Docs field manual
Upload a certificate or record
Add a fire, gas or insurance certificate or another document to the practice file, with its dates, and sign it in your own name.
Anyone on the team can do this when a new certificate or report arrives.
What you'll need
The document as a photo, PDF or Word file, no bigger than 20 MB.
Steps
- Open Certificates and records.
- Press Upload.
- Under What is this?, choose the closest topic, such as Fire safety.
- Under File, choose your file. On a phone you can take a photo instead.
- Check the Title. It starts as the name of the file, so make it clear, such as Gas safety certificate 2026.
- Enter the Date on the document.
- If the document runs out, enter Expires on, if it does.
- Press File and sign. You will see Filed and signed, and the document appears in the list.
If something goes wrong
- File and sign is greyed out. The Still needed: line tells you what is missing.
- The date on the document can't be in the future. Check the date you typed.
- The expiry date can't be before the date on the document. Check both dates.
- It is a training certificate. Choose Staff and team, then press Add it in Team so it counts towards someone's training.
- You chose Other. Tick at least one quality statement in the list that appears. If you aren't sure which, ask your practice manager.
- Upload failed. Any files not yet filed stay selected, so press File and sign again.
- You have read-only access to this branch. Inspector accounts can't upload.