Manage Staff Credentials and Documents
Staff documents are the credentials and records you’d show an auditor — qualifications, licences, checks like a WWCC or police check, and other files like resumes and contracts. You can add them for staff, and when the Staff Portal is enabled, staff can upload their own. Either way, you verify them.
This article covers certifications, licences and checks. For qualifications and units from training.gov.au, see Upload Trainer Qualifications and Units.
Adding a Document
Go to the staff member’s profile and select the Documents tab
Select Add Document and choose A certification, licence, or check
Pick the Certification type, upload the file and add its details
Select Add document
After saving, you can use Map Scope on the document to link it to the units it supports, so it shows in the Trainer Matrix.
Renewing something that’s expired? Add it as a new document rather than editing the old one — see Renew a Staff Credential.
Verifying Documents
Verifying confirms you’ve checked a document is genuine. Unverified documents don’t count toward requirements, the Trainer Matrix or competency evidence.
Reviewing Staff Uploads
When the Staff Portal is enabled, documents staff upload stay unverified until you check them. The Unverified Documents Report, also linked from your dashboard, shows everything waiting on you.
Verifying a Document
Open the document from the staff member’s Documents tab
Select Verify Document
Record how you verified it, and attach evidence such as a screenshot of a registry check if you have it
Select Verify Document
Once verified, the document is locked from editing. If you need to change it, select Remove Verification first.
What Happens Next
- Staff are reminded before an expiring credential runs out.
- You see it on your dashboard: expired, expiring and unverified documents, each linked to a report.
- Staff see it in the portal when the Staff Portal is enabled, including anything they still need to upload. See Upload and Renew Your Documents.
Common Issues
Can't edit a document
Verified documents are locked. Open the document and select Remove Verification, make your change, then verify it again.
If you can’t see the edit or verify buttons at all, your access profile may make the Staff area read only for you.
Staff uploaded the wrong file
If it isn’t verified yet and the Staff Portal is enabled, they can fix it themselves from My Documents. Otherwise, open the document and use Archive Document from the Actions menu, then add the right one.
Staff member isn't getting expiry emails
Reminders go to the email they log in with, so check they have Staff Portal access. They’re only sent for the current version of an expiring credential.