Resource Library

The resource library is the best location to store your official documents so that staff can access them anywhere and anytime.

You can direct new staff to read/download items from your resource library as part of their onboarding Step List.

The library allows you to create individual documents and a folder structure to keep them organised. It also helps you see the items you need by including a search bar, a section of your most viewed resources, and those you recently updated.

Manage Library (NEW) 

A new feature coming to the Resource Library is the ability to edit and manage this page. To navigate this new area, click Manage Library in the actions menu when viewing the Resource Library.

You can sort through your library resources here with the search bar. You can also manage the library structure, add new files, edit files, or add new versions of a current file. 

When managing your library, you can add a subfolder to help organise your resources.

To tidy things up, click on the pencil icon next to the folder you want to edit. A drop-down menu will appear with the option to add a subfolder.  You can also rename the folder, add an item, or archive the folder.

Once you have created a library item, by clicking on the icon next to it, several options will appear. These include the option to archive or edit the item. There is also a new option to make a new version.

This will keep the original item as it is, but create a new item duplicated from the original. You will be taken to the edit page to change this copy while retaining the original. 

You can also give this a name that explains that this is a new version of the previous item. When you edit this option, it will state the version number and ask you to add the date this new version was implemented.

Creating a Library Item 

To create a new Library Item, you must (under the Manage Library page) click the green plus icon next to your list of resources. 

You will then need to create a title, and you can also add the new item to a folder under the location.

Type

Each document in the library can be one of six options:

• File - This allows you to physically upload a document that will be downloaded by staff. We recommend you upload PDF versions of Microsoft Word or other proprietary document types, as not all staff will have Word available on their laptops, tablets or phones, so they won’t be able to read the item.
• Page - This allows you to add your own text and images to the page so you can keep it up to date. This might be useful for certain instructions or policies that change. It can also be used to note how certain things must be done within the venue/organisation.
• Link - This allows you to send the staff member to a different website where information is stored.
• Digitally Signed Document - This option allows you to link a digitally signed document to the resource library so that staff can easily find forms to complete. It will link them directly to the form for their completion.
• PDF Signed Document - This option allows you to upload a PDF document to be signed. Adding a PDF document for signing means that the file must be a PDF document, but you are able to request a signature to be added to it.
• Welfare and Performance Form - This option allows you to link a performance form through to the resource library so that staff can start a performance form easily from this location. It will assign a new form and direct the staff member to start completing it.

Access Restrictions

You can restrict library items so that only those staff who need to see a particular document can access it. Library Items can limit access by the following filters: Access Level, Venue, Skill or Contract type.