Private staff documents

Collecting paperwork from a new cleaner usually means photos in a text thread. Private documents gives each person a private folder instead. It is included with Pro and Business.

Every document belongs to one team member: the person it is about. Documents uploaded before folders existed belong to the person who uploaded them.

Upload a document

Uploading, editing and removing require Staff write access. Read-only users can view their own documents but cannot change them.

1. Open Staff, then select My documents. Owners and managers see the Staff documents link.
2. Owners and managers choose the Team member the document is about. Any active member of the location can be chosen. Everyone else files documents about themselves.
3. Choose the Document type: W-9, ID, Certification or Other.
4. If you like, fill in Title (optional), for example OSHA 10, and Expiration date (optional).
5. Choose the file or photo. PDF, JPEG, PNG and WebP files up to 10 MB work.
6. Select Upload document and wait for Document saved.

A person's folder groups files by type. The checklist shows paperwork on file, missing W-9s or IDs, and documents that have expired or expire soon. These labels describe the files recorded here; they do not certify their contents.

Check the team (owners and managers)

Staff documents opens on the Team checklist: "Choose a person to see, add or fix their documents." Each person shows:

• W-9 and ID: on file or missing.
• Certifications: how many are on file.
• Expired and Expires soon (within 30 days), when any document has an expiration date that has passed or is close.

Select View documents to open one person's folder. Their documents are grouped under W-9, ID, Certifications and Other documents, and the upload form files for that person. Select All team to go back to the checklist. Below the checklist, Recently added lists the newest documents for the whole location.

Fix or remove a document

Select Edit on a document to change its Document type, title or expiration date, then select Save. Owners and managers can also choose a different Team member to refile a document that went to the wrong person.

Select Remove to delete a document. The app asks "Remove this document?" and warns that the file is deleted for everyone who can see it. This cannot be undone.

Owners and managers can edit or remove any document at the location. Everyone else can edit or remove only documents they uploaded about themselves, not ones a manager filed for them.

Who can see it

Team members see Your documents, grouped by type: everything about them at the location, whoever uploaded it. Only the person and the owners and managers of their location can open their documents. Other team members cannot see them. Owners and managers see the documents for everyone at the location they are working in.

To open a document, select Download.

Uploading a W-9 does not mark it as received. The owner still records that separately in Settings, under Team pay.

Good to know

• You need an internet connection. If an upload cannot be confirmed, select Retry upload. It sends the same file, so you will not end up with two copies. Keep the page open: the selected file and pending retry are not saved across closing or reloading it.
• Uploading, editing or removing a document does not notify anyone.
• Documents of someone who has left the team stay in their folder, shown as Former team member, so you can still download, refile or remove them.

See also Staff communication.

On the native app

Native versions with Staff include this workflow too, including the team checklist, filing for a team member, editing and removing. Open Staff for time off, documents and notification preferences; Visit offers is also available from native Settings or the Crew menu. The same Pro/Business, location and role rules apply. These actions need an internet connection; keep a pending draft open and use its offered retry if the result is unknown.

See Native version availability.