You will need to review and approve each document a staff member uploads to check it meets your staff member and organisation compliance requirements. Our OCR technology can label and extract issue and expiry dates for documents you upload to save you time.
To review an uploaded document
Click on the staff member profile in the staff table and click on "documents" in staff member profile menu.
You can easily see if a document is a compliance requirement by selecting either "Mandatory" or "Non-Mandatory" documents tabs.
To find a specific document type, you can use the search bar or filters, then click on the document.
Using the document viewer, you can review details of the document, example, document type, issue and expiry dates, and document number.
If the document can be used as evidence for multiple compliance requirements, you can add these using the 'Document Types' drop-down menu.
Our OCR technology will read the document to extract issue and expiry dates. If the expiry date has passed, the status of the document will automatically update to 'Expired'.
If the document provided meets your requirements, select 'Approve'. The status of the document will update to 'Approved' and leave and date, time and name stamp.
If the document does not meet your requirements, example, the document has expired or is the incorrect document type, select 'Decline'.
When you select this, a comment box will show, and you can give your reason for declining the document. This will then be shared with the staff member in an automatic email notification.
Document Statuses
Valid - This document has been approved by an administrator
Declined - Document has been reviewed and declined by an administrator
Awaiting Approval - Document needs to be reviewed and approved/declined by administrator
Expiring Soon - Document will expire within the next 3 months
Expired - Document has reached expiration date, based on expiry date on document or administrator configured expiration date
Missing - Staff member has not yet uploaded document to compliance requirement