Compliance documents

Documents keeps licences, medicals, certificates, and policy files against the person or thing they belong to - a customer, a staff member, or a resource such as an aircraft. Revively tracks expiry dates, chases renewals for you, and can stop a booking when a required document has lapsed.

Documents is available on training-style workspaces (flight and rotary-wing business types) with the Entity documents module, which is included on Solo, Growth, and Pro.

Where documents live

Open Documents from the sidebar. There are two tabs:

• Records - every compliance document on file, with status and expiry.
• Library - shared school files organised into folders, such as operations manuals and policies.

You can also work from the Documents card on any customer, staff, or resource profile. The card shows a count when something needs attention - pending review, rejected, or expired.

Upload a document

1. Open the Documents card on the profile and choose Add.
2. Upload the file first. Revively reads it and pre-fills the type and details for you to check.
3. Confirm the Type and Sub-type, then fill in Reference, Issued on, and Expires on.
4. Set Visibility to Internal or Subject visible. Subject visible means the customer or staff member can see it in their portal.
5. Save.

You can attach up to 5 files per document, up to 25 MB each, in PDF, JPEG, PNG, WebP, or HEIC.

Review and approve

Document types that require approval land as Pending review.

1. Open Documents → Records and set Status to Pending review.
2. Open a record, check the type and dates, and use Preview or Download to read the file.
3. Choose Save & Approve, or Reject and enter a Rejection reason so the uploader knows what to fix.

Statuses are Pending review, Approved, Rejected, Expired, and Archived. Archiving hides a record from active lists but keeps the file in private storage.

Expiry tracking and reminders

Set Expires on and Revively does the chasing. Reminder emails go out at 60, 30, and 7 days before expiry and again on the day, to the customer or staff member, the person who uploaded it, and - for resources - staff who manage documents. Once the date passes, the record is marked Expired automatically.

To see what is coming up, open Records and set Expiring to Within 30 days, or use the From and To expiry date filters.

Set up your document types

Document types decide which fields appear, whether approval is needed, and how long a document stays valid.

1. Go to Tags & Categories and open the Document types tab.
2. Choose New type… or open an existing one.
3. Set Label and Code, then choose what it Applies to - Customer, Staff, or Resource.
4. Turn on Requires approval if a manager must sign it off.
5. Set Expiry mode to None, Optional, or Required, and a Default validity (months).
6. Use Grants capabilities so an approved document automatically gives someone a staff capability.
7. Set Default visibility and add any Metadata fields you need captured.

Restore default document types brings back the standard set without touching the custom types you have added.

Block bookings on missing documents

Booking gates stop a lesson being booked when the student, instructor, or aircraft does not hold a current requirement.

1. Go to Tags & Categories and open the Booking Gates tab.
2. Add a gate and choose whether it checks a Document or a Capability.
3. Pick the document types that satisfy it.

A gate only passes on an Approved document that has not expired. Staff who can manage the schedule may override a gate with a reason, so genuine exceptions are still possible and still recorded.

Let customers upload their own

If your customer portal has documents enabled, customers open Documents in the portal and choose Upload under Your documents. Uploads arrive as pending review for your team to approve - customers cannot approve their own files. The School library section below it shows any library documents you have set to All students.

Share files with everyone

Use the Library tab for files that are not tied to one person.

1. Open Documents → Library and choose New… → Folder to organise things, then New… → Document.
2. Give it a Title, choose a Folder, and set Visibility to All students or Staff only.
3. Add an Expires on date if the version should be replaced by a certain date.

Permissions

Access is controlled by four staff permissions: view documents, manage them, approve them, and delete them. Front-desk staff usually get view and manage, while approval sits with a manager or chief instructor. See Staff roles and permissions.