How to assign a Document

The system allows you to create various types of documents, some of which require you to upload or sign a digital document. 

In this article, we will discuss how you assign documents to staff and when you might need to do so.

Assigning a Document to a Skill

One quick way to assign a document to staff is to assign a document as a skill requirement for a specific skill. This document could be relevant to that position, which might accompany relevant training. Assigning a document here is intuitive if it is related to a specific function related to the skill.

To do this, go to Staff > Staff Settings > Skills. Then, when editing or creating a skill, go to the requirements tab.

Then, under document requirements, you can add the document type relevant to the skill. You can also choose whether this will be a document that will be requested to be completed and is an optional document or whether the document is required for the staff member to receive shifts and work in this role.

Under this section you can add as many documents as required by selecting the add document requirement button. Once you have created your requirements remember to scroll to the bottom of the page and click save.

Assigning a Document as a Task

A key feature is the ability to assign a document via a task, which has the added bonus of allowing you to assign documents in bulk to all staff.

To start go to Staff > Create a Task. Input a title and message detailing exactly what the staff member  needs to do and why they have been assigned the document. Select who has assigned the document as well as whether the task has a deadline and if so when that deadline will be. If you have a deadline on the task you might consider adding this information in your task message as well.

Choose whether this document is a required or optional task depending on it's urgency.

Under task completed when select complete document. Then under the section 'Document to complete' you will see all the documents you are able to assign here.

Choose your chosen document then select who you are assigning this task to. 

You can choose to assign this to all staff, specify by skill, venues or squad. You are also able to select specific staff under the 'certain staff' filter, where once selected you can type in the name of one (or several) staff member's name. 

This is a great option for assigning in bulk as you are able to assign to all staff and give a specific deadline and explain why you have assigned the document.

Once saved this will come up under the selected staff member's dashboard under 'My Tasks'. Staff will need to open the task select the review resource option and complete the document.

Once the document is saved it will be marked as complete and will move to the staff member's document store. It might need authentication here but the task will be marked as complete.

Assigning a Document to a Step List 

The final way to assign a document is to include it as part of a step list (i.e. an onboarding step), which can be helpful when assigning documents you need all staff members to complete upon joining the company.

To this, you must go to System > Staff data and processes > Manage step lists. Then you will need to add this step to an existing step list or create a new set list. This is helpful if you want to add a document as a part of a list actions that you need an employee to complete rather than as a single task.

First set your steplist details as well as whether you want to also send reminder emails to staff to complete these tasks.

Once saved you will be taken back to the main page and then need to select manage step list.

Under step requirement you can select a document needs to be uploaded or completed. Then select which document you would like to add.