In Imploy you can review, approve, or decline documents from either the Compliance tab or the Documents tab on a staff profile. Both routes achieve the same outcome - the difference is how you prefer to work.
Before you start: what the statuses mean
You’ll usually see one of these statuses against a document:
Not Uploaded: the staff member hasn’t provided anything yet.
Pending: the staff member has uploaded a file and it’s waiting for review.
Approved: reviewed and accepted.
Declined: reviewed and rejected (staff will need to re-upload the correct document).
A common HR workflow is to process everything in Pending, and only decline when you’re certain the document can’t be accepted (wrong document type, expired, unreadable, missing pages, incorrect person, etc.).
Option 1: Approve/Decline from the Compliance tab (fast compliance review)
The Compliance tab is the quickest place to process document requests because it’s focused on your checklist. It shows a summary of what’s outstanding and lets you action pending items right from the compliance list.
Open the staff member → Compliance tab and look at the Compliance Checklist card. You’ll see:
the overall compliance status (for example “Pending” or “Completed”)
a progress counter (uploaded vs total)
each requested document type with its current status
When a document is Pending, you can review and action it immediately:
Click View to open the uploaded file in-app.
If it meets requirements, click Approve.
If it doesn’t, click Decline.
Approving and declining are confirmation steps (you’ll be prompted to confirm). Once updated, the checklist refreshes and the item will move out of Pending.
This tab is best when your goal is: “Get this staff member compliant as quickly as possible.”
Option 2: Approve/Decline from the Documents tab (best for full document management)
The Documents tab is best when you’re managing the staff member’s document library as a whole - especially if you need to download a copy, edit document details, or clean up old/incorrect uploads.
Open the staff member → Documents tab. You can review documents by:
clicking the document name (opens the in-app viewer), or
clicking a row to view it
For documents that are Pending, the actions menu gives you options to:
Approve
Decline
Download
Edit
Delete
A simple review flow is:
Open the file (view it first).
Approve it if acceptable, or decline it if it needs to be replaced.
This tab is best when your goal is: “Manage documents properly (not just tick compliance off).”
What happens after you approve or decline
When you Approve a document, it becomes accepted and can count toward compliance completion (especially if it’s marked as required in the staff member’s compliance checklist).
When you Decline a document, it signals that the staff member needs to upload a new version. In most cases, they’ll return to the Document Portal, replace the declined item, and resubmit. Declining is also a clean way to prevent incorrect/expired documents from being treated as “done”.
If you’ve just declined items and want to prompt the staff member, you can use Notify User from the Compliance tab to nudge them to re-upload the outstanding documents.
Tips for consistent approvals
If you want your approvals to be consistent across the team, keep a simple internal standard for what “pass” looks like. For example:
document must be legible (all pages)
the name matches the staff member
the date is current (not expired)
it matches the correct document type requested