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The Documents feature allows you to store and organise important files for your staff team, such as policies, procedures, and internal guidelines. These documents are only visible to staff and are managed from the Staff documents tab.
Access Your Documents
To get started, youâll need to open the Documents area in Famly:
Click the Home icon in your sidebar
Select Documents
In this section, you will see two tabs:
Staff documents â for internal documents shared with staff
Parent documents â for documents shared with parents
To add or manage internal documents, make sure you are in the Staff documents tab.
Add a Folder
Folders help you organise your staff documents into clear groups, making them easier to find later:
Click Add folder at the top
Enter a title for your folder
Click Add folder
Your folder will now appear in the overview.
Add a Document
Once youâre in the right tab, you can upload documents for your staff team:
Make sure you are in the Staff documents tab
Click Add document at the top
Enter the document title and an optional description
Click Choose file to upload your document (Word, Excel, or PDF)
The document will now appear in the overview.
Move a Document
If you need to reorganise your documents, you can move them between folders at any time:
Click the arrow symbol in the Actions column of your document
Select the folder where you want to move the document
Click Move file to confirm
Delete a Document
If a document is no longer needed, you can remove it from your overview:
Click the Bin icon in the Actions column
Confirm the deletion
Asking Staff to Acknowledge a Document
You can now ask staff to confirm they've read a document, such as a safeguarding policy or an updated staff handbook. When you turn on Require acknowledgement, staff get an in-app notification, and you get a timestamped record of who has and hasn't acknowledged it. To set this up:
Go to Home â Documents â Staff documents
Click Add document, or click Edit on an existing document
Toggle on Require acknowledgement
Click Save or Edit document
Staff will receive an in-app notification asking them to acknowledge the document.
Checking who has acknowledged a staff document
đ You'll need the View staff profiles and Manage staff document acknowledgements permissions to open the acknowledgement list
Each document's row shows how many people are still pending. Click the count to open the list, which shows:
Pending â hasn't acknowledged yet
Acknowledged â with the date and time it was done
Staff without these permissions can still see the document and acknowledge it, they just can't see who else has. You can toggle the requirement off and on again at any time without losing anything. Acknowledgements already given stay on record.
Who gets asked to acknowledge?
Everyone at the site gets asked to acknowledge. You can't narrow it down to a specific room or role. A staff member will appear on the list when all three of these are true:
They work at the site right now. Someone starting next month will appear on their first day, and someone leaving will drop off after their last day
They have a Famly login. An employee record on its own isn't enough
Their role gives them permission to open the document, specifically the List and download files permission for that site
Roles held at area or organisation level won't add someone to the list, even if they grant access to the document. This is intentional. An area manager overseeing multiple sites shouldn't show as pending on every policy at every site. The list only includes staff linked directly to that site, and Famly keeps it updated automatically so there's nothing for you to maintain.