Upload a medical certificate

To allow employees to upload supporting documentation for a leave application, it must be enabled for the relevant leave entitlements. This is easy to do and can be applied to any leave type for which you would like to collect documentation.
 

To enable supporting documentation:

1. From the main menu, navigate to Payroll Settings > Leave Rules.

2. Select the edit icon to update the relevant leave type.

   

3. In the Employee Leave Application Settings section, you can customise the following options:
   • Allow file upload. 
     • This will turn on the supporting documentation option for the leave entitlement.
   • The number of leave days required for file upload is to be specified.
     • With this setting Off, the file upload will be available but not mandatory.
     • You can optionally choose for the file upload to be always mandatory, or
     • You can specify the number of days of leave when the upload does become mandatory.
       For example, your business may only require a doctor's certificate for sick leave of 3 days or more.
       
         Hot tip: Once enabled, this setting is applied per leave application. So, if an employee submits multiple leave applications for the same pay period, each application is treated separately.
   • File upload is mandatory if leave falls on a specific day. 
     • This can be used if you need a medical certificate if the leave day falls on a specific day. For example, your business may only require a doctor's certificate for sick leave on Mondays, Fridays or weekends.
4. To save your changes, select Save. 

When employees submit their leave applications and select a leave type with file upload enabled, the option to upload a document will be available (under the 'Reasons for Leave' section).

• If the file upload is mandatory, the button to proceed will be greyed out until a document has been supplied. 
• Employees can delete and read the supporting document if they make an error. They can also select the +Add Another button to add multiple documents.
• Employees can review their supporting documentation by opening any approved leave applications in the leave history.

The image below is an example of what this will look like for an employee. 

  For further information on how employees can submit leave applications and documentation, refer to the employee article here. 

If an employee provides a medical certificate upon returning to work or sends it to an administrator separately, there are 3 places where you can store the documentation. 

• From the Time Off page
• On the leave application or shift
• In the Employee profile

  Hot tip: If you are submitting the leave application on behalf of the employee, you can upload the medical certificate as part of this process. You can read more about submitting a leave application on behalf of an employee here. 
 

Adding and editing medical certificates from Time Off

In certain cases, an employee might apply for leave before providing a medical certificate or upload the incorrect document.

When this happens, your admins can correct the issue directly on the Time Off page during leave application reviews. They can delete the existing document or upload a new medical certificate to an application. 

This can be done to any application that is in a Pending, Approved, or Paid status.

To upload to Time Off:

1. From the Time Off page, in table view, locate the relevant leave application.
2. Select the file icon (grey or blue). 
   
     Hot tip: You can add a document even if there isn't a current file attached. 
3. Apply your updates:
   • To view - Select the image hyperlink.
   • To add - Either select Browse or drag and drop the new document. 
   • To delete - Select the bin icon. Once deleted, the document cannot be restored and will need to be added again.

Upload a medical certificate with the leave application

If you are submitting leave on behalf of an employee, you can upload the medical certificate at the same time as part of the process. Once uploaded, employees will also be able to view the documentation from their leave history in the Employee app.

There are 3 places where this can be done from:

• Time Off - You can submit a leave request on their behalf and upload the certificate during the Details step. 

  

• Approve Shifts - You can add leave and upload a medical certificate when approving an individual shift. 

  
   

 Upload a medical certificate for paid leave

Once a leave application has been fully or partially paid, you can upload a medical certificate from the Employee's Profile. This uploaded document can be accessed and reviewed both from the employee profile and the Time Off menu, linked to the specific leave request.

Employees can also view their documentation through their leave history in the employee app.

To do so:

1. Navigate to your employee's profile by searching for their name or via People > Approved People.
2. In the employee's profile, select the Employee Card > then select Leave History.
3. Locate the date for the medical certificate, select the upload icon and upload the file.

Upload a medical certificate to the employee's HR records

Typically, casuals do not submit leave requests, as they are not eligible for personal leave. As such, when casual employees need to submit a medical certificate, an admin can upload the document directly to their profile. 

  Please note: Employees will not be able to view the documents you upload here; only admins with the necessary permissions will be able to.
 

To upload to Employee Records:

1. Navigate to your employee's profile by searching for their name or via People > Approved People.
2. In the employee's profile, select the Employee Records icon > then the Employee Records tab.
3. Select the 'Other' record type, add the details, upload the medical certificate, and Save.

Once your employees have submitted their leave requests along with their supporting certificates using the app, you can conveniently review and manage all submissions directly from the Time Off page.

This simple process makes it easier to keep an eye on employee requests and get them approved on time.
 

To view employees' medical certificates: 

1. Navigate to Time & attendance > Time Off.
2. In your pending leave requests, you'll see the application, including any files (e.g. medical certificates) that have been uploaded.

3. Select the file icon to view the file.

   

4. Medical Certificates can also be accessed from the calendar view by selecting the leave application.