Documentation › Guides › Compliance & documents
Guide
| Button | Meaning | What happens |
|---|
| Complete via Task | There’s an onboarding task attached to this item | Opens the task, which collects the right evidence for that item |
| Mark Done | No task attached — usually an employee who predates checklists | Opens a short form asking for a written note |
| View | Already completed | Shows the evidence, and lets you reopen it |
Get to them via People → Compliance, then View on the employee.
You can attach a Supporting Document (PDF, JPG or PNG). Optional, but attach one whenever you have it.
Emergency contact
A form: contact type, relationship, full name and phone are required; alternate phone, email and address optional. There’s a Medical Information section for physician and insurance details if your workplace collects those.
Document upload
Document type, optional name and notes, an expiry date, and the file. Limits worth knowing: PDF, JPG or PNG only, and 10MB maximum. Phone photos of certificates often exceed that — resize before uploading rather than after being rejected.
Some document types require an expiry date and won’t accept a blank one. That’s intentional for anything renewable.
Acknowledgement
For handbooks, policies and codes of conduct. Tick the box confirming they’ve read and agree, and type the signer’s full name.
Training hours
A single number for hours completed.
Verification
For items confirmed outside the system — a reference call, an ID check. Optional notes, then mark complete. Write the note anyway: “confirmed by phone with previous employer, 3 Sept” is worth far more later than a bare tick.
- Document Type — I-9, W-4, Offer Letter, License, Certification, Background Check, TB Test, Physical Examination, Immunization Records, CPR Certification, Contract, or Other.
- Document Name — leave blank to use the file name.
- Expiry date — leave blank if it doesn’t expire.
- File — required.
Reopening keeps the history rather than erasing it, and it updates the employee’s compliance score to reflect the gap. It won’t push an active employee back into onboarding — they stay active, and the score shows the shortfall instead.
- “…more characters required” — the note is under five characters.
- “File must be 10MB or less” — resize or compress it.
- “Only PDF, JPG, and PNG files are allowed” — convert it. Word documents and HEIC photos from iPhones are the usual culprits.
- “An expiry date is required for this document type” — renewable documents need one.
- “No compliance items found” — compliance items are created during onboarding, so employees added before checklists existed may have none.
