Document Collection
In this article, Assessments can be set up to require documentation be submitted at the time of booking, allowing trainers to collect and vet important documents before the course begins. Candidates can easily upload and track the status of their submitted documents from their course enrolment and trainers can quickly build the requirements for the assessment and manage submitted documentation from an easy to use dashboard. See below for help getting started with course documents.
In this article
Submit documents when booking
Resubmitting rejected documents
Manage Assessment Documentation
Manage Document Approvers
Review submitted documents
Submit documents when booking
This section will guide you through how to submit documents when booking courses and training.
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When booking a course, you may be required to upload documentation. You will be presented with this screen, asking for documents for yourself or any candidates you're booking onto the course. If the message is red, at the top of the page it will show you which documents are still required.
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To view the details of a requirement and upload your document, click onto the requirement to expand it. Further information can be found here:
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Once expanded you can see any guidance information the trainer has left for you along with any supporting documents you need to view to assist you with this requirement.
Once you're ready to upload your document, simply click on the upload box and navigate to your document, or drag your document into the box to upload it. A 'red cross' will indicate what needs uploading.
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Once your document is uploaded you'll see that the status of the requirement changes to a tick. Continue uploading any further requirements. If you see a red message at the top of your screen, this indicates which requirements remain incomplete.
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Once you have uploaded all requirements, you can continue with your course booking. Confirmation will then be emailed to you as normal.
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Resubmitting rejected documents
This section will guide you through how to resubmit missing or previously rejected documents.
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Once logged into 'Passport', any rejected documentation will show on your dashboard. Click 'Resolve' and you will see the trainer's feedback, and this will allow you to upload a new document if necessary.
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When this has been uploaded click 'Resubmit' and then the action item should disappear from your dashboard.
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It is important at this stage to ensure that the 'correct' documentation is uploaded to avoid any further delay with the booking process.
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If you don't have the required documentation you may remove yourself from the course by toggling on 'Remove candidate from course'.
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Click 'Save' when you're done to return to your profile.
Manage assessment documentation
This section will guide you through how you can manage the collection of documentation.
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When creating or editing an assessment, you can enable and manage the collection of documents. Navigate to 'Training' and then 'Assessments' on the navigation panel and select the assessment you wish to edit.
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Select the 'Required Documentation' tab at the top of the edit assessment screen, and toggle the option on to begin.
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This assessment is now set to require documentation. To add your first requirement, click 'Add new requirement'.
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Your first documentation requirement will then appear, you can click the bin icon to remove it or click the pencil icon to start editing this requirement.
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Once you select to edit this requirement, the page will expand to show you all the options and fields available to you.
The first field allows you to update the documentation name - this is the title of the document the candidate will be asked to upload during the booking process.
The second field 'Linked Assessment' allows you to select an assessment which will be applied to the candidate's Passport profile once this documentation has been approved. Leave this blank if you do not wish to link an assessment to this document requirement.
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The third field is your guidance to the candidate booking the assessment. They will be shown this guidance text when asked to upload the document.
You can also upload a supporting document with guidance or any other information for the candidate relating to this document requirement.
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Finally, you can set the validity settings of this document. By default, the document is set to not expire so leaving this section blank will keep that setting. You can select the toggle on the left if 'Candidates can set validity'. This will allow them to manually enter the validity period of the document when uploading which can be approved by a trainer later. You may instead set a fixed validity period for this document on the right-hand-side.
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When you are finished editing this document requirement, you can collapse the settings by clicking 'Close' and add another document requirement by clicking 'Add a new requirement'.
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Manage document approvers
This section will guide you through the various personnel who can approve documentation.
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You may choose who can approve the documentation candidates upload against your requirements at the bottom of the 'Required Documentation' tab when editing an assessment.
If you wish to automatically set all documents to be approved you can toggle the option on here:
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If the documents will require review and approval, you can select one of the following options. 'All assessors' will allow any assessor who has access to and can manage the assessment to view, approve or reject the documentation uploaded by the candidates.
'Individual users' will allow you to search for specific trainers to grant them the permissions to view, approve or reject the documentation.
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Review submitted documents
This section will guide you through how to review and manage submitted documents
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As a trainer with document assessor permissions for an assessment, you can review and manage documents submitted by candidates.
From your Passport Dashboard, scroll down to 'documentation to review' and select the 'manage' tab.
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Here you can see a list of candidates who have documents for review. You can see the course name and the documents that are uploaded.
To see the documents, an auto 'preview' will appear. You can then navigate to specific documents if there are multiple by clicking 'Go to document' and selecting the one you wish to preview.
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You can download all the documents by clicking 'Download all' at the bottom of the preview panel to view them in full.
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Further down, you can see a list of the documents for 'approval'. Select a document to expand it. You can see the status of the document, 'Requires review' means the document is pending your approval or rejection.
You can download a copy of the document by clicking 'Download document'.
Once you've reviewed the document, you can approve or reject. You can click 'Save' at any time if you need to come back later to finish reviewing the documents.
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Approving a document will send the candidate a confirmation email. All documents should be reviewed and approved before the course takes place.
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Rejecting a document will require you to provide feedback for the candidate, an email will be sent to the candidate containing your feedback for them. You also have the option to 'undo' a decision if necessary.
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Rejecting a document also gives you the option to remove the candidate from the course. They will then need to book onto the course again with corrected documentation.
Once finished, click 'Save' to return to your Dashboard.
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