The Compliance & Documents page lets admins and managers set the compliance checks and documents your staff need in order to be compliant, apply them to different worker types and locations, and track them from each worker's profile.
This article covers setting your standard requirements, adding required documents, managing them on a worker's profile, and finding what's missing across your whole team.
Permissions
Access to Compliance & Documents is controlled by user permissions. The permissions needed to do set anything on the Compliance and Documents page are:
Manage Bank and Perm Staff – the compliance and document options below only take effect when this is also switched on.
View Compliance Documents – view compliance paperwork (right to work, DBS checks, certifications) for your bank and permanent staff.
View Worker Documents – view document uploads for your bank and permanent staff.
For the full list of permissions, see the Managing User Permissions & Access
Where to find it
Go to Settings → Compliance. This is where you set the standard checks and documents that apply across all of your locations.
Setting your compliance checks
At the top of the page you'll set the core compliance checks for your staff. Each check can be made mandatory, made optional, or limited to specific worker types
ID check – Set as mandatory for everyone. It is not optional; every worker is asked to complete an ID check in the platform.
Right to Work – Only required if the ID check is not a UK passport. Workers who verify with a UK passport won't be asked again; otherwise Right to Work is always requested.
Police checks (DBS) – Require these for all staff, or only for certain roles. For example, you might make it essential for clinical staff but only "nice to have" for your chef and activities team.
Professional registrations – Apply only to the roles that need them, such as your nurse and senior carer. Leave it free for everyone else where there's no professional body to add.
Adding required documents
Beside the compliance checks tab you can add your own 'Required Documents'. For each one you can set:
The document type (e.g. CV, welcome pack, references).
Whether it has an expiry date or no expiry.
That it must be a file upload.
Which worker types it applies to (e.g. Permanent and Bank).
Which locations it applies to.
A few examples of how this works:
CV – No expiry, file upload, required for all workers (Perm and Bank) and all locations.
References – For all worker types (Permanent and Bank) and departments, with no expiry.
You can edit a document at any time - for example, removing the expiry date so it no longer expires - and the list updates straight away. You can also save new documents or delete ones you no longer need.
Note: Make sure you Save after setting your requirements. If you navigate away without saving, none of your selections will be applied.
Managing documents on a worker's profile
Once your requirements are saved, they appear on each staff member's profile.
Open a worker's profile and go to their Compliance section. You'll see which requirements are optional and which are mandatory for that worker, and you can add the relevant details here.
Go to the worker's Documents to see how many valid documents they have and how many are missing. From here you can:
See exactly which documents are missing (e.g. a missing reference).
Upload a document and add an issue date, then save it.
Delete a document — which marks it as missing again — and upload a replacement.
If a document is expiring, its expiry date is shown. If a document has expired, uploading a new one automatically takes its place. Any other documents the worker has that aren't part of the required set are listed separately below.
Keeping track across your team
Users have an overview page that brings everything together in one place. You'll be able to see:
All missing documents.
All expired documents.
All documents expiring soon.
Filter by document type, status, location or worker to keep track of your whole team at a glance, or search by file name to find a specific document.
Common questions
Can I delete a document after saving it?
Yes. For a required document, deleting it marks that requirement as missing again so you can upload a replacement.
Will Florence notify me when documents are about to expire?
Not at the moment. Expiring documents are flagged on the overview page and on the worker's profile, so check the overview regularly — it's the reliable way to stay ahead of them. Automatic notifications are something we can look at if it would help; mention it to your account manager.
Can I upload more than one document at a time?
Yes — you can upload several in one go.
Someone can't see the Compliance page.
Check they have Manage Bank and Perm Staff switched on. Without it, the other compliance and document permissions have no effect.
A worker verified with a UK passport — why aren't they being asked for Right to Work?
That's correct. Right to Work is only requested when the ID check isn't a UK passport.