Adding a Customer Document
To add a Customer Document, navigate to Organisation > Customers > Customer Documents.
To add your first document, click the Add New button.
Add the Document Name and then click Attach File. File types available to upload are PDF, Image, Word & Power Point.
Company Document Workflows
Storing an internal document
If you wish to just store this document and not have staff access it, click save once you have named and attached the file and click Save. Once you’ve done this the document is stored.
Making a document accessible for staff
If you want staff to have immediate access to a document and do not require them to acknowledge or sign off on it, upload the document and tick the Allow all staff to view document? option.
Once this is selected, staff will be able to access this at any time through the Document Library section of the mobile app.
Staff Acknowledgement of Documents
There is a difference between how Customer documents work to Company Documents.
With the Customer Document acknowledgement process, only staff that work at this Customer will receive this document. This keeps information secure and controlled.
Guardhouse automatically recognises if this is the first time a staff member has worked for this specific Customer and will share any relevant documents to the staff member to view and acknowledge prior to clocking into their next shift.
To require acknowledgement of your new document from your staff, click the Requires acknowledgement before next shift tick box in addition to the Allow all staff to view document option.
Capturing a digital signature with document acknowledgement
If you need your staff to sign off on a document, click the Requires signature tick box option to add a signature capture process to the document acknowledgment.
Automatic Renewal of Document Acknowledgement
If you want staff to review and renew their acknowledgement to ensure the information is always front of mind, click the Needs to be renewed tick box.
You will get a renewal period in months dropdown where you can select the frequency of renewal.
Once a staff member initially acknowledges a document, they will be automatically prompted to reacknowledge the document based on the timeframe selected from their initial acknowledgement date.
