Documents & policies
Documents has two separate stores. The Compliance Vault is private — insurance, pest control contracts, training certificates, risk assessments — with expiry and review dates. The Guidance Library is for reference material you can attach to individual checklist tasks, and it's the only store that can ever appear on a shared checklist link.
Upload a document
Open Documents from the Site Dashboard, choose the Vault or Guidance tab and click Add document. PDFs, images and Word/Excel files up to 50MB are accepted. Give it a title, pick or create a category, and optionally set an expiry date, a review date and an owner.
Choose who it applies to
A document can belong to one site, several sites, or the whole business. Business-wide documents are automatically available to new sites. Owners and admins can promote a site document to business level, bring it back down, or copy guidance out to other sites.
Stay ahead of expiry dates
The Calendar tab lists everything coming up by month, and the Site Dashboard tile shows a count of anything expiring within 30 days or already overdue. Reminder emails go out 30, 14 and 7 days before the date, and once more on the day it passes — to the document owner, or the account owner if none is set.
Attach guidance to a task
When editing a cleaning task or periodic check, use Attach guidance to link one or more Guidance Library documents and add a short note. An info button then appears next to that task on the checklist — tapping it opens the guidance without losing your place.
Share a pack with an inspector
In the Vault tab, select the documents you need and click Share as pack. You'll get a time-limited link anyone can open without logging in. You can revoke it at any time, and every pack you've created is listed with its expiry.
Tips
- Vault documents can never be attached to a checklist — only Guidance Library documents can be shared publicly.
- Attaching guidance to a task on a published checklist asks you to confirm, because anyone with the link will be able to read it.
- Uploading a replacement file overwrites the old one — there's no version history, so keep the previous copy elsewhere if you need an audit trail.
- Set an owner on each certificate so the reminder lands with the person who renews it.