What's covered in this guide?:
Access the Compliance Document Library
The Compliance Document Library is where you can store compliance documents for the business as a whole, such as licences and certificates. Find it under Operations > Compliance Document Library.
Staff need the Compliance Documents permissions to access the library. By default:
Admins, General Managers and Payroll Officers can view, add, edit and archive all compliance documents.
Managers can view documents linked to at least one of the locations they manage, and documents with no location set. They can add documents, but can only edit or archive documents where they manage every linked location, or documents with no location.
Employees don't have access.
To change this for specific staff:
go to Settings > Permission Settings > Advanced Settings > Customise Access & Roles.
Add Compliance Documents
To add your documents:
Navigate to Operations > Compliance Document Library
Click + Add Compliance File Group, fill out the details, then click Create:
Name (required)
Category
Description
Locations
3. Once the group is created, you can add files to it. Click View on the document, then select + Add File.
4. Once the group is created, you can add files to it. Click View on the document, then select + Add File.
5. Fill in the following details and click Upload to add the file:
Name (required)
Reference Number
Notes
Issue/Expiry Dates
File Upload (required): JPG, PNG, WebP, PDF, Word documents or plain text files, up to 15 MB.
6. Click Upload
Edit & Archive Compliance File Groups
To edit or archive a compliance file group:
Go to Operations > Compliance Document Library and click View. Then click either Edit or Archive in the top right.
When editing a document, make sure you click Save.
When a document is Archived, all of the files within it are also archived. The document becomes read-only, and no new files can be added.
You can restore an archived document at any time by clicking Restore in the top right. Restoring the document doesn't restore its files.
To restore a file, open it from the Archived Files section of the document and restore it individually.
View Compliance Documents
Desktop
On the web, all compliance documents are listed under Operations > Compliance Document Library. You can search documents by name, or filter them by Location and Status.
Archived document groups are hidden by default. To include them in the list, set the Archived filter to Show. Archived groups are marked with an Archived tag.
To view an individual file, click View on the document group, then View on the file. The file will open, and you can edit its details or archive it from there.
Mobile
In the mobile app, go to your profile in the top right, then select Compliance Documents. You can search by name, or filter by Location and Status.
Statuses
Each file has a status based on its issue and expiry dates:
Active: there's no expiry date, or the expiry date is more than 30 days away.
Expiring: the expiry date is within the next 30 days.
Expired: the expiry date is today or has passed.
Inactive: the issue date is in the future.
A Compliance File Group shows the most urgent status of its files, ignoring archived files:
If any file is Expired, the group is Expired.
Otherwise, if any file is Expiring, the group is Expiring.
Otherwise, if any file is Active, the group is Active.
A group with no files, only archived files, or only files that aren't active yet is Inactive.
Compliance Documents Notifications
When a file is expiring (within 30 days) or has expired, a notification is sent to the roles selected under Receive compliance document expiry alerts in Settings > Permission Settings. By default, this is set to Admins only.
Managers only receive alerts for documents linked to their locations, or documents with no location set.
Each person can also manage these notifications for themselves under Notifications > Notification Settings.
