# Site Records

Source: https://docs.astalty.com.au/guide/site-records

> Track compliance documents against a site, such as fire safety certificates and insurance, with expiry dates.

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

## Overview

Site Records store structured compliance information. A Record has a type and can have a name, issue date, reference number, expiry date, and attached Documents. Expiry and Document requirements come from its Record Type.

Astalty presents these statuses:

- **Current** is a stored, unarchived Record that is not expired.
- **Expired** is a stored Record whose expiry date has passed and whose type tracks expiry.
- **Archived** is a stored Record that a user archived.
- **Missing** means a required Record Type has not yet been added to this Site.

> **Stay Ahead of Expiries**
>
> Set up [Site Record Notifications](https://docs.astalty.com.au/guide/notifications/site-record-notifications) for configured reminders before or after a Record expires.

## Site Record Types

Manage Record Types in [**Settings > Sites**](https://app.astalty.com.au/settings/sites). A type controls expiry dates, required status, required Documents, and Support Worker visibility. See [Sites Settings](https://docs.astalty.com.au/guide/sites-settings#archiving-a-record-type) for creating, editing, and archiving Record Types - an archived type stops being offered for new Records but leaves existing ones in place.

### Viewing Records

Open the Site and select **Records**. **Missing Records** lists required types that have no Record. **Records** lists stored Records with **Status**, **Record**, and **Expiry Date** columns.

![A Site's Records tab, highlighted in the Site menu, showing the Missing Records list of required record types, each with an Add Record link, and the Records section heading highlighted below it.](https://docs.astalty.com.au/assets/site-records.png)

## Creating a Record

Select **Add Record**, choose a **Record Type**, then complete the available fields:

- **Name** is optional.
- **Issue Date** is optional.
- **Expiry Date** appears only when the type has expiry enabled.
- **Reference Number** is optional.
- **Documents** appears when the type requires Documents. Upload files or select existing Site Documents.

Select **Create Record**. A type that requires Documents cannot be saved without at least one.

![A Site's Records tab with the Add Record links beside each Missing Records type highlighted, and the Add Record button on the Records list highlighted above its Status, Record and Expiry Date columns.](https://docs.astalty.com.au/assets/addingsiterecords.png)

## Editing a Record

Open the Record and select **Actions > Edit**. You can change its name, dates, reference number, and Documents. The Record Type cannot be changed. A Record whose type requires Documents must retain at least one Document.

Deleting a Record removes the Record and detaches its Documents. A Document used elsewhere is preserved. An unowned Document may also be deleted, so review Document use before confirming.

## Archiving a Record

Open **Actions > Edit**, then select **Archive**. Archiving also archives Documents that were active and attached at that time. Find the Record with the archived Status filter and select **Unarchive** to restore the Record and those Documents. Archiving is reversible; deletion is not.

## Emailing a Record

Open a Record with attached Documents and select **Actions > Send**. In **Send Documents**, enter at least one recipient, a title and message, choose at least one attached Document, then select **Send**.

![A Site Record with one attached document and the Actions button highlighted, its menu open with an arrow pointing to Send above Email History.](https://docs.astalty.com.au/assets/siterecordsemail.png)

### Viewing Email History

Open the Record and select **Actions > Email History** to see its previous sends.

## Records on Mobile

A Support Worker can retrieve a Record only when its type is **Visible to Support Workers** and the worker has at least one assigned shift for that Site. This rule is not limited to an active shift or its time window.

The Site screen shows the Record Type and optional Record name. A row opens only when Documents are attached. Mobile does not show status, expiry, or email history and does not create, update, archive, delete, or email Records.