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

• • Certification Warnings
  • Certifications Report

Documents

⚠️ Access to 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.

Here's what different user types in the account will be able to access:

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 
• Automatically have access to add/delete Certification Types. 
  Please note that deleting a Certification Type is permanent and cannot be undone. Deleting a type will remove it from all Certifications.

Managers:

• Require the Manager Permissions:
  • Can edit employees
  • Can manage employee certifications (optional)
  • Can manage employee documents (optional)
• Only have access to upload files for Assistant Managers and Employees
• Have access to upload, view, edit, and remove Certifications
• Have access to upload, view, edit, and remove Documents

Assistant Managers:

• Require the Manager Permissions:
  • Can edit employees
  • Can manage employee certifications (optional)
  • Can manage employee documents (optional)
• Only have access to upload files for Employees
• Have access to upload, view, edit, and remove Certifications
• Have access to upload, view, edit, and remove Documents

Employees:

• Can view their completed Onboarding documents.
• Nothing regarding Employee Certifications or Documents.
• Employees have no way of accessing any files stored under their Employee profile as this feature is designed for management's use.

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

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Accessing Employee Document Storage & Certifications

1. To get started, head Team.

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:

• Certifications
• Documents

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.

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Certifications

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

⚠️ 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.

Alternatively, 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.
• Add a Certification Type. 'Food handling, Liquor handling, and Sexual Harassment handling' certificate types are listed by default.
• 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.

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Certification Warnings

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 Manager who uploaded the certification
• 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)

 

Certification Warnings will show on the schedule, next to the employees' name, 14 days before the certification expires.

Expired certifications will show on the Schedule page, and will remain until the warning is dismissed, or if the certificate's expiry date is updated.

⚠️  Please Note that the Manager must have the following permissions to see the warnings on the schedule:

• Can manage schedule
• Can edit employees
• Can manage employee certifications

The Certification Warnings will appear:

On the main schedule page, under the employee's name as Certification expired or Certifications expiring soon:


When adding, or editing a shift


On the Schedule Timeframes View

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 Certification's expiration date or the time you wish to receive an email reminder.

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Certifications Report

View, sort, filter, and download a report of your employees’ certifications and their expiry dates.

To run a report:

1. Login as a Manager/Assistant Manager with permissions.
   
   
2. In the left navigation bar, select Reports.
   
   
3. Select Certifications on the left-hand menu:
   
   
   
   
4. You can filter the report by Location, Certification Type, Certification Status, and employees scheduled today.
   
   Or, sort your report further by clicking on the column headings (Employee name, Certification status, and Expiry date).
   
   
   
   

   ⚠️ The file links are authenticated, and only users with permissions can view the files when the URL is shared.  
   
   

5.  Click Export CSV to download the report onto your local device.
   Here's an example of an exported Certification Report:
   
   

   

   
   
   

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Documents

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

⚠️ Please note:

 

• 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.

Alternatively, 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