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.
Uploading Documents
Navigate to Clients > List, click on the client's name, and select Documents from the sidebar menu.
Toggle the switch to sort documents alphabetically if needed. Click the blue 'Upload Files' button to add a new document.
Select the document you wish to upload from your computer.
Note: 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.
Category: Click 'Empty' under the Category column to select the appropriate document type from the dropdown menu. See 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. Select 'Yes' or 'No' from the dropdown menu.
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, tick the 'No Expiration' box.
You must click the blue check mark icon on the row to save your updates. If the blue check mark is not clicked, your changes will not be applied.
From the Actions column on the far right, you can download the file, delete it, or open the document in a new tab.
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.
Frequently Asked Questions (FAQs)
What is the visibility of expired documents?
Expired documents remain visible depending on the client’s status:
Inactive clients
Their expired documents will still appear on the Client Expired Documents page in the web app for office users.Archived clients
Their expired documents will no longer be visible on the Client Expired Documents page.
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.