Staff can upload certificates and other required documents directly through the Care Diary app. Once a document is submitted, it will be sent to an authorised approver for review.
Uploading a document through the staff app
Step 1: Open the Documents section
Log in to the Care Diary app and open the Documents section. This page displays all documents associated with your profile, including their approval and expiry status.
Tap Add Document at the bottom of the screen.
Step 2: Select the document category and type
On the Add Document page, select the appropriate Category. After selecting the category, choose the relevant document Type.
Fields marked with a red asterisk (*) are mandatory.
Step 3: Enter additional notes
Enter any relevant information or comments for the approver in the Notes section.
For example:
“Please find attached my certificate for your review. Kindly approve and verify this document at your earliest convenience. Thank you.”
Step 4: Add an expiry date
If the document has an expiry date, turn on the Has Expiry Date option. Select the correct expiry date from the calendar.
If the document does not expire, leave this option turned off.
Step 5: Attach the document
Under Attachment, tap Add media and select the document from your device.
You can upload up to five files, with a maximum size of 5 MB per file.
Supported file formats include JPEG, JPG, PNG, WEBP, GIF, HEIC, PDF, DOC, DOCX, TXT and CSV.
Step 6: Save and submit the document
Once the document has been attached, review all the entered information and tap Save.
The uploaded document will appear in the Documents section with a Pending status. This means it has been submitted successfully and is waiting for approval.
Reviewing and approving a staff document
Step 7: Open Staff Documents
The authorised approver must log in to the Care Diary web portal and navigate to:
Reports → Staff Documents
The Staff Documents page provides an overview of valid, expiring, expired and missing staff documents.
Step 8: Open Pending Approvals
Click the Pending Approvals tab to view all staff documents awaiting review.
The list displays the staff member’s name, document category, document type, submission date, expiry date and current status.
The available filters can be used to find documents by staff member, category or status.
Step 9: Review the document
Locate the required document and click the three-dot menu under Actions to open it.
The approver can then:
Confirm the staff member’s name, document category and document type.
View or download the attachment.
Read the notes entered by the staff member.
Check whether the document has an expiry date.
Step 10: Approve or reject the document
After reviewing the document, click Approve to approve it.
If the document is incorrect, invalid or unsuitable, click Reject.
Once approved, the document’s status will change from Pending to Approved, and it will be saved in the staff member’s document record.
If the document is rejected, its status will change to Rejected in the staff member’s app.