Never roster a guard with a lapsed licence or first aid ticket.
Security companies work with guards, crowd controllers and subcontracted firms who each hold a state licence, first aid and CPR, and often an airport or port security card. UpToDocs collects them, reads the expiry dates, and follows up before any of them lapse.
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 guard up from those.
- They upload their own documents. Each guard 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 guard 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
- Security licences from your state's licensing body, with the classes held.
- First aid (HLTAID011) and CPR (HLTAID009), which many licences need kept current.
- National police checks.
- Visa or work rights (VEVO) for guards on temporary visas.
- ASIC and MSIC cards for airports and ports.
- Security clearances (AGSVA) for government sites.
- Public liability and workers comp from subcontracted security firms.
- 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
A security company runs 40 guards across shopping centres, events and a port. Some are employees, some are sole traders, and a few shifts go to a subcontracted firm.
The operations manager adds everyone from the roster spreadsheet. Each guard uploads their licence, first aid and CPR, and visa holders upload a VEVO check. UpToDocs reads the dates and reminds each guard before anything lapses, so the rostering team can see at a glance who is cleared, and who isn't, before they build next week's shifts.
Built for how you work
- Sort the roster by who's cleared. Filter people by what's missing or expiring before you roster them.
- Sites, if you want them. Group guards by site or contract, and ask a site for extra documents such as an MSIC.
- Subcontracted firms too. Ask a subcontractor for its insurance as well as its guards' licences. ABNs are checked on the government ABN Lookup.
- A report for your clients. Download a compliance report when a client or principal asks.
- No app for guards. Each guard gets a private link by email, or by text when you send one.
Questions
Does UpToDocs check licences on the state register?
No. It keeps each licence, its number and expiry date, and reminds the guard before it lapses. Check a new guard's licence on your state's public register.
Can it track visa work rights?
Yes. Ask for a VEVO check as a document with an expiry date, and the guard is reminded before it runs out.
What about guards who work for us through another company?
Add the company as a business and ask for its insurance, and add its guards as people for their licences.
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.