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Candidate Documents and External Links

The Documents tab on a candidate's profile holds everything you need to keep on file for that candidate: certificates, forms, contracts, ID and right-to-work evidence, and so on.

Each item is either:

  • A document: a file (PDF or image) uploaded to Skillo.
  • An external link: a link to a document stored somewhere else, such as a shared drive or a document management system. Skillo stores the link, not the file.

Both kinds sit side by side in the same list, are grouped by document type, and support expiry dates.

To open the Documents tab, go to the Candidates Page, open the candidate's profile and select the Documents tab.

Document types​

Every document and every external link must have a document type (for example DBS check, Proof of right to work in the UK or CV). The type is mandatory: you cannot save a new document or external link without one.

The type is what Skillo uses to organise the candidate's documents. All documents of the same type belong to the same group on the profile. Some types are also used for registration checks, if your company has selected them as required.

Uploading a document​

  1. On the Documents tab, click upload documents.
  2. Select one or more files, or drag them into the upload area.
  3. For each file, complete the details:
    • Document Name: the name shown in the list.
    • Document Type (required): choose the type from the list.
    • Document Expiry Date (optional): the date the document expires, if it has one.
    • Document Description (optional): any notes about the document.
  4. Click save.

Things to know:

  • Files can be up to 50 MB.
  • Use PDF or image files (such as JPEG or PNG).
  • Uploaded files open in a preview when you click them.

Linking an external document​

Use an external link when the document is already stored elsewhere and you do not want to upload a copy to Skillo.

  1. On the Documents tab, click link external document.
  2. Complete the details:
    • External document name: the name shown in the list.
    • External document link: the web address (URL) of the document.
    • Document type (required): choose the type from the list.
    • Document expiry date (optional).
    • Document description (optional).
  3. Click save.

Things to know:

  • The link opens in a new browser tab when you click it.
  • Skillo does not check or copy the content behind the link. The link must open for the people who need to see the document, so make sure its sharing permissions allow this.
  • If the external document is moved, renamed or deleted, the link will stop working. Update the link by selecting edit on the item.
  • Deleting an external link removes it from the candidate's profile only. The document itself is not deleted from the external location.

Viewing and managing documents​

Documents on the profile are grouped under a heading for each document type. Groups are listed alphabetically by type.

  • Group heading: shows the document type and an expiry pill. The date is the latest expiry date among the documents in that group. The group only shows as expired once that latest-expiring document has passed its expiry date.
  • Expiry pills: a red pill means the group has expired, an amber pill means it will expire soon, and a grey pill means it is still valid.
  • Documents without a type: documents uploaded before document types became mandatory may have no type. These are listed last, without a heading. Edit them and choose a type so they are grouped with the rest.

For each document you can:

  • Click the name to open the document or external link.
  • Edit to change its name, type, expiry date, description or (for external links) the link itself. Changing the type moves the document into the group for its new type.
  • Delete to remove it from the candidate's profile.

Several documents of the same type​

A type can have more than one document, for example two CVs or a renewed certificate uploaded next to the old one. Each document is shown in the group, and the group's expiry date is taken from the document that expires last. This means that uploading a renewal is enough to keep the group valid. Once the renewal is uploaded, the group will not show as expired while the newer document is still valid.

If you no longer need an out-of-date document, delete it so it does not clutter the group.

Expiry dates and notifications​

Expiry dates are optional. Add one wherever a document expires, so Skillo can:

  • show the expiry state on the profile,
  • send you expiry notifications before a document expires and when it has expired,
  • check the expiry of right-to-work and medical assessment documents during planning (see below).

Skillo works out whether a document is valid, about to expire or expired using the expiry alert thresholds set for your company.

Required documents and registration​

Your company can choose which document types are required for a candidate's registration under Settings > Compliance > Candidate registration required documents.

For each required type, Skillo looks at the candidate's documents of that type:

  • Missing: if the candidate has no document of a required type, the candidate is not registration compliant.
  • Expired: if the latest expiry of a required type has passed, the candidate is not registration compliant.
  • About to expire: if the required type will expire soon, the candidate is compliant but flagged for review.

Right-to-work and medical assessment checks during planning also use the expiry date of the relevant document type.

Document types that are not selected as required do not affect registration.