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Uploading Compliance Documents

Compliance documents (gas safety certificates, electrical reports, insurance certificates, etc.) are uploaded as submissions on compliance entries. This page explains how to upload new documents and add files to existing submissions.

What you can do

  • Upload new submissions - Add compliance documents to an entry
  • Add files to existing submissions - Include additional documents in a submission
  • Set expiry dates - Specify when documents expire during upload
  • Track upload history - See all submissions for an entry

Owner vs staff uploads

Property owners upload documents via the Property Portal. This guide covers the staff interface in CloudBars for uploading on behalf of owners or for agency-managed entries.

Accessing the entry management page

Before uploading documents, you need to access the compliance entry:

  1. Navigate to Cottages > Compliance
  2. Click on the cottage
  3. Click on the compliance entry you want to upload to
  4. You're now on the entry management page

Uploading a new submission

A submission is a set of documents uploaded together for a compliance entry. To upload a new submission:

  1. On the entry management page, click New Submission
  2. In the upload modal (the title confirms the cottage and compliance type), you'll see:
  3. File upload area - Drag and drop or click to select files
  4. Select or drag files to upload:
  5. Supported formats: PDF, images (JPEG, PNG), Word documents (DOCX, DOC), and ODT
  6. Maximum file size: 25MB per file
  7. Multiple files can be uploaded in one submission
  8. Choose whether to Mark as accepted:
  9. When checked, the submission is immediately accepted — this is the most common option when you've reviewed the document before uploading
  10. When unchecked, the submission is created with status Awaiting Review for another staff member to review
  11. Set the Expiry Date for the document's validity period
  12. Click Upload

Multiple files per submission

If you have multiple pages of a single certificate, upload them all in one submission. Don't create separate submissions for each page.

Expiry date can be adjusted later

The expiry date can be adjusted after upload via the settings cog on the submission card.

Adding files to an existing submission

Sometimes you need to add additional documents to a submission that's already been uploaded (for example, adding missing pages). To add files:

  1. On the entry management page, find the submission in the Active Submission section
  2. Click the Add Extra File(s) button at the bottom of the submission card
  3. In the add file modal, select or drag the files to upload
  4. Click Upload

The new files are added to the existing submission and appear alongside the original files.

When to add files vs create new submission

Add files to an existing submission if they're part of the same document (missing pages, additional supporting docs). Create a new submission if this is an updated document.

Review status preserved

Adding files to an already-accepted submission doesn't change its status. If you need the new files reviewed, create a new submission instead.

Understanding submission status after upload

The submission status depends on whether Mark as accepted was checked during upload:

  • Mark as accepted checked: Submission is Accepted and the entry becomes Compliant (if the expiry date is in the future)
  • Mark as accepted unchecked: Submission is Awaiting Review and must be reviewed by staff before the entry becomes compliant

The submission status can then change to:

  • Accepted - Document is acceptable
  • Rejected - Document is not acceptable (owner must upload a new submission)

Viewing uploaded files

After uploading, you can view the files:

  1. On the entry management page, the Active Submission section shows:
  2. All files in the submission
  3. Submission status badge
  4. Upload date
  5. Expiry date (if set)
  6. Click on any file card to preview or download the file
  7. Click the Review button to accept or reject the submission

Deleting a submission

If a submission was uploaded in error or is duplicate:

  1. On the entry management page, find the active submission
  2. Click the settings cog icon on the submission card
  3. Select Delete Files from the dropdown
  4. Confirm the deletion

Deletion is permanent

Deleted submissions and their files cannot be recovered. Only delete submissions that are genuinely incorrect or duplicate.

Rejected vs deleted

If a document is simply unacceptable, reject it instead of deleting. Rejection preserves the submission history and shows why it was rejected.

Upload tips

  • Upload clear, readable scans or photos
  • Use PDF format for multi-page documents
  • Maximum file size is 25MB per file
  • Include all pages of a certificate or report in one submission
  • Don't mix different compliance types in one submission

Common workflows

Initial document upload for new entry

  1. Navigate to the entry (status: Not Provided)
  2. Click New Submission
  3. Upload all required files
  4. Set the expiry date
  5. Check Mark as accepted if the document is acceptable
  6. Click Upload

Uploading for an expired entry

  1. Navigate to the entry (status: Expired)
  2. Contact the owner to obtain the updated document
  3. Click New Submission
  4. Upload the document and set the new expiry date
  5. Click Upload

Handling a rejected submission

When a submission has been rejected, the owner needs to provide a corrected document. Contact the owner, explain what was wrong (refer to your rejection note in the activity timeline), and upload the new document once received.

Adding missing pages

  1. Navigate to the entry
  2. Find the submission in the Active Submission section
  3. Click Add Extra File(s)
  4. Select the missing pages
  5. Click Upload