Document Management
Track worker documents and certificates, manage expiry dates, and ensure compliance with automated verification workflows and alerts.
What Document Management Does
Centralised tracking for worker documents and certificates
TempClock's document management system gives you a central place to store, track, and verify all the documents and certificates your workers need to be on site. Instead of chasing paperwork or keeping track of expiry dates in spreadsheets, everything lives inside each worker's profile.
PDF, JPG, and PNG files up to 5 MB each
Files stored securely per worker in /uploads/documents/{worker_id}/
Automated warnings at 30 days before expiry
Can block kiosk clock-in when expired
Document management works alongside the Document Expiry Alerts system. Once you have documents uploaded, expiry alerts are generated automatically — no extra configuration needed.
Managing Document Types
Configure the types of documents you need to track
Before uploading documents for workers, you'll want to set up the document types your organisation requires. Document types act as categories that define what kind of document is being stored and how it should be handled.
Go to Settings
In the manage portal sidebar, click Settings, then select Document Types from the settings menu.
Add a new document type
Click the Add Document Type button. You'll need to fill in the following fields:
- Name — A descriptive label (e.g. "DBS Check", "CSCS Card", "First Aid Certificate")
- Requires Expiry — Whether this document type has an expiry date that needs tracking
- Is Critical — If enabled, workers with an expired document of this type will be blocked from clocking in at the kiosk
- Default Validity — The default number of months the document is valid for (used to auto-calculate the expiry date from the issue date)
Save and manage your list
Click Save to add the document type. You can edit or remove document types at any time from the same settings page. Existing documents are not affected when you change a document type's settings.
Document Types
+ Add Document Type5 document types configured
Mark a document type as Critical only for legally required documents such as DBS checks and Right to Work evidence. Non-critical documents will still generate expiry warnings, but they won't prevent workers from clocking in.
The Default Validity setting saves time during upload. When you select an issue date, TempClock automatically calculates the expiry date based on the default validity period. You can always override it manually.
Uploading Documents for a Worker
Attach files to a worker's profile
Before you start
- At least one document type configured in Settings
- The document file ready on your computer (PDF, JPG, or PNG, max 5 MB)
- The worker must already exist in the system
Open the worker's profile
Go to the Workers page and click on the worker's name to open their profile.
Switch to the Documents tab
On the worker's profile page, click the Documents tab. This shows all documents currently on file for this worker.
Click "Upload Document"
Click the Upload Document button to open the upload form.
Select your file and fill in the details
Choose your file by clicking Choose File or dragging it onto the upload area. Then fill in the required fields:
- Document Type — Select from the document types you've configured (e.g. "DBS Check")
- Issue Date — The date the document was issued or certified
- Expiry Date — Automatically calculated from the default validity, but you can override it. Only shown if the document type requires expiry.
Click "Upload"
Click the Upload button to save the document. The file is stored securely and the document appears in the worker's Documents tab with a Pending verification status.
PDF, JPG, PNG
5 MB per file
/uploads/documents/{worker_id}/
Pending (awaiting admin verification)
You can upload multiple documents for the same worker. Each document is tracked independently with its own type, dates, and verification status.
If a file exceeds the 5 MB limit, try compressing the PDF or reducing the image resolution before uploading. Scanned documents often have unnecessarily high resolution that can be reduced without losing readability.
Verification Workflow
How admins and managers verify uploaded documents
Every document uploaded to TempClock goes through a verification workflow. This ensures that someone with authority has reviewed and approved each document before it's considered valid.
Document has been uploaded but not yet reviewed by an admin or manager
An admin or manager has reviewed and approved the document as valid
The document was reviewed and found to be invalid, unclear, or incorrect
Open the document for review
Navigate to the worker's profile, then the Documents tab. Documents awaiting review are marked with an amber Pending badge. Click on the document row to view the uploaded file and its details.
Review the document
Check the uploaded file to verify that:
- The document is legible and complete
- The worker's name on the document matches their profile
- The issue and expiry dates are correct
- The document type is appropriate (e.g. a DBS certificate is filed as "DBS Check")
Verify or reject
Click the Verify button to approve the document, or click Reject if it doesn't pass review. You can add optional notes to explain your decision — this is especially useful when rejecting, so the uploader knows what to fix.
TempClock uses colour-coded status indicators throughout the system to make document status easy to spot at a glance:
Document is approved and within its validity period
Document will expire within the next 30 days
Document has expired or was rejected during review
When a critical document expires, the worker is automatically blocked from clocking in at the kiosk until a valid replacement is uploaded and verified. Non-critical documents will show warnings but won't block clock-in.
Documents on the Worker Profile
Viewing and managing documents from a worker's profile page
The Documents tab on each worker's profile provides a complete overview of all their documents. It displays a table with all the information you need to manage their compliance at a glance.
Documents — Sarah Johnson
EMP-0042 · Acme Warehouse
5 documents on file · 1 expiring soon · 1 expired
From the Documents tab you can:
The Documents tab shows a summary count at the top with filters. Use the Expired filter to quickly find all documents that need replacing, or the Pending filter to see what needs reviewing.
Best Practices
Get the most out of document management
Follow these recommendations to keep your document management running smoothly and ensure your workers stay compliant.
Typically valid for 3 years (36 months). Mark as Critical.
Usually valid for 5 years (60 months). Mark as Critical for construction sites.
Standard validity of 3 years (36 months). Usually non-critical.
May not expire (permanent residents). Mark as Critical.
Review your document types at least once a quarter. As regulations change or your client requirements evolve, you may need to add new types, adjust validity periods, or update which documents are marked as critical.
For a detailed guide on how the automated expiry alert system works and how to configure notification preferences, see the Document Expiry Alerts guide.
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