Documents and "ask everyone to read it"

Team keeps two kinds of documents:

• Company documents: your handbook, policies and forms, shared with everyone or with some departments or locations.
• A person's own documents: their contract, certificates and signed forms, on their profile.

All files are kept in private storage. Only people allowed to see them can open them, and nothing is ever put on your website.

Go to Team → Documents (Team managers, Administrators and managers).

Add a company document and ask everyone to read it

1. Click Add a company document (1).
2. Type the Title (1), and a Category if you like, for example Policy.
3. Choose the File (2): a PDF, Word or Excel file, text or an image, up to 15 MB.
4. Choose who it's Shared with (3): Everyone, Chosen departments or Chosen locations (then tick them).
5. Leave Ask everyone it's shared with to read it (4) ticked. Each person is emailed now.
6. Click Add.

What your team sees

Each person sees the document in Me → My documents (and on the website Me page). A box on their Me page says a document is waiting. They open it, then click I have read and understood this document.

Clicking the button records the date, time and version. It's a record for your business, not a legal e-signature.

See who has read it

Click the document's title. The list shows each person and whether they Read version … (with the date) or Not yet.

• Click Remind those who haven't read it (1) to email them again.
• To change the document, choose the file next to New version and click Upload and ask everyone again (2). The new file replaces the old one, and everyone is asked to read it again. Who read which version stays recorded.
• Delete removes the document.

A person's own documents

1. Open the person's profile and go to Documents.
2. Click Add a document.
3. Type the Title (1), for example OSHA 10 certificate, and a Category.
4. Choose the File (2).
5. Type the Expires date (3) if it has one. Reminders go out 30 days before, to the person and the Team managers.
6. Untick … can see it on their Me pages (4) if it's only for your records.
7. Click Add.

Documents expiring within 30 days are listed at the top of Team → Documents, under Expiring within 30 days.

Managers see their team's documents only when Managers can see their team's documents is ticked in Team → Settings → Who sees what.