How File Upload Expiry Tracker Works
WorkZerk's unique file upload Expiry Tracker ensures credentials and documents stay current with powerful filtering and prompting features ensuring Admins maintain 360 degree control of expiring credentials.
Setting Up Expiry Tracking
Expiry tracking is configured at the onboarding step template level. When creating or editing a file upload requirement, administrators toggle Require Expiry Date on the onboarding step. This tells the system to collect expiry information when onboardees upload their documents. When this option is switched on for the onboarding template, the onboardee must enter an expiry date into this field to complete onboarding.
The template also defines how many files can be uploaded (MaxUploads) and whether the upload requires approval before being marked compliant. In most cases, if you are prompting for an expiry date, manual 'human in the loop' approval via the Approve compliance actions should be switched ON.
The Onboardee Experience
When an onboardee uploads a file to a step with expiry tracking enabled, they see the standard upload table with an additional Expiry Date column. The date picker uses the Australian dd/MM/yyyy format and is clearable.
If the onboardee selects an expiry date in the past or an upcoming expiry date, they will be warned appropriately.
Admin Verification
Admins review uploaded documents through the Crew Compliance screen. Each compliance record displays its associated file uploads, including their expiry dates and approval status. Admins can:
Approve individual file uploads
Reject uploads with a reason (triggering an email notification to the onboardee)
View historic compliance records
Before approving the overall compliance onboarding step, all individual file uploads must be verified and approved.
Expiry Tracker Screen
WorkZerk has a powerful, integrated Expiry Tracker screen where admins can view all upcoming file upload expiries.
This screen features a combination of filters for admins to quickly identify what action should be taken in terms of notifying onboardees of expiring file uploads.
Not only does WorkZerk show exactly which onboardees have upcoming file upload expiry dates, it also keeps track of when they have been prompted with an email reminder. This allows you to decide how often the onboardee should be contacted and reminded, depending on your policies and the urgency of the situation.
General Filters
FileName
Onboardee Name
File Upload Category
Expiry Date Status Filters
Ignore Expiry Dates
In Less Than 3 Days
In Less Than 7 Days
In Less Than 14 Days
In Less than 30 Days
Last Prompted Date Status Filters
Ignore Last Prompted
Not Prompted
More Than 3 Days Ago
More Than 7 Days Ago
More Than 14 Days Ago
More Than 30 Days Ago
Combining Filters
The real power of the WorkZerk Expiry Tracker is that filters can be combined, so you can filter for all expiring/expired file uploads 'Not Prompted' with 'In Less Than 14 Days'. You can then simply click on Prompt All and WorkZerk will create a batch email to each individual onboardee prompting them to return to the onboarding portal to refresh the file upload which is expiring.
Prompted Email Tracking
Within the Expiry Tracker screen you can open the Email Tracking for that onboardee to see exactly what the status of the previous prompt was. For example, did the onboardee receive the email, and was the email opened? This gives admins a 360 degree picture of the compliance status.
Admins can either send an individual file upload expiring prompt reminder (to upload a new version of the file) to one onboardee, or use the Prompt All feature combined with the filters (according to your own specific policies in this regard).
Uploaded File Viewing
From within the Expiry Tracker screen you can instantly view the previously uploaded file, just to check and confirm that the document has indeed expired (where that file has not been previously deleted).
Types of Expiring File Uploads
Here is a summary of the types of file uploads that can be monitored for file expiry dates within WorkZerk, broken down by industry. Of course, WorkZerk will support any file upload in any industry, these are just examples:
Construction & Trades
White Card (General Construction Induction)
High Risk Work Licences (crane, forklift, scaffolding, rigging)
Electrical licences
Working at Heights certification
Confined Space Entry certification
First Aid / CPR certificates
Healthcare & Aged Care
AHPRA registration (nurses, doctors, allied health)
Police checks / Working with Vulnerable People checks
NDIS Worker Screening clearance
Vaccinations and immunisation records
Manual Handling certification
Infection Control training
Events & Hospitality
Responsible Service of Alcohol (RSA)
Responsible Conduct of Gambling (RCG)
Food Safety Supervisor certification
Security licences
Traffic Control (TC) tickets
Education & Childcare
Working with Children Check (WWCC)
Teacher registration (state-based)
First Aid / Anaphylaxis / Asthma training
Child Protection training
Transport & Logistics
Driver's licence (various classes)
Dangerous Goods licence
Fatigue Management certification
Chain of Responsibility training
General / Cross-Industry
Professional indemnity insurance
Public liability insurance
Workers compensation certificates
ABN verification
Trade qualifications and apprenticeship completions
