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Update your compliance documents

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Ensure your work eligibility is current and all your qualifications, licences and induction details are up to date

Certain roles require qualifications to ensure employees have the necessary knowledge, skills, and experience to carry out duties effectively and safely. In Australia, qualifications and licences are known as compliance records, which prove that individuals or organisations meet specific regulatory requirements and standards.

As a part of your job, you may need to upload these qualification records during onboarding and update them over time, as they can expire.

Common records you may need to upload or update are:

  • Responsible Service of Alcohol (RSA)
  • Blue Card
  • AHPRA Registration
  • Drivers Licence 

To learn this process, read the content below, or if you prefer to see this process in action, check out our short video on Compliances, Licences & Signing Documents!

Compliance record types

You will need to upload compliance documents in the following circumstances throughout your employment with a business.

  • As part of your initial onboarding to the business
  • When you obtain a new qualification during your employment
  • When an existing record has expired, and you need to upload the new record

There are three different types of records you can store in the Qualifications section of your profile for your employer to view. These are:

  • Qualifications - These records do not expire and document training or study that you have completed. Common examples include certificates, degrees, and completion statements.
  • Licences - These records usually have an expiry and are typically needed for employees to carry out specific tasks. Common examples include CPR, first aid, heavy vehicle licence, etc
  • Inductions - These records usually have an expiry date and are typically required for employees to work at particular sites. Common examples include a site safety induction. 
Tip: If a compliance record has an expiry date, both you and your manager will receive email reminders about the upcoming expiry at intervals before and on the expiry date. Take action on these reminders; if you don't, you may be deemed non-compliant for work, and your manager might not be able to roster you.

  

Update your compliance documents

Once you’ve been onboarded, it’s your responsibility to keep your licences and inductions up to date. If one of your documents is close to expiring or needs reassessment, you’ll receive email reminders before it expires and again after expiry if it hasn’t been updated.

When you log in to the Employee App, you’ll also see a call-to-action card for each document that needs updating. 

Phone Screenshots (3).png

These cards will remain until the licence or induction is updated or deleted. Refer to the section below for information about deleting licences and inductions. 
 

To upload new compliance records:

  1. From your home page, either select the call-to-action card or navigate to the main menu and select View Profile.

    Select burger icon.pngView profile.png 

  2.  Scroll to the details section and select Compliance Records. From here, you can view any existing uploaded items.

    • Any outstanding or new items that are mandatory for upload will be highlighted to you in the warning box.

      Select Qualifications.pngUpdate mandatory item.png

  3. To upload, select from the drop-down field, and find the Qualification, Licence or Induction you are adding. 
    • If you are uploading a Licence or Induction, your employer may require an assessment or expiry date. If this is the case, add that date in.

  4. Drag & Drop or select Browse to add a copy of your item for your employer to review. Once uploaded successfully, this page will automatically save.

    drag & drop to upload.pngUpload 2nd documents.png

Tip: If you need to upload a second document, for example, for the front and back of a licence, select the upload icon beneath your uploaded qualification or licence, and find and add your second document.
Contact: If you've been asked to upload a Qualification, Licence, or Induction, and can't find it in any of the drop-down menus, please contact your direct manager or employer. 

  

Delete or edit an existing compliance record

Once you upload your Qualification or Licence, you can manage, edit, or delete them all from the same Qualifications page in your Employee App. Depending on the action needed, the steps may vary. 

Common reasons you might need to edit or update one of your uploaded items include:

  • Incorrect expiry or assessment date entered
  • Your licence is about to expire
  • Incorrect file uploaded
     

To remove a compliance record that is no longer needed:

  1. Navigate to your Qualifications page via the main menu > View Profile > Compliance Records. 

  2. To delete the item, select the red bin icon.

    Delete qualification.png

Warning: If your employer has marked the item as mandatory, you will not be able to see the delete icon. In this case, please contact your manager or employer directly for further assistance. 

In your Employee App, you cannot edit or replace the existing file linked to a record, nor can you update the expiry or assessment date. Instead, you will need to find and reupload that record to replace the current one. 
 

To edit or update your compliances:

  1. From the Qualifications page, select a Qualification, Licence or Induction from the relevant drop-down menu you need to update.

    • When you perform this action, your profile will confirm that it will replace your existing record. If you want to upload a secondary file while keeping the current one, you can select the upload icon below your record. 

      upload warning.png

  2. Follow the steps outlined in the section above to load in the details of your updated Qualification, Licence or Induction. 
Warning: When uploading a record to replace an expired one, the old qualification record will be removed, meaning that your employer will only be able to view the most recent one from their end.
Contact: If you've been asked to upload a Qualification, Licence, or Induction, and can't find it in any of the drop-down menus, please contact your direct manager or employer. 

  

FAQs

Should I upload my record as a Licence, Qualification or Induction?

You will only be able to select from the types within the drop-down menus. If you cannot locate a qualification you know you need to upload, your manager will need to upload it from their end, or add the type from their end so that it appears in your drop-down menu.

What file types are accepted?

You will be able to upload a PDF, JPEG, or PNG file with a maximum size of 3MB. An easy way to upload such files is to take a photo or screenshot with your phone and then upload that image.

My document has two sides; can I upload both sides?

Yes, it's common to need to upload the second side of a document, such as the front and back of a license. To do this, select the upload icon beneath your uploaded qualification or licence, find and add your second document. Please refer to the detailed instructions in the guide above to locate the upload button.

I am receiving emails about an expiring licence, and it's no longer relevant to my role. What should I do?

foundU will keep reminding you about this expiry if the record has an expiry date. It will also send reminders once it has expired. If this record is no longer relevant to your role, it's a good idea to discuss this with your manager and inform them. Then you can delete it from your Qualifications. Your manager might want to print out the old record or move it to another storage system before you delete it from your end.

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