Subshift

Managing compliance documents

Each worker has a compliance document section on their profile where you can upload, replace, and remove the certificates, licences, and checks your agency requires. This guide explains the full document lifecycle.

Navigating to a worker's documents

  1. Go to Workers and click the worker's name.
  2. Select the Compliance tab on the worker detail page.
Worker compliance tab showing document list with status badges, expiry dates, and upload/replace buttons.
Worker compliance tab showing document list with status badges, expiry dates, and upload/replace buttons.

Uploading a document

  1. Click Upload document (or the + button next to a document type).
  2. Select the document type from the dropdown (e.g. "Driving Licence", "DBS Check", "Right to Work").
  3. Choose the file to upload (PDF, JPG, or PNG).
  4. Enter the expiry date if the document has one. Leave blank for documents without expiry.
  5. Click Upload.

Tip

If a document type shows a red "Missing" badge, the worker is currently non-compliant for that requirement. Uploading it immediately restores their eligibility for shift matching.

Replacing an existing document

When a document is renewed (e.g. a driving licence is re-issued), you should replace the old version rather than upload a duplicate:

  1. Click Replace next to the existing document entry.
  2. Upload the new file and update the expiry date.
  3. Click Save.

The previous version is retained in the document audit trail but is no longer the active document for compliance purposes.

Note

Replacing a document does not delete the old version. The audit trail always retains the full history of what was uploaded and when.

Setting the expiry date

Expiry dates drive the "expiring soon" alerts in the compliance overview. Set the expiry date to the date printed on the document. If the document type is configured with a default expiry period in Settings → Document types, the expiry date will be pre-filled when you upload — you can still edit it.

Removing a document

  1. Click the Remove link next to the document.
  2. Confirm the removal in the confirmation dialog.

Warning

Removing a required document immediately makes the worker non-compliant and excludes them from shift matching. Only remove documents if they are invalid or uploaded in error.

Expiry alerts

Subshift automatically sends proactive alerts when a document is approaching its expiry date. Alerts go to two places:

  • Agency admin notification — the agency receives an in-app notification and email when a document reaches the configured warning threshold for its type.
  • Worker notification — the worker receives a push notification and email through the worker app, prompting them to arrange renewal and upload the new document.

The lead time for alerts is configured per document type in Settings → Document types using the Renewal warning days field. For example, set renewalWarningDays: 60 on a driving licence type to trigger alerts 60 days before expiry.

Tip

Use a longer warning period for documents that take time to renew (DBS Enhanced checks, for example, can take several weeks). A 90-day lead time gives workers enough runway to get the renewal in before they become non-compliant.

The Compliance section of the agency dashboard shows a summary panel of all workers with expiring or already-expired documents. Click any row to go directly to that worker's compliance tab.

Document audit trail

The document audit trail section at the bottom of the Compliance tab shows every upload, replacement, and removal event, with the date and the user who performed the action. This record is immutable and can be exported via the Compliance reports page.

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