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.

Alternatively, managers themselves can also upload or update a team member's document in their profile.

• Upload a team member's document in their profile
• Update an existing document in a team member's profile
• Troubleshooting

Upload a team member's document in their profile

Managers can upload a document to a team member's profile themselves.

1. On the Documents tab in the team member's profile click Add document then select Upload document.

2. Click Attachment and then select a file from your computer to upload to Deputy.

3. The file you have selected from your computer will be shown. You now have the ability to select a document type to assign to the file you are going to upload. The list will be populated with the document types you have already set up in your Deputy account. If you have already uploaded a file for a document type it will be shown greyed out in the list and you can not select that document type. You can only upload one file for each document type per team member.

If you do not wish to assign a document type for the file you wish to upload then click on No document type.

4. You will see that once you have selected the "No document type" option from the drop-down on the left-hand side you are now able to amend the file name for the document you are uploading. 

Once you are happy with the document name you can click Upload to upload it to the team member's profile.

Note:

• There are some constraints on what you can name a file that you are uploading - see Troubleshooting document upload errors.
• If you are uploading a file with 'No document type' assigned then you can't add an expiry. If you need to have an expiry associated with a document you will need to set it up as a specific document type with an expiry field and then upload the document as that document type.
• If you are uploading a file with 'No document type' assigned then the manager is unable to request that the team member update it. In this instance, the manager would need to update such a document themselves.

5. If you do wish to assign a document type to the file you are uploading, then you can select that document type from the drop-down list on the left-hand side.

The list will be populated with the document types you have already set up in your Deputy account. If you have already uploaded a file for a document type it will be shown greyed out in the list and you can not select that document type. You can only upload one file for each document type per team member.

6. If the document type has been set up to require an expiry date to be entered please select the expiry date now.

7. If you would like to upload more files for this team member please click on Upload more documents. 

8. If you have incorrectly selected a file you can remove it by clicking on the trash can.

9. Once you are happy with the documents you have selected click Upload.

Update an existing document in a team member's profile

If there is already a document uploaded to a team member's profile and you want to update it yourself as a manager you can do this.

1. Click on the name of the document you wish to update in the employee's profile.

2. Click on the three dots icon on the top right of the screen then select Update.

What if this option is greyed out in the menu?

3. You can either update the expiry and click Save or if you need to add a new document and new expiry date, click on the red trash icon to delete the existing document.

4. Upload the new file from your computer and enter the new expiry date and then click Save.

Troubleshooting

Why can't I update the document or expiry date?

If you want to update the document yourself as a manager or even just update the expiry date but find the option greyed out, that may be because someone has already requested a document update from the team member.

To fix this you will need to cancel the update request.

Once the update request has been cancelled, if you click on the document you will find that you are now able to update the document yourself as a manager.

Document upload errors

If you get an error when trying to upload your document please check for these issues:

Read more about:

• • Setting up your document types
  • Requesting documents from team members
  • Documents FAQs