Document requirements

Certifications matter in a studio, a lapsed working-with-children check is not a small thing, and keeping track of them by memory or a shared folder is exactly how one slips through. Document requirements turn that into something the system watches for you, you say what is required once, and every staff member is measured against it with a clear, current status.

The payoff is that "is everyone certified?" becomes a glance rather than an audit. Anyone with a gap or an approaching expiry is flagged, so you act before it becomes a problem rather than after.

How it works

Set up the documents your staff are required to hold, for example a working-with-children check or a first-aid certificate. These become the studio's document requirements, the checklist every relevant staff member is measured against, so the standard is defined once rather than remembered case by case.

Open a staff member and their Documents tab shows where they stand against those requirements. Each document reads as a clear status, missing if it has not been provided, incomplete if it is there but a reference or date is not, complete once it is in and valid, and expiring or expired as its date approaches or passes. A count flags anyone needing attention.

Where something is missing, request it from the staff member rather than chasing it by email. The request tells them exactly what you need, and its arrival updates the status, so the record and the reality stay together without a separate spreadsheet.

When a document comes in, record it against the requirement with its reference and any expiry date, and keep the file itself attached so it is there when you need to produce it. With the expiry captured, InstructorHUB can warn you before it lapses.

Some requirements will not apply to a particular person, and some documents expire and need renewing. Waiving a requirement and handling expiry are covered in Request, waive, and expiry.