Once documents are submitted, they go into review (typically showing as Pending) until HR approves or declines them. If something is declined, staff can return to the portal at any time and re-upload the correct file.
How staff access the Document Portal
There are two common scenarios:
If a user does not have web app access, they’re automatically redirected to the Document Portal after logging in. This means they sign in normally, and instead of seeing dashboards and menus, they land straight on the upload screen.
If a user does have web app access, they can open the Document Portal from the app at any time via the profile menu. In the sidebar profile dropdown, select Document portal to switch into the upload view.
What staff see in the portal
At the top, staff will see a clear “Documents to upload” section and a status counter that tracks progress (for example, “3/8”). Each requested item appears as a row with its current status, so it’s obvious what’s still outstanding and what’s already been reviewed.
If staff are web app users, they’ll also see a Back to Dashboard option so they can return to the main system once they’re done.
Uploading a requested document (step-by-step)
Staff upload each item individually:
Find the document in the “Documents to upload” list.
Select the upload option for that document and choose a file from their device.
Repeat for each requested item.
Click Submit to send the updates to the employer for review.
The Submit button stays disabled until something has changed (for example, a file is added, removed, or a form field is updated). This prevents accidental resubmissions when nothing has been edited.
File requirements (what staff can upload)
The portal accepts common document formats and applies basic validation to reduce back-and-forth.
Allowed formats: PDF, JPEG/JPG, PNG
Max file size: under 10MB
If a file doesn’t meet these requirements, the portal will show an error so staff can choose a different file.
Re-uploading or fixing a declined document
If HR declines a document, it will be clearly marked as Declined. Staff can then upload a replacement and submit again. The portal is designed for repeat submissions - staff don’t need a new link or a new request to try again.
A good workflow for staff is to click into the declined item, confirm they’re uploading the correct document type (and that it’s readable and current), then resubmit.
Requested forms (Financial Details and Emergency Contact)
Some requests aren’t files. The portal can also ask staff to complete onboarding details such as Financial Details and Emergency Contact information.
If these sections appear for the staff member, they should fill them out and click Submit. Some fields may be required depending on what the employer has marked as mandatory.
Common required fields include:
Financial Details: Account number, BSB, Tax file number
Emergency Contact: Name, Relationship, Primary phone number, Email, Address
Help, returning later, and logging out
Staff can safely leave and come back later - the portal supports ongoing updates.
After a successful submission, a confirmation screen appears reminding staff they can return to the same place to re-upload documents if needed.
The portal also includes:
a Help button (for guidance)
a Logout button (to securely exit)