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Docs Scheduler The Document Vault

The Document Vault

Keep safety sheets, forms and price lists where every technician can reach them.

Last updated 23 Oct 2026

Overview

The Document Vault is your business’s own library of reference documents - safety data sheets, Take 5 forms, install guides, price lists, policies. You maintain it here, and every technician reads it from the Documents tile on their phone.

The hamburger menu open

Open Document Vault from the hamburger menu. Maintaining it is administrator work; reading it is open to everybody.

The list

Documents are listed by Category then Document Name, showing Description, File and Last Updated. The Search box and the category dropdown above the table narrow it down, which matters once the library runs to hundreds of documents.

Step by step: add a document
  1. Click Add Document.
  2. Choose an existing Category from the dropdown, or type a new one.
  3. Enter the Document Name - this is the label technicians see.
  4. Add a Description for the second line on their screen.
  5. Click Choose file and pick the file.
  6. Click Save.

You can pick more than one file at a time when loading a batch of documents in.

Keeping documents current

Edit a row to change its category, name or description without touching the file.

Replace file puts a new version in place of the old one. The document keeps its place in the list and its revision number goes up, so technicians see the new version rather than a second entry.

Archive takes a document out of circulation without deleting it, and Unarchive brings it back. Use archive for a superseded form you may need to produce later; use Delete only when the document should genuinely be gone.

Categories

Categories are how technicians find anything, so they are worth keeping tidy. Pick an existing one from the dropdown rather than retyping it - Tradie trims stray spacing and matches an existing name regardless of capitals, but it cannot tell that “H&S” and “Health and Safety” were meant to be the same thing.

Manage Categories is where you write the explanatory text that appears at the top of a category on the phone. That is the place for the sentence saying when to use these forms.

See also