Purpose of This Document
This shows what's planned for Documents over the next 6-8 weeks and beyond.
We're sharing this so you can:
Understand where we're heading
Provide feedback on priorities
Tell us what else you need
Plan accordingly
These features aren't available yet - we'd love your thoughts on them.
Phase 1: Core Improvements (Next 6-8 Weeks)
1. Bulk Actions On Registers
💡 What it is:
Checkboxes next to documents
Select multiple documents at once
Perform actions on all selected together
Similar to how checklists work.
🛠️ What you'll do:
Select 10 expiring documents
Send renewal reminders to all at once
Update expiry dates in bulk
Send notifications to multiple people/services
Eventually: Download attachments as zip file, deactivate/delete in bulk
💬 Your feedback:
Would bulk actions be useful?
What bulk actions would you use most?
How many documents do you typically manage at once?
2. Dynamic Document Type Assignment
💡 What it is:
New person added to person type → automatic document placeholders
New service added to service alias → automatic placeholders
Just like checklist schedules work
⚠️ Current limitation:
Create document type for "Staff"
Hire new staff tomorrow
Must manually add them to document type
🔄 What will change:
New staff assigned "Staff" person type
System automatically creates placeholders
Same for services using aliases
💬 Your feedback:
How often do you add new staff?
Would automatic placeholder creation help?
Any concerns about automatic creation?
3. Reporting Dashboard Widgets
💡What it is:
Scheduled email reports showing document status
Similar to other dashboard reports
📦 What you'll receive:
Weekly or monthly summary emails
Documents expiring this week/month
Incomplete documents requiring attention
Expired documents needing urgent action
💬 Your feedback:
Would you like regular email summaries?
How often (daily, weekly, monthly)?
What information should be included?
4. Document Approval Workflow
💡What it is:
New completion status: "Pending"
Staff upload documents → manager approval required
Manager reviews before status changes to "Complete"
⚙️ How it works:
Step 1: Staff uploads → Status becomes "Pending" → Manager notified
Step 2: Manager reviews document → Checks validity
Step 3: Manager approves → Status becomes "Complete" OR Manager rejects → Status returns to "Incomplete" → Staff re-uploads
💬 Your feedback:
Would approval workflows be useful?
Which document types need approval?
Who should approve documents?
How do you currently handle incorrect uploads?
5. Export Function On Registers
💡What it is:
Export button on registers
Downloads current view to Excel
Based on your selected filters and columns
⚙️ How it works:
Apply filters (e.g., expiring documents)
Choose columns (e.g., Person, Document Type, Expiry Date)
Click Export
Receive Excel file
💬 Your feedback:
Would you use export function?
What would you use Excel files for?
What information must be included?
How often would you export?
6. Document Preview Without Downloading
💡What it is:
View PDFs in popup window
No download to computer required
Preview, then download only if needed
💬 Your feedback:
Do you find downloading files annoying?
Would preview windows be more convenient?
What file types do you work with?
7. Sub-Navigation Menus
💡What it is:
Visual indicator showing which document section you're in
Similar to Checklists sub-menu (Templates, To Do List, Register)
⚠️ Current issue:
Hard to tell if you're in My Documents, People Register, or Service Register
🔄 What will change:
Visible sub-menu showing current location
Easy navigation between sections
💬 Your feedback:
Do you get confused about which page you're on?
Would sub-navigation help?
Phase 2: Advanced Features (Future Sprints - Timeline TBD)
9. Linking Checklists To Document Types
💡What it is:
Attach checklist template to document type
Capture detailed information
Track living documents with version history
Example 1: QIP (Quality Improvement Plan)
QIP is updated regularly
Attach checklist to QIP document type
When updating QIP:
Previous answers are cloned
Make updates
Save as new version
History preserved • Track QIP evolution over time
Example 2: Compliance Certificates with Details
Building Compliance Certificate
Attach checklist to capture:
Inspection findings
Issues identified
Remediation actions
Follow-up required
More than just storing certificate PDF
Structured data for reporting
Example 3: Breach/Citation Records
Track regulatory breaches (US regions)
Document type for "Compliance Breaches"
Attach checklist to categorize:
Type of breach
Severity
Corrective actions
Resolution timeline
Report on patterns and improvements
💬 Your feedback:
Would you use checklists with documents?
What document types need more detailed information?
Do you have living documents needing version tracking?
What examples would be useful in your context?
Phase 3: Expansion (Longer Term - 3-6 Months)
10. Pre-Configured Document Types
💡What it is:
New clients start with common document types already set up
Based on industry best practices
Examples:
First Aid Certificate
Working With Children Check
CPR Training
Food Safety Certificate
Teaching Registration
Building Compliance Certificate
Insurance Policies
Clients can use as-is, modify, add custom types, or delete.
💬 Your feedback:
What document types should be included by default?
What settings would be most useful?
What would have helped during your setup?
11. Retrospective Document Dates
💡What it is:
Ability to add documents with past expiry dates
For historical record-keeping
Current limitation:
Can't add documents with past expiry dates
Prevents storing historical records
Possible future change:
Allow past dates for specific use cases
With warnings/confirmations
Don't trigger expired notifications for historical records
💬 Your feedback:
Do you need to store historical documents?
What scenarios require retrospective dates?
Should historical docs be clearly marked/separated?
12. Additional Features Under Consideration
Ideas being explored:
Document categories/tags
Document templates for download
Integration with external storage (Dropbox, Google Drive)
Document version control
Custom fields for document types
Document sharing between centers/organizations
Advanced reporting and analytics
Mobile app optimizations
💬 Your feedback:
Which would be most valuable?
What other features would you like?
What problems are you trying to solve?
Pricing And Availability
📌 Current Status:
Documents is in pilot phase
Available for testing by selected users
Gathering feedback before full rollout
🚀 Future Plans:
Enabled by default for all clients
Included in standard pricing ($99 → $129)
No separate add-on fee
Like People module, standard functionality
Can be disabled if not needed
Timeline Summary
📌 Immediate (Current Release):
✓ Basic document types
✓ People and Service Document Registers
✓ My Documents
✓ Expiry and completion tracking
✓ Notification shortcuts
⏳ Next 6-8 Weeks (Phase 1):
Bulk actions
Dynamic assignment
Dashboard widgets
Approval workflows
Export function
Improved permissions
Document preview
Sub-navigation
🚀 Future (Phase 2-3):
Checklist integration
Pre-configured templates
Additional enhancements based on feedback
How To Provide Feedback
We really want to hear from you:
What's working well?
Most useful features?
What's easy to understand and use?
What's already solving problems?
What's not working?
What's confusing or unclear?
What's missing that you need?
What would you do differently?
What should we prioritize?
Which upcoming features matter most?
What would have biggest impact?
What problems need solving first?
Ways to share:
Use feedback button in system
Email your 1Place representative
Participate in follow-up discussions
Share specific examples and scenarios
Your Role As Pilot User
You're helping shape this feature:
Test current functionality
Provide honest feedback
Share real-world use cases
Identify gaps or issues
Help us understand your needs
Influence future development
Your input directly impacts:
Feature priorities
User interface design
Workflow improvements
What gets built next
Thank you for participating and helping make Documents work better for everyone in the childcare industry.
Questions about upcoming features?
Ask your 1Place representative, use the feedback system, or participate in pilot user discussions.
This roadmap is subject to change based on feedback and priorities.