For: Admins and Managers
The Upload files task completion type lets you request documents or photos from your team as part of a task. When a team member completes the task, their uploaded files are saved to the Resource Library and assigned to their user profile — so you always know who submitted what and can find it quickly when you need it.
Common use cases include collecting driver's licences, trade certificates, induction records, and other compliance documents.
Step 1 — Set up the task details
Log in to the Admin Console
Click Tasks in the left-hand navigation
Click Create new task in the top-right corner
Fill in the task details, including:
Task name — this will also become the name of the resource in the Resource Library and on each user's profile, so make it descriptive (e.g. "Upload your driver's licence")
Task type — choose Training if each person needs to submit their own individual document. Any other task type creates a single shared task across all assignees
Priority and tags as needed
Assigned to — select individual team members or a user group
Click Next
Training tasks vs other task types: When the task type is set to Training, a separate task instance is created for each assignee. This means five people assigned to the task will each have their own individual task to complete. For all other task types, one task is shared across all assignees.
Step 2 — Set a schedule
Set a due date and due time — the task will appear on each assignee's To-Do List once it is due
Configure any notification settings if needed
Click Next
Step 3 — Configure the file upload
On the Files & Forms tab, under Task completion, select Upload files.
Two sections will appear:
Completion rules
Toggle on Files must be uploaded to require at least one file to be submitted before the task can be marked as complete.
File handling
Toggle on Save to resource library to automatically save uploaded files to the Resource Library when the task is completed. If left off, files will only be attached to the task itself and will not appear in the Resource Library or on user profiles.
If save to resource library is enabled, click Save uploads to to choose the destination folder. A folder picker will open — select an existing folder or create a new one. The selected folder path will be shown once confirmed.
Click Create task. The task will appear in the Task List and assigned team members will be notified.
Where uploaded files are saved
Once a team member submits their files, (and once approved, if document approvals are set up) they can be viewed in two places:
Resource Library — files appear inside the folder you selected during setup
User profile — by default, the document will be assigned to the peron who uploaded the file. Click on their user profile > Certs and Docs tab in Teams & Users.
If document approvals are set up, each document can be customised prior to approving to change the location (folder), assignee, reosurce name and details (like issue/expiry dates).
Once the file is uploaded, go to Resources > Resource Approvals. Click on the incoming document, click the pencil icon and customise the details before approving.
Note: Resources uploaded through a task inherit the name of the task. E.g. if the task name is "upload your driver's license", this will be the resource name.
Turn on AI autofill to get around this. My Business > Settings > Document Approval Settings
Files uploaded will instead take on the name the system deems best. As always with AI, double-check before saving.