You can store documents on an employee's record by uploading a file. These are encrypted and held securely within Rotaready's platform. Much like our other features, you can use permissions to control who can view and upload documents.

Documents are grouped into document categories. There's no limit to the number of documents you can upload, nor is there a limit on how many document categories you can have. You can update your document categories via the main Settings page.

There are several settings that can be applied to a document category:

Ideal for documents with an expiration date, such as passports or visas. When uploading a file to an “Expirable” category, you’ll be prompted to set an expiry date. Rotaready will send reminders as the expiration date approaches and again if the document expires, continuing until an updated, valid document is uploaded. Additionally, Rotaready will alert you if you attempt to assign shifts to an employee whose mandatory, expirable documents have expired.

Best for essential documents required for legal employment or to comply with organisational policies, such as new starter forms. Rotaready will provide a warning if you assign shifts to an employee who has missing documents in one or more mandatory categories.

Designed for documents that require restricted access, like confidential notes or letters. Documents in a “Sensitive” category are only visible to individuals with the appropriate permissions to view sensitive files.

Allows employees to view and download documents in this category through their Rotaready accounts (currently available only on the web).

Enables employees to confirm they have viewed a document uploaded to their profile. Employees must have permission to view the document in order to acknowledge it.

Documents can be viewed or downloaded by clicking on their name. The link to view a document is secure and expires after a few seconds, so it won't work if you share it with anybody else.

The presence of a coloured check mark next to a document's name denotes that it was securely signed with Rotaready Document Signatures.

Documents can be deleted using the Delete button. This is irreversible, so we aren't able to restore documents deleted by accident.

Click Upload file. Drag and drop the file you wish to upload, or click in the drop zone to browse for a file. You'll be asked for an expiry date if the category is time sensitive.

All popular file formats are valid, but be aware that some unusual file extensions may be rejected. There's also a file size limit to prevent misuse of the documents feature.

You can see all employees who have expiring or expired documents in a single report.

Update your notification preferences under Edit preferences to control how you'd like to be notified of employees with expiring or expired documents. You can also opt-in or out using the Subscribe button alongside the expiring documents tool mentioned above.