RSA, RCG and insurance sorted before the shift starts.
Venues, caterers and event businesses work with casuals, agency staff and contractors who come and go. Each needs the right certificate for their role, and every vendor needs insurance. UpToDocs collects them, reads the dates, and follows up before anything lapses.
How it works
- Add who you work with. Type them in, upload a spreadsheet, or drop in the documents you already hold and UpToDocs sets each person up from those.
- They upload their own documents. Each person gets a private link by email, or by text when you send one. No account or app needed.
- The details are read for you. UpToDocs reads who each document is for, the issuer, the number and the expiry date, and shows it to you for a quick confirm.
- Reminders go out on their own. Each person is reminded 30, 14 and 7 days before a document expires. You hear about it when something actually lapses, plus a short summary every Monday.
What you can track
- RSA (responsible service of alcohol). How long it lasts depends on the state.
- RCG (responsible conduct of gambling) for gaming venues.
- Food safety supervisor certificates.
- Food handler training.
- First aid and CPR.
- Security licences for crowd controllers.
- Visa or work rights (VEVO).
- Public liability from food trucks, stallholders, AV, staging and other event contractors.
- Anything else you ask for, as your own document type, with or without an expiry date.
Sign up from this page and these documents are ticked for you. Change them any time in Settings.
How it looks in practice
An events company runs a two-day festival with 60 casual bar staff, 25 stallholders and food trucks, and contractors for staging, sound and security.
They upload the casual list and the vendor list from spreadsheets. Bar staff get a link for their RSA, and vendors get one for their public liability and food safety certificate. UpToDocs reads the dates and flags any cover below the event's minimum, so the team knows who is cleared well before bump-in.
Built for how you work
- Events and venues, if you want them. Group people by event or venue, give each one an end date, and see cover that runs out before it does.
- Vendors and staff in one list. Ask vendors for insurance and staff for certificates.
- Cover below your minimum is flagged. Set the public liability you need, say $20 million, and anything short shows up.
- Pause people between seasons. Paused people stop getting reminders, but their records stay.
- No app needed. Each person gets a private link by email, or by text when you send one.
Questions
Can we ask vendors for documents before one event?
Yes. Add an event as a project, tick who is on it, and send them a request with a due date. Reminders follow up until it is done.
Do RSA certificates expire?
It depends on the state. Some cards last a set number of years and some states need a refresher. Record the expiry date your state uses, and UpToDocs reminds the holder before it.
Can we track casuals who only work a few shifts a year?
Yes. Pause them between seasons so they are not reminded, and turn reminders back on by sending a request.
Guides
Let UpToDocs do the following up
Start with a 14-day trial of everything, then keep going free for up to 5 people or businesses. No card needed.
This page is general information, not legal, tax or insurance advice. What you should ask for depends on your state, industry and contracts; check with your insurer, adviser or regulator.