Skip to content
iShapps
Start free trial

iShapps · HR and compliance

Certifications and compliance

Set which certifications workers need, review what they upload, and let iShapps pause and resume workers as certifications expire and are renewed.

  • HR / admin presses a button
  • iShapps does it automatically
  • Worker in the mobile app
  1. Required
    Step 1 · You set the list
    Uploads
  2. Uploaded
    Step 2 · Worker in the app
    ApproveRe-checks worker
  3. Approved
    Step 3 · Counts everywhere
    14 days left
  4. Expiring
    Step 4 · 14-day reminder
    Expiry date
  5. Expired
    Step 5 · Paused
  6. Worker uploads the renewal · HR approves · back to work automaticallyExpired → back to Uploaded
General documents hold the whole account
A missing, rejected or expired general document (police check, ID…) puts the worker On hold: no shifts at all until it's fixed.
Profession documents pause one profession
A missing APHRA registration pauses Nursing shifts only. The worker keeps working in their other professions.
0

Required

HR · Certifications

  • General certifications apply to every worker.
  • Profession certifications apply to workers in that profession; set them on the profession's Required certifications tab.
  • A profession document only counts when it's active, mandatory and mapped to the profession.
1

Uploaded

Worker · mobile app

  • Workers upload from the app. Anything outstanding is listed under Documents → Missing.
  • One copy counts for every profession that needs it.
  • HR can upload on a worker's behalf; it's approved straight away.
2

Approved

HR · review

  • Approve or reject each upload. A rejection tells the worker why, and they upload again.
  • Each decision re-checks the worker's account and professions straight away.
3

Expiring & expired

Fully automatic

  • Checked every day at 9am and whenever a document changes.
  • Workers are reminded 14 days before a document expires.
  • On expiry, the account goes On hold (general document) or the profession is paused (profession document), and the worker is told what to renew.
  • Mondays: a reminder to anyone still paused.
  • Each morning you get a digest of upcoming shifts whose worker has a document problem.
Worker

Uploads and renews documents in the app

HR / admin

Sets requirements · approves or rejects · uploads or extends on their behalf

iShapps, automatically

Checks daily at 9am and on every change · reminds 14 days ahead · puts accounts on hold and pauses professions · restores them once fixed

How to

Set the certifications a profession needs

WorkforceProfessionsprofessionRequired certifications

  1. 1Add each document the profession needs and mark it mandatory.
  2. 2Create new ones under Workforce → Documents → Certifications first if they don't exist yet.
  3. 3Workers already in the profession see the new requirement under Missing; nobody is locked out of the app.

Review uploads

WorkforceWorkersCertifications to review

  1. 1Open a worker and their Certifications tab.
  2. 2Preview each upload, then Approve or Reject with a reason.

Upload or extend on a worker's behalf

WorkforceWorkersworkerCertifications

  1. 1Press the upload icon next to a missing document, or Re-upload on an existing one. Choose the file (PDF, Word, JPG or PNG, up to 5 MB) and the expiry date.
  2. 2To give a short grace period without a new file, use Extend expiry date. The new date must be later than today and the current one.

Chase a worker

WorkforceWorkersworker⋮ Tools

  1. 1Remind about missing certifications sends a push, inbox message and email listing what's missing, rejected, expired or expiring.
  2. 2Re-check compliance now applies a change straight away instead of at 9am.

If something goes wrong

A worker uploaded a document but is still On hold

It has to be approved, and in date. Approve it on their Certifications tab; they return to Active automatically.

"The file is larger than 5 MB"

Choose a smaller file, or a photo instead of a scan. Images are compressed automatically before upload.

"This file type isn't accepted"

Upload a PDF, Word document, JPG or PNG.

I added a required document and many workers paused

That's expected: everyone in the profession now needs it. They see it under Missing in the app; use Remind about missing certifications to chase individuals.

Related guides

Onboarding a worker

Every stage of a worker's account, from qualifying an applicant to their first shift, who acts at each one, and where iShapps acts on its own.

Creating a shift

Book a shift, choose who hears about it, and follow it from accepted to approved, including what iShapps does on its own along the way.

Last checked against iShapps on 2026-10-31.