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Reviewing and approving submitted training documents (SFP 5.1)

Set up approvers and approve or reject certificates staff upload for training, from the tablet or by email.

For: Admins and Managers

Note: Training Management is part of the Training Management Module. It's included in some plans and available as an add-on on others. To activate it, contact your Customer Success Manager or [email protected].

When a staff member uploads a certificate as proof for a training Requirement, from their training record on the tablet or through an emailed training link, it comes to the same place for you to check: Resources > Resource Approval.

Set up who can approve documents

  1. Log in to the Admin Console

  2. Go to My Business

  3. Click the Settings tab

  4. Scroll down to Document approval settings

  5. Click Select users who approve documents and choose one or more Users

  6. Set the Minimum number of approvals needed. To avoid a backlog, we recommend 1

  7. Click Save

Note: If no approvers are set up, uploads are approved automatically. Nobody is held up, but nothing gets checked. See Review and approve submitted documents for this setting outside Training.

How a document reaches the approval queue

  • A staff member completes an Upload – Certificate, Ticket or Licence Proof Activity from their training record on the tablet

  • A staff member without a login uploads a document through their emailed training link

Either way, the Activity shows as Pending approval on their training record until someone approves or rejects it.

Review a submitted training document

  1. Go to Resources in the Admin Console

  2. Open the Resource Approval tab

  3. Click the pending document to open it

  4. Check the details, such as the name, expiry date, issue date and assignment, and correct anything that's wrong

  5. Click Approve to accept it, or Reject to decline it

If AI auto-population is on for your account, Safe Food Pro reads the document and fills in these details for you to check.

Note: When you reject a document, you're asked for a reason (up to 200 characters). It's shown to the staff member so they know what to fix.

What happens after you decide

  • Approve: the document moves into your Resource Library, and the training Activity (and the Requirement, if nothing else is left) updates to Completed straight away.

  • Reject: the Activity shows as rejected on their training record with your reason. They can upload a new document without starting again.

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