# Uploading User Records

Source: https://docs.astalty.com.au/guide/scheduling/support-worker-app/uploading-user-records

> Upload and manage required and optional records from the Support Worker app.

Scheduling add-on - This feature requires the Scheduling add-on, which is available on Astalty Premium. See How to enable Scheduling.

## Overview

The Astalty mobile app allows Support Workers to upload and manage required and optional Records from their device. This includes certifications, licences, and compliance Records.

Within the app, you can:

- View which Records are required, and which are optional
- Upload documents from your phone
- Track the status of your submissions
- Receive notifications when updates are needed (dependent on notification settings applied by admin users)

Keep Records current so your organisation can verify required qualifications and other documents.

## Uploading Your Records

**Open the Astalty App**

- Open the Astalty app on your device.

**Access Your Profile**

- Tap **Profile** in the bottom menu to open your profile.

**Go to Records**

- Select **Your Records**. The page shows every self-service Record Type available to you, with required types first and optional types after them.
- If any of your required Records need action, a red badge with the number of Record Types that need attention is displayed next to the option. Optional Records never count towards it, even if one you've uploaded is Expired or Declined.

![The Profile tab listing Profile, Your Records with a red 1 badge, Forms, Resources, Manage Availability and Sign Out.](https://docs.astalty.com.au/assets/support-worker-app-profile-menu.png)

**Start an Upload**

Each Record Type available to you is shown as a card with a status badge. Required Record Types are listed first.

- Tap the card for the Record you want to upload.
  - If the Record is **Missing** or **Optional** and you haven't uploaded one yet, the upload form opens straight away with that Record Type already selected.
  - If the Record already has an entry, a menu appears. Select **Create Record** to add a new one.
- Alternatively, select **+** in the top right and choose the Record Type. Required Record Types are listed first.

![The Your Records screen listing First Aid Certificate as Current and Verified, Working with Children Check as Declined with the reason Please attach a photo of your card, then optional Car Registration and Police Check as Current and Manual Handling as Pending Review.](https://docs.astalty.com.au/assets/user-records-app-list-declined.png)

**Complete the Upload Record Form**

- **Record Type** - set automatically when you start from a card, or select one. The rest of the form appears after a Record Type is chosen.
- **About this record** - if an Admin has added a description for the selected Record Type, it appears here explaining what the Record is and where to get it. Links open in a new tab.
- **Upload guidance** - if an Admin has added guidance for the selected Record Type, read the information callout before uploading.
- **Documents** - select **Add document** and choose how to supply your file:
  - Photo Library
  - Take Photo
  - Choose File
- **Name (optional)** - a label for the Record.
- **Expiry Date** - only shown for Record Types that expire.
- **Issue Date (optional)**
- **Reference (optional)**

![The Upload Record screen for Working with Children Check, with the About this record box highlighted, explaining the NSW clearance and linking to Service NSW, above the upload guidance and Documents.](https://docs.astalty.com.au/assets/user-records-app-about-this-record.png)

![The Upload Record form for a Police Check, with Record Type, Documents with Add document, Name, Expiry Date, Issue Date and Reference, above a warning that records cannot be edited once created.](https://docs.astalty.com.au/assets/user-records-app-upload-form.png)

**Submit the Record**

- Tap the tick in the top right to save. Your document will be attached to your User Records.

> **Records cannot be edited once created**
>
> Check your details before submitting. You cannot edit or delete a Record from the app afterwards.
> If something is wrong, ask an Admin to delete the Record so you can create a new one.

## Record Status & Notifications

After uploading, you can view the **status** of your Records within the **Your Records** section. The badge beside each Record Type reflects the overall status of that Record:

| Status             | What it means                                                              |
| ------------------ | -------------------------------------------------------------------------- |
| **Missing**        | No Record has been uploaded for this Record Type yet.                      |
| **Optional**       | This Record Type isn't required for you, and you haven't uploaded one yet. |
| **Pending Review** | The Record has been uploaded and is awaiting verification by an Admin.     |
| **Current**        | The Record has been accepted and is up to date.                            |
| **Declined**       | An Admin has reviewed the Record and rejected it.                          |
| **Expired**        | The Record has passed its expiry date and needs to be replaced.            |

Individual entries beneath each Record Type show their own status, along with the issue date, expiry date and reference where these have been recorded.

- Records awaiting verification display a **Pending Review** alert.

![The Your Records screen with Working with Children Check marked Pending Review and its entry marked Pending review, between First Aid Certificate and Car Registration marked Current.](https://docs.astalty.com.au/assets/user-records-app-pending-review.png)

- Once a Record is approved and up to date, the Record Type shows as **Current**, and the entry beneath it is marked **Verified**.

![The Your Records screen with Working with Children Check marked Current and its entry marked Verified, between First Aid Certificate and Car Registration, also Current.](https://docs.astalty.com.au/assets/user-records-app-current.png)

- If a Record is **Declined**, the reason supplied by the Admin is displayed beneath the entry (for example, *Reason: Invalid*). Upload a replacement Record to resolve it.

- Depending on the Record type, you may receive **notifications** on your device when a document needs to be updated.

![A phone lock screen with a highlighted Record Expiring notification that reads Your First Aid Certificate is expiring soon.](https://docs.astalty.com.au/assets/user-records-app-6.png)