Managing staff documents is crucial for maintaining compliance, tracking qualifications, and ensuring all competency standards are met across your organisation.
This guide covers how to upload individual staff certifications, enable staff to upload their own files, share company-wide policies, and track expired records.
Staff Qualifications and Documents
Individual staff documents (like First Aid certificates or Driver's Licenses) are managed directly on the staff member's profile and are tied to your Smart Match Qualifications. Read our Smart Match guide to learn how to create and configure your list of qualifications.
Navigate to Staff > List and click on the staff member's name. Click on Qualifications from the sidebar menu.
Here, you will see a list of the staff member's assigned Qualifications and attached documents. The editable table displays their verification status, app visibility, expiry dates, and when they were last updated.
From the Actions column, you can edit or delete Qualifications and download existing documents.
Adding a New Document
Click 'Add Qualification'.
Select the relevant Qualification from the dropdown menu, upload the corresponding document/file, and set the expiry date (if applicable).
Click 'Confirm Qualification'.
Enabling Staff to Upload Documents
You can enable a setting that allows staff members to upload their own documents directly from the ShiftCare mobile app.
Navigate to Account > Settings > Company Details and click 'Edit'.
Toggle 'Staff Documents Upload from Mobile' on.
Click 'Save'.
Document Hub
The Document Hub is a centralised area used to share global resources with your team and monitor compliance warnings.
Shared Documents
Navigate to Staff > Document Hub > Shared. Documents uploaded here (such as employee handbooks, blank forms, or company procedures) will be visible to all staff members in their mobile app by default.
Click 'Upload Files' to add documents.
Note: Shared documents cannot be hidden from staff. Please also be mindful of file size limits; the system will display an error message if your file exceeds the upload limit.
Expired Documents
Navigate to Staff > Document Hub > Expired. This tab provides a list of all expired staff documents across your account. A red number badge displays the total count of expired documents needing your attention.
Clicking on any row in this list will take you directly to that specific staff member's Qualifications page, allowing you to quickly update or verify their new document.
If you are looking for instructions on how your team can view or upload documents in the ShiftCare mobile app, please refer to our dedicated guide for staff members.
Frequently Asked Questions (FAQs)
Can I archive staff documents?
At the moment, there isn’t an option to archive staff documents in ShiftCare. You can remove them by clicking the trash icon next to the document.
If an archive feature would be useful for your workflow, you’re welcome to submit or upvote this suggestion on our Feedback page: https://feedback.shiftcare.com/.
For further assistance with Managing Staff Documents, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.