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Worker screening and compliance documents, in one place

Track police checks, NDIS Worker Screening, WWCC, first aid and anything else you need on file. Request documents by link or text, see what's expired or expiring, send reminders and download a register for your audit.

Set up what you need on file

Every organisation's list is different, so you choose it. Add each item once — for example police check, NDIS Worker Screening, Working with Children Check, first aid, driver licence, vaccinations or a training module — and choose:

How it expires: every so many months or years, on a fixed date for everyone, or on the date printed on each person's document. Or no expiry, for one-off items such as a signed code of conduct.
Who it applies to: by role, by department, or specific people.

Ask for documents with a link

Open a person's profile, list the documents you need and send a secure upload link by email and/or text message. They don't need a login or an app — they open the link on their phone, upload each document and can leave a note (for example "my police check is still being processed").

You're notified when something arrives. Check the file, then Approve or Deny it. Links expire after 7 days unless you change the default.

See everyone's status at a glance

The Compliance page shows every item for every person it applies to, in tabs:

Tab	Shows
Pending review	Submitted and waiting for someone to check it
Expired	Past the expiry date
Expiring ≤30 days	Expires within the next 30 days
Valid	Complete and in date
Not submitted	Nothing on file yet

Filter by role or item, click a row to open that person's record, and download exactly what's on screen to Excel. Offboarded staff drop out of tracking automatically.

Record who sighted it and when

For each item you record the expiry date and the date the original was sighted, then mark it complete. Workforce Ignite adds who verified it and when — for example "Sighted 12/10/2026 · verified by Sam Lee on 13/10/2026".

Reminders in one click

Click Send reminder next to anyone who's expired, expiring or missing an item, and they're reminded by email and/or text. Or use Bulk reminders: choose who (everything expiring within a number of days, a role, a person or all staff), preview the list, then send. Every reminder is recorded against the item, so you can see who was reminded and when.

A register for your audit

Download a compliance register to help you prepare for audits, such as against the NDIS Practice Standards or aged care quality standards — for active staff, offboarded staff or both. It's an Excel workbook with:

a summary of valid, expiring, expired, missing and pending items,
the register itself: every item for every person, with status, expiry, date sighted, who verified it and when, and reminders sent,
documents and training uploaded, with their status and reviewer,
staff details such as position, employment type and site.

Send documents to read, sign or return

Send a contract, position description, policy, the Fair Work Information Statement or the Casual Employment Information Statement through one secure link. For each document choose read and acknowledge, sign online, download, sign and upload, or download only — and add upload requests (such as a police check) to the same link. You get a dated acknowledgement record or the signed PDF back, and can see which documents are still outstanding.

Practical tips: How to stop chasing police checks.

Workforce Ignite helps you keep and organise your records. It doesn't decide whether you meet a standard, and it can't guarantee an audit outcome.

What it costs

Compliance tracking is included in the normal Workforce Ignite price: $99 a month plus $5 per active staff member. Texts count towards the 500 text messages a month included with every account.

Questions

Does Workforce Ignite run police checks or worker screening for us? No. Your staff apply for their checks through the official channels as usual. Workforce Ignite keeps the result, the expiry date and who sighted it, and helps you chase what's missing.

Can staff upload documents from their phone? Yes. The upload link works on any phone or computer, with no login.

What file types are accepted? PDF, JPEG, PNG and HEIC. Files are checked when they're uploaded — a file must really be one of those types, not just named like one.

Are applicants included in the compliance register? No. The register covers staff only. Documents from applicants stay on their profile and are there when you hire them.

Does it replace our rostering or payroll system? No. Workforce Ignite works alongside your rostering and payroll system.

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