Documents Management & Expiry Tracking

What is Document Management?

Document Management allows you to securely store and track important personal and professional documents in one place.

You can upload documents such as:

• Driving licence
• Public liability insurance
• Membership organisation certificates
• DBS checks
• Training or refresher course certificates
• Any other required compliance documents

The system helps you track expiry dates so you don’t miss important renewals.

Where can I find Document Management?

To access your documents:

1. Go to your Profile (side bar menu)
2. Open Personal Information
3. Select Personal Documents

This is where all your uploaded documents are stored and managed.

Document Status

Each document is clearly marked with a colour status to show its validity:

• 🔴 Red (Expired)
  The document has expired and requires immediate action.
• 🟠 Flashing Amber (Expiring Soon)
  The document will expire within one month.
• 🟡 Amber (Expiring Later)
  The document will expire in more than one month (up to two months away).
• 🟢 Green (Valid)
  The document is up to date and valid.

These colours help you quickly see which documents need attention.

Notifications for Expiring Documents

When a document is close to expiring:

• You will receive an email notification
• In-app and dashboard notifications may also be available (and can be toggled on or off)

This ensures you are informed without being overwhelmed by notifications.

How to Upload a Document

Uploading a document is quick and simple:

1. Go to Profile → Personal Documents
2. Use the search bar to find the document type you want to upload
3. Select the relevant document (e.g. security clearance, insurance, licence)
4. Upload your file from your device
5. Enter the document expiry date (if required)
6. Save your changes

Once uploaded, the document will appear in your list with the correct status colour.

How Expiry Tracking Works

• The system tracks each document’s expiry date
• As the expiry date approaches, the status colour will change automatically
• You will receive reminders to upload a renewed document

This helps ensure important documents such as insurance or licences never expire unnoticed.

Why should I keep my documents up to date?

Keeping your documents valid helps you:

• Stay compliant
• Avoid service interruptions
• Prevent issues caused by expired licences or insurance