Documents & certifications

Documents and e-signature

HR → Documents — company documents and policies your team reads and e-signs, and who has signed what.

Create a document

1. New document — Title, Category (Policy, Handbook, Agreement, Form, Tax form, Other) and Who it's for (Everyone, W-2 employees only, Contractors only).
2. Write the Document text and/or attach a File (PDF, Word or image, up to 5 MB). In the text, use # for a heading, - for a bullet and **bold**; Preview shows how it looks.
3. Leave Requires a signature on to collect signatures, or turn it off so staff just confirm they've read it.
4. Save.

• Versions — saving changes creates a new version. Copies already signed keep the text they signed; send it again to collect signatures on the new version.
• Turn Active off to stop a document being sent or used in onboarding (Show inactive lists them).

Send for signature

Send to sign on a document, then choose Send to: Everyone, A department, A position or Selected employees, and an optional Due date. Each person gets an email asking them to read and sign (or acknowledge) the current version. Anyone who already has this version waiting or signed is skipped.

Who signed

Who signed shows everyone the document is for, against the current version:

Status	Meaning
Waiting for signature / Waiting to be read	Sent, not done yet (Overdue after the due date)
Signed / Acknowledged	Done
Declined	They declined, with an optional reason you can see
Not sent / v1, v2…	Never sent, or they only signed an older version

Filter by Everyone, Pending or declined, Signed or Not sent / old version. Remind one person, or Remind n pending to email everyone still waiting.

How staff sign

In My Work → My Documents, staff read the document, tick I have read this document and agree to sign it electronically, and type their full name — it must match the name on their employee record. The typed name, the date and time, and the IP address are recorded. Documents that only need reading are acknowledged instead.

Files on an employee's record

On a profile → Documents → Upload, add a signed paper form, licence or other file (with an optional expiry date). Signed copies can be opened with View.

Certifications

HR → Certifications — certificates your team holds, what's expiring, and what's missing for each position.

Certification types

On the Certification types tab, New certification type (e.g. CPR / First Aid, Referee licence):

• Valid for (months) — suggests the expiry date when a certificate is added.
• Required for — positions that need it. Employees in those positions without a valid certificate show as Missing, and the Shift Schedule warns Needs a valid … when they're scheduled for that position.

Certificates

Add certification for an employee: the type (or Other (type a name)), Issued by, Certificate number, Issued on, Expires on (or No expiry), a scan or photo, and Verified once you've seen the original or checked it with the issuer. Staff can add their own from My Documents; a manager then checks and verifies it.

Status	Meaning
Valid	In date
Expiring soon	Expires within the warning period (30 days by default)
Expired	Past its expiry date
Missing	Required for their position but not on file

Expiry alerts

• Every day, employees are emailed about their own certificates that are expiring soon or have expired, and managers get a summary. Each certificate is alerted once per change, so nobody is emailed twice for the same thing.
• Send expiry alerts now sends any new alerts immediately.
• Set the warning period and turn alerts on or off under HR → Settings → Notifications (Certifications about to expire, Warn this many days before expiry).
• Expiring certifications also show on the HR Overview.