Once you have set up your document types you can send requests to your team members to ask them to upload a copy of the document which will be stored in their employee profile on Deputy.
- Requesting documents from team members
- Cancelling document requests
- Adding a new document type
- Downloading or deleting uploaded documents
- Review an uploaded document
- Request an updated document from a team member
- Reviewing documents with an expiry date
Requesting documents from team members
1. On the People tab in Deputy, click on the name of the team member you wish to request documents from.
2. Select Documents from the menu on the left-hand side and click Add document then select Request document from the drop-down menu.
Note: if your team member has supplied some requested documents during the onboarding process then those will already be stored and listed on this page.
3. Select the document(s) you wish to request from your team member then click on Request.
Need to add a new document type?
4. You will now see the documents you have requested will be listed with REQUESTED status.
The team member will now receive an SMS or email asking them to upload the requested documents and can follow the steps in Upload requested documents to Deputy.
The manager who requested the documents will be notified via email when the team member has submitted the requested documents. Click on Review Documents to check the submitted documents.
Cancelling document requests to team members
If you have sent a request to a team member for a document but later realise you've sent the request incorrectly you can cancel the request.
1. On the People tab, click on the name of the team member you wish to cancel the document request for and select Documents in the list on the left-hand side. Locate the document you wish to cancel the request for.
2. Click on the cancel icon to cancel this document request for this team member.
Note: the document will be cancelled with one click - there is no message such as 'are you sure you wish to cancel?'
Once you cancel the request, the team member will no longer be required to upload the document.
Add a document type to request from your team
When requesting documents from your team members you may add whatever document types you require.
1. After clicking on Request document, select Add document type.
2. Enter the name of your new document type and a description then click Add.
3. Now you are able to request this new document type from your team members.
Downloading or deleting uploaded documents
You can download or delete any documents that have been uploaded to an employee's profile.
1. Click on the download icon next to a document name to download the file to your computer. Alternatively, you can select multiple documents using the checkboxes on the left-hand side and then select Download from the banner to download them all in one zip file.
You can also use the same method to Delete the selected documents.
Review an uploaded document
You can review the documents uploaded.
1. Click on the document name in the employee's profile. This will then open a copy of the uploaded file.
2. If you click on the i icon on the top right of the screen you can see the date this document was last updated.
Request an updated document from a team member
If you'd prefer that the team member supplies an updated version of a document you can request this too.
1. Click on the document name in the employee's profile. This will then open a copy of the uploaded file.
2. Click on the three dots icon on the top right of the screen and then select Request an update from a team member.
3. This will trigger a new request to the team member to update the document and the status will show as UPDATE REQUESTED on the Documents page for that team member until the team member submits a new document.
Reviewing documents with expiry dates
If you have enabled the requirement for an expiry date to be added when a document is uploaded then managers will see the expiry date, that the employee has added, listed in the employee's profile. Managers can also review the document and update the expiry date themselves as well if required.
One month before the expiry date both the manager and the employee will receive a notification that the document is due to expire. If the document and expiry date is not updated before the expiry date then the manager and employee will receive a second notification reminder on the date of expiry.
The document in the employee's profile will be listed as expired.
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