This will remove all sample workers, documents, and organizations. Your account will be empty. This cannot be undone.
All sample data will be permanently deleted. Your real worker data is unaffected.
Add Worker
First name is required
Last name is required
Please enter a valid email
Add Worker
How would you like to add workers?
Import Workers
Import from CSVUpload a CSV file with columns: first_name, last_name, email, position, department. Use the Bullhorn template if exporting from Bullhorn ATS.Import guide →
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Add Document
Click to upload or drag & drop
PDF, PNG, JPG up to 10MB
⚠️ Document Already Exists
Replacing will archive the existing document. You can always re-upload later.
Confirm
Reject Document
Reject or Request UpdateYour reason is shown to the worker so they know exactly what to fix and resubmit.Read the guide →
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Approve Document
Approving DocumentsVerify the AI-extracted dates are correct before approving. Approval marks the worker up to date for this document type.Read the guide →
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Review the extracted dates below and update if needed before approving.
💡 These dates are pre-filled from the worker's submission. Edit if incorrect before approving.
Upgrade Your Plan
⚠️
Worker Limit Reached
Upgrade to add more workers to your roster.
New Organization
Used for badges and cards
Assign Workers
Select workers to add to this organization unit.
📄
Document Preview
📄
Document Details
📄 Details
👁 Document
⌛
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Phase 2 of 8Team Setup
Set up your team.
StaffShield works best when your team uses it together. Let's set up your reviewers and admins. This takes 30 seconds.
Owner / Admin
Manages the system, settings, and billing
Reviewers
Approves worker document uploads
Workers
Self-serve their own documents via the worker portal
Invite teammates.
Add the people who will use StaffShield with you. Each will get a login link by email.
Who reviews documents?
When workers upload documents, who should review them?
✓
Team setup complete.
Your teammates will get a login link by email.
Phase 3 of 8Your First Client
Step 1 of 4
Set up your first client.
You can add more clients after setup. Start with the one you work with most.
What types of workers do they use?
Select all that apply. You can always add more later.
Press Enter to add
Worker Type
✓
What documents do these workers need?
Checked items are tracked and will trigger alerts before they expire.
Search for document types or add your own. The system will help you set up expiration tracking, required fields, and alert schedules for each one later.
Looking good.
Here is what we will set up for you. You can refine everything in Settings later.
✓
Setup saved.
Your clients and document requirements are ready.
Phase 4 of 8Import Workers
How do you want to get started?
First-time users get the most out of StaffShield by adding one worker and seeing how everything works (tracking, documents, and alerts all live) before bringing in the full team.
👤
Start with one worker
Add one person and watch the dashboard come alive. Takes about 2 minutes.
✨ Recommended for first setup
📋
Bring in the team
Import everyone at once via CSV, ZIP, Google Drive, or manual entry.
CSV · ZIP · Drive · Manual
Let's add your first worker.
This is the same form you'll use every time. Enter their info to add them to your roster.
Worker role
Employment type
Adding to
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1
Worker details
Name and email are all you need to start. You can fill in more later.
Folder names become worker names. Files inside each folder become their documents. Works with exports from Google Drive, Dropbox, SharePoint, or any local folder.
Expected ZIP structure
📁 John_Smith/
📄 I9.pdf
📄 Background_Check.pdf
📁 Maria_Garcia/
📄 CNA_License.pdf
📁
Drop ZIP here or click to browse
.zip files up to 200MB
Parsing folder structure...
Matched 0 workers
⚠️ Unmatched folders
These will be added to a manual assignment queue after import.
Import from Google Drive.
Connect your account, pick the folder where worker documents live, and we map subfolders to workers automatically. No download or re-upload needed.
🔸
Connect Google Drive
Read-only access. We only see files you select.
Connected as
Loading...
Navigate to the folder where worker subfolders are stored, then click Scan this folder.
Add workers one at a time.
Good for small teams or adding a few workers now.
Added so far:
✓
Workers imported.
Your roster is loaded.
Workers loaded
Client orgs created
Phase 5 of 8Upload Documents
Upload documents and verify coverage.
AI reads each file, extracts expiration dates, and sets alerts automatically. After uploading, you'll see a coverage summary showing which workers are missing required documents.
Jane Smith3/3 docs
Marcus Johnson1/3 docs
Sofia Reyes0/3 docs
83% covered · 2 workers need attention
Drag in documents for the workers you just imported. Naming them after the worker (e.g. Smith_Jane_I9.pdf) helps auto-matching.
Upload required documents
Select a document type to upload. AI reads each file, extracts dates, and sets alerts automatically.
Loading document requirements...
Reading document...
📋
No document requirements found for your workers.
You can configure required documents per worker type in Settings, or upload documents from the dashboard later.
Here's what we'll alert you about.
Based on what you just uploaded.
Loading alerts...
✓
Upload complete.
Coverage summary
0
docs uploaded
0
workers covered
0
need docs
⚠️ Workers missing required documents:
AI is extracting dates. Alerts are configured.
Phase 6 of 8Alert Setup
Choose which documents trigger alerts.
Select the document types you want to track. Each one gets its own alert schedule. Start with the whole list or pick just what matters.
Example: 60 days until expiration
30 days
14 days
7 days
Expires today
day of
Select document types to alert on
Click to configure. Shift-click to select multiple for bulk settings. Unselected types send no alerts.
2 selected
Configure alerts
Alert me this far before expiration:
days before
Who gets notified:
These settings apply to all N selected document types.
Global defaults
These apply to all alerts unless a document type has its own settings.
📱Text message alertsOPTIONAL
Opt in to receive SMS for urgent alerts. Messages queue immediately and deliver once your SMS provider is connected.
Receive SMS for these alert windows:
I consent to receive text message alerts at the number above for document expiration notifications. Message frequency depends on document count. Message & data rates may apply. Reply STOP to opt out.
✓
Alerts configured.
Your alert settings are saved.
Phase 7 of 8Worker Communication
Your workers have their own portal.
Workers can upload their own renewal documents. No app to install. They get a magic link by email.
1
You send the invite
Click "Send portal invite" from any worker's profile. One click.
👤
2
Worker gets a magic link
They receive an email with a secure link. No password, no app download.
✉
3
Worker uploads from phone
They snap a photo or pick a file. It appears in your review queue automatically.
📷
Step A: Email preferences
This is the display name workers see when they receive emails from you.
Workers can request their own link
If enabled, workers can re-request their magic link from the portal login page.
Workers receive expiration alerts
Workers see their own document alerts in the portal.
Step B: Send your first invite optional
Want to send a magic link to one of your workers right now to see how it works?
Loading workers...
✓ Sent.
✓
Worker portal is live.
Workers can now upload their own renewals.
Phase 8 of 8Client Report
Where reports live.
Reports aren't something you generate once during setup — they're something you send to clients whenever they ask. Here's where to find them.
SS
Worker Credential Report
Prepared for your client
Active workers
Current
Expiring this month
Expiring
Licenses tracked
Active
SSN / Address / ID scans
Not Included
↑
Find it here
Organizations›Generate Report
Pick a client org → click Generate Report → get a shareable link. You can also just ask the chat: "Generate a report for Acme Corp."
✓
You're set up.
Here's where you landed:
Your dashboard is below. The setup checklist will help with anything you skipped. You can restart this tour any time from your user menu.
📋 Generate Customer Report
Shown on the report cover. Auto-filled from org name.
The recipient will need this password to view the report.