Document compliance
Document compliance answers one question across all your upcoming work: does everyone have a current, approved copy of every document you need from them? It puts your crew and suppliers down the side and your document types across the top, so before an event you can see who is cleared to be on site and exactly what is holding up everyone else.
Where it is
Go to Requests in the sidebar and click Document compliance on the title row. It is also in the Requests section of Reports.
Who is on it
Everyone holding a live crew link on an upcoming event or an open onboarding portal. Past events are left out, because nobody needs clearing for a job that is over. So are revoked links, closed portals and the booking's own client contact.
What the columns are
Each column is a document type: an Upload custom contact field, such as "Public liability insurance" or "Food handler card". A request fills a document type when it saves its file to that field (Also save their file to a contact field on an Upload ask).
That is what lets the report work across events. A certificate a supplier sends for one event counts on every other event that asks for the same document type, so you are not chasing the same caterer for the same insurance every week.
A request that does not save to a contact field still collects the file on its event, but it has no column here. The staff and contractor templates on the Request packs page set the fields up for you.
What each cell means
| Cell | Meaning |
|---|---|
| Current | An approved copy that has not expired. |
| Expiring | An approved copy that expires within the window you chose (30 days unless you change it). Still counts as compliant. |
| Awaiting review | They have sent a file and you have not approved or rejected it yet. |
| Expired | Their approved copy has run out and nothing newer has been sent. |
| Rejected | You rejected what they sent and nothing newer has been sent. |
| Missing | Nothing sent yet. |
| — | This document is not asked of them on any of their events. |
When someone has more than one file for a document type:
- An upload only counts once you approve it. Until then it shows as Awaiting review, and they are not compliant yet.
- An approved copy that is still valid wins over everything else. If there are two, the one that lasts longer is shown.
- A renewal waiting for review shows ahead of an expired copy, because that is usually the new certificate arriving.
- A file you attached to the contact yourself counts as approved.
- Files you have ignored on the Requests page do not count.
- A document that expires today is still valid today. Dates follow your account's time zone.
Required and not required
A document is required of someone when a required Upload request for it (Fewest files 1 or more) is visible to them on any of their events. Requests hidden from them by a condition, or by a section for named crew, do not count against them.
A document that is asked of them but optional, or that they happen to hold, shows in grey with not required underneath. It never makes them not compliant.
Who is compliant
- Compliant: every required document is Current or Expiring. The status line says how many are expiring.
- Not compliant: at least one required document is Missing, Awaiting review, Rejected or Expired. The status line says how many need sorting out.
- Nothing required: none of their events requires a document type from them.
People who are not compliant are listed first.
If you have never approved an upload, everyone with a document waiting shows as not compliant, and the report says so at the top. Approve files from the Requests page once you have checked them.
On the event and the contact
You don't have to open the report to see where someone stands:
- On an event or portal, each person in the crew list carries a compliant or not compliant badge, with the number of documents to sort out. It is scored against that event's own requests, and clicking it opens this report for that event. Events whose requests don't save files to a contact field show no badge.
- On a contact, a Documents line under their details says whether they are compliant across every upcoming event and open portal they are on, and names each document that is missing, waiting for your approval, rejected, expired or about to expire.
Filters
- Event or portal: one only. A document sent for another event still counts.
- Tag: people with that contact tag, for example only your caterers.
- Expiring within: 7, 14, 30, 60 or 90 days. This only changes which approved documents show as Expiring.
- Only people who aren't compliant: the list to work through.
Download CSV exports what is on screen, one row per person, with each document's state and expiry date.