Uploading and Managing Documents

Accessing Documents

Navigate to Settings > Documents from the settings sidebar.

Uploading a Document

1. Click Upload Document
2. Select a file from your computer (maximum 100 MB)
3. Fill in the details:
   • Name: A descriptive name for the document
   • Description: Optional notes about the document's purpose
   • Category: Optionally assign a category for organization
   • Visibility: Control who can see this document (see below)
4. Click Upload

The document is stored securely and accessible through CrewHR.

Visibility Rules

Visibility controls which employees can see the document in their portal:

• All Employees: Everyone in the organization can access it
• By Location: Only employees at specific locations can see it
• By Role: Only employees with specific roles can see it
• Location + Role: Only employees who match both a specific location and role can see it

This lets you share relevant documents with the right people. For example:

• Company handbook: All Employees
• Kitchen safety guidelines: By Location (restaurant locations only)
• Nurse protocols: By Role (nurses only)
• ICU procedures: Location + Role (nurses at the hospital location)

Managing Categories

Organize documents into categories for easier browsing:

1. On the documents page, manage your categories
2. Create categories like "Policies", "Training", "Safety", "Forms"
3. Assign documents to categories when uploading or editing

Employees can filter documents by category in their portal.

Editing Documents

Click on a document to edit its name, description, category, or visibility settings. You can also replace the file with a new version.

Deleting Documents

Click the delete action on a document and confirm. The file is permanently removed and employees will no longer see it.

Previewing Documents

CrewHR supports previews for common document types. Click the preview button to view the document without downloading it.

What Employees See

Employees see the documents page in their portal at Documents. They can:

• Browse all documents visible to them based on their role and location
• Filter by category
• Download documents
• Preview supported file types

Employees only see documents that match their visibility rules. They cannot see documents restricted to other locations or roles.

Tips

• Use visibility rules to reduce clutter: Employees are more likely to find relevant documents when they are not buried among irrelevant ones
• Keep documents current: Remove or update outdated documents to avoid confusion
• Use categories consistently: A clear category structure makes it easy for employees to find what they need