Key Points

• The KPI widget helps track staff or client compliance in one place.

• It provides real-time visibility of missing, expired, or completed documents.

• Tabs allow different compliance areas (e.g., Staff, Participants, Contractors).

• Each tab can be customised for specific groups and requirements.

• Document rules can track uploads, expiry dates, and completion status.

• Once configured, the widget automatically monitors compliance.

Understanding the KPI Widget

The KPI widget (Document Checklist) is a powerful tool used to:

• Monitor compliance

• Track documentation

• Identify missing or expired records

• Assign responsibility to managers or teams

Once set up correctly, it works in the background to keep compliance on track.

Access Requirements

To configure the KPI widget, you must have the correct permissions.

If you do not see the settings icon:

• Contact your system administrator

• Request access to edit the KPI widget

Once access is granted, a settings button will appear in the top left corner of the widget.

Opening the Configuration Screen

Click the Settings button to open the KPI configuration area.

Here you will see:

• Existing KPI setups

• Tabs already configured

• Options to update or create new structures

This allows your organisation to evolve and refine compliance tracking over time.

Creating a New KPI Tab

Step 1 – Click Add Tab

Tabs allow you to separate compliance areas.

Examples:

• Staff Compliance

• Participant Documentation

• Contractor Records

This keeps the checklist organised and easy to navigate.

Step 2 – Name the Tab

Choose a clear, descriptive name.

Example:

• Staff Compliance

Clear naming ensures users understand the purpose of the tab.

Step 3 – Select Viewing Groups

Choose which user groups can view the KPI tab.

This ensures only the correct staff can access compliance information.

Step 4 – Select Staff Groups to Display

Choose which staff groups appear in the checklist.

For example:

• All staff

• Only clinical staff

• Only support workers

This allows tailored compliance tracking.

Step 5 – Choose Sorting Method

Options include:

• Alphabetical

• Completion percentage

• Missing data

Sorting helps prioritise incomplete records.

Step 6 – Section Alignment

Align the tab to the correct section.

Examples:

• Staff section

• Participant section

This ensures the widget pulls the correct records.

Step 7 – Grid Size

Choose the display size.

Large is recommended for:

• Better readability

• Easier navigation

• Complex compliance lists

Step 8 – Manager Configuration

You can configure whether:

• Staff manage their own compliance

• Managers oversee compliance

Most organisations assign a compliance manager.

Step 9 – Select Name Fields

Choose the First Name and Last Name fields.

This ensures each checklist entry displays clearly.

Step 10 – Select Manager or Caseworker Field

This field:

• Assigns responsibility

• Controls caseloads

• Enables structured oversight

The field must exist in the staff section.

If it does not exist:

• Staff may manage their own records

• Or one global manager can be used

Adding Compliance Documents

Once the tab is configured, you can add document requirements.

Step 1 – Add Document Type

Click Add Document Type.

This creates a new compliance item.

Step 2 – Name the Document

Use clear names.

Example:

• First Aid Certificate

• Police Check

• Working With Children Check

Step 3 – Select Document Form

Choose the form that stores the document.

Example:

• First Aid form in Staff section.

Step 4 – Select Field Reference

This is the file or document upload field.

This allows the KPI widget to confirm the document exists.

If a file is not required:

• You can reference a completion or date field instead.

Expiry and Date Tracking

If the document expires:

1. Select the expiry field.

2. Set the Date Mode.
   
   

Common options:

• Past date expired

• Completion date

• No expiry required

This ensures expired items are flagged automatically.

Tracking the Latest Record

If multiple uploads exist, you can choose:

• Most recent record

• Most recent data

• Alphabetical value

This ensures compliance always reflects the latest submission.

Conditional Requirements

You can configure whether a document:

• Appears only for certain staff

• Is required only under specific conditions

This reduces clutter and improves accuracy.

Use the Include Only If Results setting.

Invalidating Documents

You can also set rules to ignore documents.

Example:

• A checkbox indicating a qualification is no longer required.

This prevents incorrect compliance alerts.

Saving and Applying Changes

After configuring each document:

1. Click Update.

2. Refresh the screen.

3. The new tab and compliance items will appear.

The KPI widget will now automatically track compliance.

Best Practice Tips

To keep your KPI setup effective:

• Start simple and expand over time.

• Use clear naming conventions.

• Test expiry tracking.

• Assign clear ownership.

• Regularly review requirements.

• Align with regulatory or accreditation needs.

Outcome

You now understand:

✔ How to configure the KPI widget
✔ How to create tabs and assign visibility
✔ How to add compliance documents
✔ How expiry and tracking works
✔ How to assign managers and responsibility
✔ How to customise compliance by role

A well-configured KPI widget becomes a powerful compliance and risk management tool, ensuring your organisation remains organised, audit-ready, and proactive.