Review, approve or reject a document

Providers upload each document once, and every school they work with can see it. Each school makes its own decision: only your approval counts at your school.

Who can decide

• School admins and your school staff can approve and reject.
• Builders and other businesses: safety officers can too. Project or site managers decide only documents their own sites require, not the school-wide set. Gate users and read-only roles can look but not decide.

How to review a document

1. 1Step 1: Open the register and select the provider. The number next to the register in the menu shows how many have something to review.
2. 2Step 2: Select Review next to the document, in Requirements or in Documents. The review drawer opens.
3. 3Step 3: Check Issued, Expires, From and, for a licence or card, Number.
4. 4Step 4: Select Open the document to see the file. Check the name, the dates and the cover amount match what you require.
5. 5Step 5: Read Details the provider entered (insurer, policy number, insured name, ABN, cover, licence class and so on) and, if you have it, the Read assist panel.
6. 6Step 6: Select Approve. Or type what to fix in Reject with a reason and select Reject.

The file shows Decision saved. To leave without deciding, select Close.

What happens next

• The provider gets an email (and a phone notification if they turned it on): approved, or rejected with your reason. They see your reason in their portal and can upload a new copy.
• Their status updates straight away on the register, at the front desk or gate, and in reports.
• Every decision is recorded in your audit log.

Change a decision

Select Change next to a decided document in Documents, then approve or reject it again. The latest decision counts.

When a document can't be approved

• No expiry date: if your requirement needs one, the document stays Non-compliant even when approved. Reject it and ask for the dated certificate.
• A Working with Children Check without a card number, issuing state or expiry date: it can't be approved. Reject it and ask them to upload it again with the card details.
• A licence, card or check missing its number, state, class or level: it can't be approved until it's uploaded again with the details.
• Your role can view only: the drawer tells you who approves instead.

Your approval is yours alone

A provider's documents are shared between the schools they work with, but each decides for itself. Another school's approval never turns your register green, and yours never changes theirs. Your rejection reasons go only to the provider.

Common questions

• Can I approve several at once? Yes, in the Review queue.
• What does Recorded mean next to a card? The provider typed the number in. Check it on the official register and record it under Register checks on their file: it then shows Verified on register.
• How do I be specific when rejecting? Say what's wrong and what to send, for example: "The certificate is in a different business name."