Upload certifications and track expirations.

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Document Types

Type	Examples	Expiration
Certifications	CPR, First Aid, CNA	✓
Training	HIPAA, Abuse Prevention	✓
Licenses	Driver's License	✓
Background	Background Check	✓
Employment	I-9, W-4, Direct Deposit	✗
Other	Signed policies, contracts	✗

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Uploading Documents

Step 1: Open Documents

1. Go to Team → Select team member
2. Click Documents tab

Step 2: Upload

1. Click + Upload Document
2. Select file from computer
3. Fill in details:

Field	Description
Name	Document title
Type	Select category
Issue Date	When issued/signed
Expiration Date	When it expires (if applicable)
Notes	Additional info

4. Click Upload

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Required Documents

Set documents as required for compliance:

1. Go to Settings → Team & Compliance
2. Under Required Documents
3. Check required items:
   • CPR Certification
   • First Aid
   • Background Check
   • Driver's License
   • HIPAA Training

System tracks completion and alerts for missing items.

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Expiration Tracking

Automatic Alerts

System notifies you when documents expire:

Alert	When
Upcoming	60 days before
Warning	30 days before
Urgent	7 days before
Expired	On expiration date

Expiration Dashboard

1. Go to Team → Compliance Dashboard
2. See all expiring credentials:
   • Red: Expired
   • Yellow: Expiring soon
   • Green: Current

Renewal Process

When credential expires:

1. Team member obtains new certification
2. Upload new document
3. Update expiration date
4. Old document moves to history

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Viewing Compliance Status

Individual View

Team member profile shows:

• ✓ Complete documents (green)
• ⚠ Expiring soon (yellow)
• ✗ Missing/expired (red)

Team Overview

1. Go to Team → Compliance
2. Filter by:
   • Document type
   • Status (Current/Expiring/Expired)
   • Team member

Export to Excel for reporting.

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Common Credentials

CPR/First Aid

Field	Value
Type	Certification
Typical Duration	2 years
Required	Usually yes

Background Check

Field	Value
Type	Background
Typical Duration	Varies by state
Required	Yes

HIPAA Training

Field	Value
Type	Training
Typical Duration	1 year
Required	Yes

Driver's License

Field	Value
Type	License
Typical Duration	4-8 years
Required	If driving

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Document Security

Access Control

• Admins: Full access
• Staff: Own documents only
• Documents: Encrypted at rest

Audit Trail

Each document tracks:

• Upload date and user
• View history
• Download history

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Tips

• Set expiration dates — Even if far out
• Upload immediately — When staff provides docs
• Check compliance weekly — Don't wait for alerts
• Keep originals — Digital copies for reference

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Troubleshooting

Upload failed

• Check file size (max 25 MB)
• Verify format (PDF, JPG, PNG)
• Try different browser

Expiration not tracking

• Ensure date is entered correctly
• Check document type has expiration enabled

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Related Articles

• Adding Team Members — Initial document upload
• Deactivating Team Members — Document retention
• Settings: Team & Compliance — Configure requirements