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].
Whenever someone submits a document as proof for a training requirement — whether they uploaded it from a Training activity on the mobile app, or submitted it through an External Portal request — it lands in the same place for you to review: Resources > Resource Approval.
Setting up who can approve documents
Before any of this works, you need at least one approver configured.
Log in to the Admin Console.
Go to My Business in the left-hand navigation.
Click the Settings tab.
Scroll down to Document approval settings.
Click Select users who approve documents and choose one or more existing users to act as approvers.
Set the Minimum number of approvals needed — this determines how many approvers must sign off before a document is accepted. (to avoid a large backlog, assign 1 approval)
Click Save.
Note: if no approvers are configured at all, uploads are auto-approved as-is — nobody is blocked from completing their training, but nothing gets a human check. See Review and approve submitted documents for more detail on this setting outside of a Training context.
How a document ends up in the approval queue
Both of these paths lead to the same place:
A person completes an Upload Certificate, Ticket, or Licence Proof activity from the Training page on the mobile app.
A person without a login submits a document through their External Portal training link.
Either way, the activity shows as Pending Approval on their training record until a decision is made — it's not treated as complete yet.
Reviewing a submission
Go to Resources in the Admin Console.
Open the Resource Approval tab.
Click on a pending document to open it.
If AI auto-population is enabled for your account, Site App Pro automatically scans the document and attempts to fill in fields like the name, expiry date, issue date, and assignment for you — you just need to check these are correct rather than enter them from scratch.
Review and correct any of these fields as needed.
Click Approve to accept the document, or Reject to decline it.
Note: if you reject a document, you'll be asked to explain why in up to 200 characters. This reason is sent back to the person so they know what to fix.
What happens after you decide
Approve — the document moves into your Resource Library, and the matching training activity (and the requirement, if this was the only thing left to do) updates to Completed straight away.
Reject — the activity shows as rejected on the person's training record, along with your reason. They can upload a new document and resubmit without needing to start over.