Keeping client documents up to date ensures your carers have access to the critical information they need to provide safe, high-quality support during their shifts.
This guide covers how to quickly upload client files, control what carers can see in the mobile app, manage your document categories, and track expired records.
Adding and Managing Documents
Navigate to Clients > List and click on the client's name to open their Details page.
Go to the Documents tab. At the top of the section, you will see Summary Tiles that provide an instant health check of the client's records, including the total number of documents and counts for Expired (Red), Expiring (Orange), and Missing Document Types.
You can filter the list by typing the document category or name, or by setting an expiry date range. To reorder your view, click any column header (such as Name or Document Type) to sort the list alphabetically or chronologically.
There are two ways to add documents:
Click the blue 'Upload Document' button to select a document from your computer.
Drag one or multiple files from your computer and drop them directly into the document table area.
The maximum file size is 15MB. Supported file formats include PDF, Word, JPEG, and PNG.
Configuring Document Details
Once a file is uploaded, you can configure its settings directly in the document table.
Document Type: Click 'Empty' under the Document Type column to select the appropriate type from the dropdown menu. Read the section below to learn how to add document categories/types.
Staff Visibility: Control whether staff who are rostered with this client can read the document in their mobile app. Toggle 'Yes' or 'No'.
Expiry Date: Select the correct expiry date as printed on the actual document. Setting this date is crucial for triggering automated document reminders. If the document does not expire, toggle on 'Never expires'.
Expiry dates are colour-coded for quick identification. Red indicates the document has expired, while Orange indicates it will expire within the next 30 days.
Make sure to click the blue check mark icon to save your changes. If the blue check mark is not clicked, your changes will not be applied.
Under the Action column on the far right, you can replace the document (opens your computer's file folder), archive it, or download it.
Archiving Documents
To keep your active list clean, you can Archive documents you no longer need. The document is moved to an Archived list below the main table where it can be viewed at any time, ensuring you never permanently lose important records.
Here, you can download or restore the archived document from the Action column.
Client Document Categories
To manage your client document categories, navigate to Document Hub > Qualifications & Documents.
Go to the Client tab and click 'New Document Type' to add a new category.
Set the document name and an optional description. Toggle 'Mandatory for all clients' on to automatically require this specific document from every client in your account.
Click 'Add Document Type'.
Click the three vertical dots to edit or delete an existing document type.
Expired Documents
Navigate to Document Hub > Staff/Client Expired Documents. A red number badge displays the total count of expired documents needing your attention.
These pages list all expired staff and client documents across your account.
Clicking any row on these pages takes you directly to the specific staff member's Qualifications page or the client's Documents page, allowing you to quickly update or verify their new document.
For further assistance with Managing Client Documents, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.