6 Document Collection

6. Document Collection

Licences and Permits

What is Document Collection?

Document Collection asks people for their licences, permits, insurance and other papers at the end of an online induction. You choose the documents, check them if you want to, and get told before they expire. With Data Capture you can also send a document request on its own, without an induction.

Rules to know

  • Plans: licences and permits and Data Capture are on Lite, Team, Team Plus, Team Pro, Enterprise and the free trial.
  • Who: Site Manager and above can set up documents, make and change document groups, and send document requests.
  • Approving: Site Manager and above can approve or reject documents.
  • When people see it: after they pass the questions, before they get their certificate.
  • Manually Approved: the certificate isn’t sent until you approve every document marked Manually Approved.
  • You’re told: admins who get email notifications for that site are emailed when documents are waiting for approval.
  • Rejecting: the person is emailed your reason and asked to upload the document again.
  • Forgot to upload? People who pass but don’t upload their documents get an automatic reminder email.
  • Expiry reminders: with Monitor Expiration and Notify Inductees On Expiration on, the person is reminded 14, 7 and 1 day before a document expires, and on the day.
  • Weekly summary: with Monitor Expiration on, your admins get an email every Monday listing documents that expired in the last 14 days or expire in the next 14.
  • Starting settings: an induction’s own document list starts with both expiry switches on. A new Data Capture group starts with both off.
  • Shared lists: each induction uses one document group. Linking an induction to a new group swaps its list for that group’s list.
  • Document requests: each request counts toward your monthly induction allowance until the person opens it. Requests sent by SMS use your SMS allowance. They’re due in 7 days unless you pick a date.
  • Resend and Cancel: only for requests that aren’t complete. Resending keeps the due date if it’s still ahead, otherwise it’s 7 days from then. A cancelled request’s link stops working. You can’t resend to archived or Do Not Contact people.

What you’ll need

Ask for licences and permits on an induction

  1. In the left menu, click Sites / Portals, then click your site’s name.
  2. On the Inductions tab, click the induction’s name.
  3. Click the Documents tab.
The Documents tab with the Licences and Permits list
  1. On Licences and Permits, click the orange Create Data Capture button.
The Create Data Capture button
  1. Under Document Type, pick a document, such as Construction Card.
  2. Optional: tick Make Optional if people can skip it.
  3. Optional: tick Manually Approved to check it before the certificate goes out.
  4. Click the orange Add button.
The New Data Capture pop-up box filled in

Add as many documents as you need. Drag them to change the order people see them in.

Add your own document type

Can’t find the document in the list? Make your own type.

  1. In the New Data Capture pop-up box, click Add next to Document Type.
  2. Type a Name, such as First Aid Certificate.
  3. Tick what people must give you, such as Expiry Date and Front of Document.
  4. Click the orange Create button.
The Create New Document Type pop-up box

Your new type is now in the Document Type list.

Get told before documents expire

  1. Next to Licences and Permits, click Settings.
  2. Switch on Monitor Expiration.
  3. Switch on Notify Inductees On Expiration to remind the person too.
  4. Click the orange Save button.
The Settings tab with both expiry switches on

What people see

After they pass the questions, people see the Documents & data for page with your list. A red mark shows each document they must give you.

The documents page in the induction

They click Provide, add the dates and a photo or file of the document, then click Save. Once every required document is done, they click the green arrow at the bottom.

The pop-up box where people upload a document

If a document needs your approval, they see Submitted — almost there! Their certificate comes once you approve.

The Submitted — almost there! page

Approve or reject documents

  1. In the left menu, click People, then click the person’s name.
  2. Click the Documents tab.
  3. Click Preview to check the document.
  4. Click the green Approve button.
The Approve and Reject buttons on a person's document

To reject it instead:

  1. Click the red Reject button.
  2. Type your Reason, then click the orange Request resubmission button.
The pop-up box for rejecting a document

To see everyone waiting, go to Reports and click Documents For Approval.

Make a document group in Data Capture

A group is a list of documents you can use on several inductions, or send to people on its own.

  1. In the left menu, click Data Capture.
The Data Capture page with a document group
  1. Click the orange Add new button, top right.
  2. Type a Group Name.
  3. Optional: under Associated With Inductions, pick the inductions that should use this group.
  4. Switch on Monitor Expiration and Notify Inductees On Expiration.
  5. Click the orange Save button.
The Create Data Capture Group pop-up box
  1. On the new group’s Licences and Permits tab, click the orange Add new button.
  2. Pick the Document Type, then click the orange Add button.

Send a document request

Ask people for documents without an induction, such as a yearly insurance check.

  1. On the Data Capture page, click the orange Invite button, top right.
  2. Under Select Document Group, search for your group and pick it.
  3. Search for each person and pick them.
  4. Pick a date under TO BE COMPLETED BY.
  5. Click the orange Invite selected button.
The Invite people to Document Group pop-up box

You can also start from People: tick the people, then click Invite to Document Group.

The person gets an email with a link. They see your documents and the date to finish by, click Provide for each one, then click Complete.

The document request page people see

Follow up a document request

  1. To see who has answered, go to Reports, then click Document Group Invites.
  2. Next to a request, click Resend, then click Resend again to confirm.
The Resend and Cancel buttons in the Document Group Invites report
  1. To stop a request instead, click Cancel, then click Cancel Invite.

The person’s link stops working once you cancel. Completed requests have no Resend or Cancel button.

Done! What happens next

  • People with a missing, expired or unapproved document show on the Non Compliant tab in People.
  • Approved documents are saved on the person’s Documents tab. The Provided Documents and Expiring Documents reports list them too.
  • Next, add forms to fill in and sign. See Documents, Signatures and Forms.
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