Staff members do not have access to the Documents section. Certifications visible to Staff appear on their individual profile pages instead.
Tabs
Document Library
Browse documents
Go to Documents → Document Library. Use the search bar and category filter to narrow results. Categories include: Agreements, ID Documents, Regulatory, and Certifications.Upload a document
1
Click Upload Document
From the Document Library tab, click the Upload Document button.
2
Select category
Choose the document type so expiration alerts and audit filters apply correctly.
3
Add file and metadata
Upload the file and enter the issue date, expiration date, and any notes required.
Version history
Every document supports version tracking. When a new version is uploaded, prior versions are archived and remain accessible. See Document versioning.Permits
Permits track facility licences and regulatory authorisations.Add a permit
Managers and Administrators can click Add Permit on the Permits tab and enter:- Name and permit number
- Type (operating, fire safety, food service, etc.)
- Issue date and expiry date
- Issuing authority
Expiration alerts
Permits expiring within 30 days show a warning banner at the top of the Permits tab. Critical alerts also appear on the Dashboard alert feed.Permit lifecycle
Permits move through a defined set of statuses (draft → submitted → issued → suspended → revoked). See Permit lifecycle for the full state machine and change-of-information workflow.Staff Certifications
This tab shows credential records for all facility staff.- Certifications expiring within 60 days show an alert banner
- Each card shows staff name, certification type, issue/expiry dates, and status badge
- Click a card to view the full certificate details
Policies & Procedures
The Policies & Procedures tab is your facility’s policy vault for the six written policies required by HHSC 26 TAC §553. Each policy type has a dedicated card showing its current status.Add or update a policy
- Click Add (or Edit) on any policy card
- Enter the policy title and paste the document URL (a shareable link to the PDF in Supabase Storage, Google Drive, or similar)
- Add any internal notes and click Save
Mark a policy as reviewed
After your periodic policy review, click Mark Reviewed Today on the card. This records the review date and your user ID — the review history appears in the HHSC Digital Binder PDF.Compliance status badge
The header of the tab shows how many of the six required policies are on file (e.g. 4/6 on file). All six must be uploaded before a binder inspection. See Policies & Procedures for full details.HHSC Digital Binder
The HHSC Binder button (top-right of the Documents page) opens the full HHSC Digital Compliance Binder — an inspector-ready packet combining facility profile, policies, staff compliance, resident assessments, incidents, and financial records across eight tabs. See HHSC Digital Binder for the complete guide.Best practices
- Upload permit renewals as soon as you receive them so the expiration alert clears immediately
- Keep all six required policies on file and mark them reviewed annually
- Use consistent document categories so audits and surveys can be prepared quickly
- Review the Staff Certifications tab monthly to catch upcoming renewals before they lapse