---
title: "Private staff documents · BlastoClean docs"
description: "Keep W-9s, IDs, certifications and other paperwork in one private folder per team member."
url: "https://www.blastoclean.com/docs/staff-private-documents"
---

# Private staff documents

Running the company · Web and mobile · 3 min read · Updated October 19, 2026

**On Pro and Business, every document belongs to one team member. Owners and managers can file paperwork for anyone at the location and see at a glance who is missing a W-9 or ID or has a certification about to expire. Everyone else sees only their own 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](/docs/staff-updates).

## 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](/docs/the-mobile-app).