Employee Document Storage & Certifications

Admins and Managers can upload an unlimited amount of Employees' Documents and Certifications into 7shifts. Keep on top of whose Certifications are close to expiring by setting up automatic email reminders.

SKIP AHEAD TO:
Accessing Employee Document Storage & Certifications
Certifications
Documents
⚠️This feature may require an upgrade from your current plan.
⚠️Please note there are different levels of access to this feature depending on your permissions and user type level in 7shifts:

Admins:
  • Automatically have access to upload files for Managers, Assistant Managers, and Employees
  • Automatically have access to upload, view, edit, and remove Certifications 
  • Automatically have access to upload, view, edit, and remove Documents 
Managers:
  • Require both the ‘Can edit employees’ and ‘Can manage employee certifications’ Manager Permissions
  • Only have access to upload files for Assistant Managers and Employees
  • Have access to upload, view, edit, and remove Certifications 
Assistant Managers:
  • Require both the ‘Can edit employees’ and ‘Can manage employee certifications’ Manager Permissions
  • Only have access to upload files for Employees
  • Have access to upload, view, edit, and remove Certifications 

Learn more here about different user types and levels of hierarchy or Manager Permissions.


Accessing Employee Document Storage & Certifications

1. To get started, head to the more menu ' ☰ ' > Employees.

2. Next, select the Employee's profile and click on the 'Documents' tab. 

3. Depending on the purpose of each file, there are two different areas you can store them under:

From there, you can add, edit, and delete any Certifications and Documents under an employee's profile.

Here's what the 'Documents' tab will look like if an employee already has a few Certifications or Documents uploaded under their user profile. You can click on any file to view it in read-only mode.


Certifications

Under this section, you can store employees' certifications such as their licenses, permits, or other documents that can be viewed by managers.

⚠️Please note:

  • The supported file types are: PDF, JPEG, PNG, DOCX, or XSLX 
  • The maximum size for each file is 500MB
  • Only Certifications will allow you to enter an expiration date and receive alerts when a file is close to expiring 
  • If the file does not require you to track the expiration date or possibly contains sensitive information, consider uploading the file as a Document instead

1. Click on the 'Choose File' button or drag and drop your file under the 'Certifications' section.

2. Next, you have the option to upload up to 5 files at a time. Click on 'Choose more files' to add more and select the 'Continue' button to proceed. 

3. Here you can do the following for each file:

  • Edit how the file's name will appear in 7shifts 
  • Enter the Certification's expiration date
  • Set up an email reminder for 30, 45, 60, or 90 days before a Certification expires
  • Click on the Trash icon to remove it

4. Click on 'Upload' when you're ready to add them to 7shifts.

⚠️Expiration reminders will automatically be emailed (on the selected date) to the following individuals:

  • The Employee (if their email is provided in their profile)
  • The user who uploaded the file
  • Any Admins of the account

Here's what the notification might look like when a Certification is about to expire:

(To an Employee)

(To Admins or Managers)

5. Once the Certification is uploaded, you can:

  • Click on any file to view it (in read-only mode)
  • Select the More icon beside the file to 'Edit' or 'Delete' it
  • Click on 'Upload Certification' to add more

6. Use the 'Edit' function to update a Certiticiation's expiration date or the time you wish to receive an email reminder.


Documents

Under this section, you can store employees' records such as their performance reviews, doctor’s notes, and more confidential documents.

⚠️Please note:

  • Only Admins will have access to the Documents section
  • The supported file types are: PDF, JPEG, PNG, DOCX, or XSLX 
  • The maximum size for each file is 500MB
  • Documents will not have an expiration date
  • If the file is time-sensitive or requires you to track the expiration date, consider uploading the file as a Certification instead. Only Certifications will allow you to enter an expiration date and receive alerts when a file is close to expiring.

1. Click on the 'Choose File' button or drag and drop your file under the Documents section.

2. Next, you have the option to upload up to 5 files at a time. Click on 'Choose more files' to add more and select the 'Continue' button to proceed.

3. Here you can edit how the file's name will appear in 7shifts and click on the Trash icon to remove it.

4. Click on 'Upload' when you're ready to add these files to 7shifts.

5. Once the Document is uploaded, you can:

  • Click on any file to view it (in read-only mode)
  • Select the More icon beside the file to 'Edit' or 'Delete' it
  • Click on 'Upload Document' to add more

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