Staff Documents
⚠️ NOTE: Staff documents is for documents and records pertaining to a specific employee. If you want to upload general documents for multiple employees to have access to, you can upload them to Workplace Documents.
💻 Log into OWNA HQ Dashboard
HR/Payroll > Staff/HR > Staff Documents
- Click on the page menu (top right corner)
- Select Add New Staff Document
- Go to the Add Document tab
- Select Staff
- Enter Document Information
- Click Add Document/Training
Document Information
The only required fields are selecting an employee and giving it a title.
Optional fields include:
- Type - a fixed list dropdown selector
- Training/Courses/Programs - a customisable list dropdown selector (see Skills/Qualifications Register guide)
- Completion Date - the date that the record was attained or effective from
- Notes - a short reference text that is displayed on the Training Matrix
- Expiry Date - determines status on Training Matrix & triggers expiry reminders
- Notes/Comments
- Override (visibility) - if you don't want the employee or other Admins to see it, tag only the staff who should have access (including yourself)
- Image or PDF - one image or file per record can be uploaded
Editing & Archiving Documents
⚠️ NOTE: To ensure that your Skills/Qualifications Register has the most current and up to date documents, please archive the document. E.g. Staff qualifications. Archive the Certificate III and upload a new document for Diploma.
- Press the green Edit button to edit a document record
- Check the box to archive
Archived documents can be located by using the 'Archived Documents' filter and records can be reverted to a current document by editing and unchecking the Archive option.
Deleting Documents
Press the red X to delete a document but please be aware, once deleted, the record cannot be recovered.
Staff Adding Documents from the App
Employees can also upload documents via the app using the following steps:
- Go to the user menu,
- Select 'My Documents'
- Press the plus in the top right corner
- Enter the details (use the camera icon to attach a photo of the record)
- Press the arrow in the top right corner to add the record
Adding Courses/Training/Programs