Upload a file and set an expiry date on a personnel record

Attach certificates, qualifications, and other documents to a personnel record and set an expiry date so the system tracks when they need renewing. Managers and Admins can add, edit, and remove file attachments.

Before you start

You need the Manager or Admin role for the Personnel module. If you do not see the upload option, ask your site administrator to update your role in Settings > User Management. The Personnel module must also be included in your organization’s subscription.

Upload files

1. Go to People and filter the list to Personnel Records, or open the person record directly.

2. Scroll to the File Attachments section.

3. Click Upload Files.

4. Select or drop all the files you want to attach. You can select several files in one operation, and choosing more files adds them to your selection instead of replacing it.

5. Click Upload Files again to start uploading. The button shows Uploading Files while the files are saved.

Files upload one at a time. If a file fails, the files that already saved stay attached and the failed file remains ready to retry: the button shows Retry Failed Files. Retrying reuses the files that uploaded successfully and does not create duplicate attachments. Each file that uploads successfully appears in the attachment list.

Set an expiry date

1. In the File Attachments list, click the file you just uploaded to open its edit options.

2. Find the Expiry Date field and select the date the certificate or document expires.

3. Optionally set Required for compliance if the file is mandatory for your compliance records.

4. Click Save Changes.

The expiry date is saved against the attachment and tracked in the system. If an expiry date passes, the file is shown as expired so you know it needs renewing.

Edit or remove an attachment

You can update the expiry date or compliance settings at any time by opening the file in the attachment list and clicking Save Changes. To remove an attachment, delete it from the File Attachments section. Removing an attachment does not delete the file from other records if it is also linked elsewhere.

Attach files to a personnel block

Supported personnel blocks—such as DBS Certificate, Employment Details, and Working at Height—include a File Attachments section. You can upload files when you create or edit the block. Block-level files appear in the personnel record’s File Attachments list and inherit the block’s scan visibility. Files you stage while creating a block stay selected when you choose further files, so you can build up the full set before you save.

Training-sourced personnel blocks

Some Calm and external courses can grant a certificate-like personnel block when training is completed. Those blocks can show a Sourced From Training section with the source course, effective provider when available, and completion date. Eligible certificate PDFs from the training result can appear on the granted block. See Grant a personnel record from completed training.

Related topics

• What is the Personnel module? — What personnel records include and how to create one.

• Personnel roles and access — Who can view, edit, and manage personnel records and file attachments.

• Manage training courses and results — Add manual training results and link courses to personnel.

• Track training certificate expiry — Course validity and certificate expiry monitoring.