Staff Documents

Staff documents are the credentials and records you’d show an auditor — qualifications, licences, checks like a WWCC or police check, and other files like resumes and contracts. You can add them for staff, and when the Staff Portal is enabled, staff can upload their own. Either way, you verify them.

This article covers certifications, licences and checks. For qualifications and units from training.gov.au, see Add Qualifications & Units.

A trainer's Documents tab showing an Employment Contract requirement that has not been uploaded with an Upload button, and a list of their documents with issue and expiry dates — two training products, a current First Aid Certificate and Working with Children's Check, a driver's licence due to expire shown in orange, and an expired National Police Check shown in red. Warning icons mark the documents that still need to be verified

Adding a Document

Go to the staff member’s profile and select the Documents tab

Select Add Document and choose A certification, licence, or check

Pick the Certification type and upload the file

The fields change with the type. Expiring credentials (like First Aid or a WWCC) ask for the issue date, expiry date, issuing authority and reference number.

Select Add document

After saving, you can use Map Scope on the document to link it to the units it supports, so it shows in the Trainer Matrix.

Renewing something that’s expired? Add it as a new document rather than editing the old one — see Renew a Credential.

Verifying Documents

Verifying confirms you’ve checked a document is genuine. Unverified documents don’t count toward requirements, the Trainer Matrix or competency evidence.

Open the document from the staff member’s Documents tab

Select Verify Document

Choose how you verified it (for example, checked an online registry or contacted the issuing authority) and add notes

You can also attach evidence, like a screenshot of the registry check.

Select Verify Document

Once verified, the document is locked from editing. If you need to change it, select Remove Verification first.

What Happens Next

Staff get reminder emails for expiring credentials — 60, 30 and 7 days before expiry, and again once it expires. These go to the staff member only.
You see it on your dashboard — alerts show expired, expiring (within 60 days) and unverified documents, and each links to a report.
Staff see it in the portal — when the Staff Portal is enabled, under My Documents, including anything they still need to upload. See Upload and Renew Your Documents.

Common Issues

Can't edit a document

Verified documents are locked. Open the document and select Remove Verification, make your change, then verify it again.

If you can’t see the edit or verify buttons at all, your access profile may make the Staff area read only for you.

Staff uploaded the wrong file

If it isn’t verified yet and the Staff Portal is enabled, they can fix it themselves from My Documents. Otherwise, open the document and use Archive Document from the Actions menu, then add the right one.

Staff member isn't getting expiry emails

Reminders go to the email they log in with, so check they have one and have Staff Portal access. They’re only sent for expiring credentials, and only for the current version — not archived or older versions.