This feature is built around two areas on a staff profile: Compliance (requesting and tracking required documents) and Documents (the staff member’s document library, including admin uploads and approvals).
How the request flow works (end-to-end)
The workflow is simple: you choose what you need, the staff member uploads it, then you approve it.
First, go to the staff member’s Compliance tab. This is where you define the compliance checklist for that person and send the request.
You’ll see a list of document items with two main controls:
Required: marks the document as mandatory for compliance.
Assign to Employee: includes that document in the staff member’s requested checklist (i.e. it becomes something they’re expected to provide).
After you update the checklist, click Save. Saving is important - it finalises what’s been assigned and what’s required.
Once saved, you can use Notify User to send the staff member a prompt to upload their assigned documents. This is the “request” step that drives action from the staff side.
Tracking progress (Compliance Checklist)
The Compliance tab also includes a Compliance Checklist card that shows the progress for that staff member at a glance. You’ll see:
an overall status (for example “Pending” vs “Completed”)
a simple count like uploaded/total
each requested document type with its current status
This gives you a quick way to answer: “What are we still waiting on?” without opening each file.
What the document statuses mean
You’ll typically see these statuses in the checklist:
Not Uploaded: the document has been requested, but nothing has been provided yet.
Pending: a document has been uploaded and is waiting for review.
Approved: the document has been reviewed and accepted.
Declined: the document was reviewed and rejected (usually because it’s incorrect, expired, unclear, or the wrong type).
When a document is Pending, you can take action immediately from the checklist:
View the document in-app
Approve it
Decline it
This keeps your review workflow fast - especially during onboarding or audit preparation.
Where the Documents tab fits in
The Documents tab is the staff member’s broader document area. It’s useful when you need to manage documents outside the checklist flow, or when HR uploads a document on behalf of the staff member.
From Documents, you can:
Add Document (upload and attach a document to the staff profile)
View documents in-app (no need to download just to check)
Download documents when you need a local copy
Edit document details (like the type, naming, or dates)
Approve / Decline documents that are in Pending
Delete documents if something was added incorrectly
In other words:
The Compliance tab is where you request and track what’s needed.
The Documents tab is where you manage the files themselves and handle admin-driven uploads/cleanup.
Best-practice usage (HR workflow)
A common HR workflow looks like this:
Open the staff member → Compliance tab.
Set what’s Required and what’s Assigned to Employee.
Click Save.
Click Notify User to prompt them to upload.
As documents come in, review and Approve/Decline from the checklist.
Use the Documents tab for any admin uploads, edits, or deeper document management.