Module · Documents

Where to find it in the app

• Use it: Operations → Documents
• Turn it on/off: your business name (top-left) → Settings → Modules → Operations → Documents & policies

Plan: Business · Module group: Operations · Navigation: Operations → Documents

1. Overview

Purpose. A secure library for your business's policies, standard operating procedures (SOPs) and manuals, with optional read-acknowledgement so you can prove staff have read the important ones.

Security. Documents are stored in private storage and only ever opened through a short-lived signed link, never a public URL. A link can't be shared to give outsiders (or ex-staff) lasting access.

2. When to use it

• To publish a child-safety policy, food-safety SOP, staff handbook or emergency procedure that everyone must read.
• To keep manuals and reference material in one findable place.

3. Required permissions

• View documents (documents.view), read and acknowledge.
• Upload / manage documents (documents.manage), upload, categorise and delete.

4. Navigation path

Operations → Documents

5. What you'll see

• A category filter across the top.
• A card per document: title, optional category and version, who added it and when, file size, and a Must read badge where acknowledgement is required.
• For "must read" docs, a "I've read this" button (for the reader) and, for managers, a record of who's acknowledged.
• An Upload button (managers) and a storage usage indicator against your plan's quota.

6. Turning it on

Settings → Modules → Operations & compliance → Documents (Business plan).

7. Step-by-step tasks

7a. Upload a document

1. Select Upload (needs Upload / manage documents).
2. Enter a title (e.g. Child Safety Policy).
3. Choose or type a category (e.g. Safety) and an optional version.
4. Turn on requires acknowledgement if everyone must read it.
5. Choose the file and upload.

Expected result: the document appears in the library; if you marked it must- read, staff get a "documents to sign" prompt in their notifications.

7b. Read & acknowledge (staff)

1. Open Operations → Documents.
2. Select a document to open it (it opens via a secure, expiring link).
3. For a Must read document, choose I've read this to acknowledge.

7c. Upload a new version

1. When a policy changes, select New version on the document's card (needs Upload / manage documents).
2. Pick the replacement file and add an optional version note.

Expected result: the new file supersedes the old one, it's what everyone opens from now on. The old file isn't lost: it stays in the document's version history, marked replaced [date], so staff always open the current version and you keep the paper trail.

7d. Draft a policy with AI

1. As a manager, choose Draft a policy.
2. Describe the policy you need in plain English (e.g. "a mobile phone policy for floor staff").
3. Review and edit the draft, then save, it lands in the library like any other document, ready for categories and must-read acknowledgement. Drafting uses your business's shared AI allowance, and a draft is a starting point, read it properly before you publish it.

7e. Delete a document

1. As a manager, select Delete on the document card and confirm.

8. Examples

• Beginner (café): upload the Food Safety Program as must-read so all staff acknowledge it.
• Real-world (venue): keep versioned Evacuation Procedure documents; bump the version when it changes and require re-acknowledgement.
• Advanced (multi-site): organise by category (HR, Safety, Operations) and track acknowledgement to satisfy an audit.

9. Reports & exports

Acknowledgement status (who has/hasn't read a must-read document) is visible to managers. Outstanding acknowledgements surface in the notifications bell.

10. Common mistakes

• Uploading sensitive files elsewhere, keep anything containing personal info here, where access is controlled, not on a public link or shared drive.
• Forgetting "requires acknowledgement", without it, there's no record that staff read the policy.
• Hitting the storage quota, large files count toward your plan's storage; compress big PDFs.

11. Troubleshooting

12. Error messages

Inline messages confirm success ("Document uploaded"). Upload errors explain the cause (e.g. quota or file issue). Opening always routes through a fresh signed link rather than failing silently.

Related: Safety & cleaning · Forms & workflows · Team comms