Uploading Evidence

Uploading a document to the Evidence Vault takes less than a minute. You can add as much or as little detail as you need — at minimum just a name, category, and the file itself.

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Uploading a document

From the Evidence Vault, click Upload Document. Fill in the following: Name — a clear, descriptive name for the document (e.g. “Public Liability Insurance 2025–2026”, “Building WOF — Main Centre”). Category — select from the available categories, or choose a custom category you’ve created. If nothing fits, use Other. Scope — choose whether this document applies to a specific centre or is Business-wide (covers your whole organisation). File — upload a PDF, Word document, image, or other common document format. Then optionally add: Issue date — when the document was issued or came into effect. Expiry date — when the document expires or is next due for renewal. Setting this enables expiry tracking and dashboard alerts. Reference number — a licence number, policy number, or other reference from the issuing body. Notes — any additional context useful to your team. Click Save to upload the document to the Vault.

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Editing a document

To update a document’s details — for example, to upload a renewed certificate and update the expiry date — open the document from the Vault list and click Edit. You can replace the file and update any of the fields. The previous file is replaced; the Vault doesn’t keep version history on documents.

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Deleting a document

Open the document and click Delete. Deletion is permanent — the file is removed from storage. If you’re replacing a document rather than removing it, use Edit instead.

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Searching and filtering

The Vault list can be filtered by category, expiry status (expired / expiring soon / current / no expiry), and scope (specific centre or business-wide). You can also search by document name or reference number.

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Expiry alerts

If you’ve set an expiry date, the document will show a colour-coded expiry badge in the list. Documents expiring within 30 days show amber; expired documents show red. Both are surfaced on the dashboard so your team is alerted before a document lapses. When you renew a document, upload the new file and update the expiry date — this clears the alert automatically.