staff
Weekly People Document Register check:
Filter to "Expiring"
See 3 staff with CPR expiring soon
Email all three with course options
Check back next week
Follow up with anyone still amber or red
Result: Stay ahead of compliance issues
Example 3: New Center Opening
Center/Service Document Register shows:
10 incomplete documents
Upload each as obtained
Some complete showing green (valid 3 years)
Some complete showing amber (renew in 6 months)
Track progress to full compliance
Result: Clear visibility of what's done and needed
Common Questions
Q: Why did my document change from green to amber overnight?
A: System checks daily. You reached the warning window configured for that document type.
Q: Can I change a document status manually?
A: No, statuses are automatic based on information provided and expiry dates.
Q: My document is expired but I renewed it - what do I do?
A: Update the document with the new expiry date. Status changes automatically to green.
Q: Why don't I see any incomplete documents?
A: Either all required documents uploaded, or no tracked document types apply to you. Check with manager if unsure.
Q: What if my document doesn't have an expiry date?
A: Some documents don't expire. Expiry status won't apply to those.
Q: Can I get notifications when documents change status?
A: Yes - your admin can set up notifications for expiring documents.
Pilot Testing Feedback
We'd love your thoughts on:
Are status indicators clear and easy to understand?
Do colors (green, amber, red) help you identify priorities quickly?
Is it obvious what action to take based on status?
Are expiry warning windows (amber) giving enough time?
Would you like statuses displayed anywhere else?
Is the incomplete status helpful for tracking what's missing?
Next Steps
Review what's coming in future updates (Article 9)
Learn about creating document types, and how to give access to your team if you're an admin (Articles 1-4)
Explore the document registers (Articles 6-7)
Need help? Contact support or use the feedback button.