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Documentation
 Secure & Effortless

Tired of chasing and manually organizing staff credentials during hiring, onboarding, and ongoing employment? Collect, track, and store critical documents—like CPR certifications, insurance, and training qualifications—right inside NetGym. Reduce your workload and gain peace of mind knowing all essential employment documentation has been collected and renewal reminders are in place.

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Key Benefits

Compliance Made Easy

Compliance Made Easy

Keep all your staff’s qualifications, certificates, insurance, and onboarding paperwork in one digitized place—sorted, searchable, and secure.

Automated Assignment

Automated Assignment

Assign required documentation individually or in bulk, send automated reminders to staff so you never have out-of-date or missing paperwork. 
Set It and Don’t Forget It

Set It and Don’t Forget It

Staff upload their certifications and documents and set expiry dates—so nothing slips through the cracks and no credentials go out of date.

How Documentation Works

Step 1

  • Create custom categories for CPR, qualifications, insurance

Set up categories, then mark as required or optional, add expiration dates, and apply rules to new users.

Create custom categories for CPR, qualifications, insurance
Assign and track in bulk

Step 2

  • Assign and track in bulk

Send documentation requests to individuals or groups in seconds. Your staff are notified to upload what’s needed, and you’ll always know who’s done what.

Step 3

  • Monitor document status in real time

Track everything with clear labels: Assigned, Submitted, Not Submitted, Expired, Expiring Soon.

Monitor document status in real time
Upload existing documents or collect new ones

Step 4

  • Upload existing documents or collect new ones

Already have a signed form or copy on file? Upload it directly to their profile. Or ask staff to upload directly.

Step 5

  • Maintain historical staff profiles

Every instructor’s documentation history is stored and accessible—making it easy to review credentials, spot gaps, and stay compliant year-round.

Maintain historical staff profiles

One Place for Staff Docs

Reduced Tools

One platform for important qualifications and certifications. Say goodbye to shared drives, hard drives, spreadsheets, inbox searches, and endless folder digging.

Custom Categories

Create documentation categories for each type of documentation based on your needs.

Secure

Store all your important employee documents in one secure location that you control and can share with relevant staff members.

Employee Friendly

Staff and instructors can upload documents from their profile in the app or directly through an email prompt.

Custom Permissions

Efficient for Your Staff

Setup documentation requirements for specific groups and configure categories of documentation to automatically be required when new staff join your business.

Management and Admin Permissions

Set access permissions for managers or regional leads to see your staff’s documents.

Create Custom Requirements

Want to collect extra teacher training qualifications but not make it mandatory? Simply mark documents as required or optional.

Intelligent Tracking & Automated Reminders

Expiration Dates

Instructors set expiration dates and renewal dates, so they don’t forget future renewals.

Track Document Status

See at a glance with clear labels the status of documents submitted, missing, expired, expiring soon and more.

Auto-Remind Staff

Remind you team before deadlines hit with messages and notifications from 90 days to 1 day—so they upload new documents before old ones expire.

Automated Management Messages

Managers receive a weekly summary of upcoming expirations, missing submissions, and overall documentation status.

No Manual Tracking. Just Peace of Mind.

Documentation shouldn’t live in your inbox or an unruly spreadsheet! With NetGym, you reduce the number of tools you rely on, lighten your mental load, and ensure your team’s documents are always where they need to be.
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More Ways NetGym Helps Your Team

Resources Hub

Store and share training videos, policies, SOPs, onboarding guides, and more

NetGym App

Manage subs, messages, schedules, and resources One app. Fewer headaches.

Communications

All your team communications, organized in one powerful app

Automated Subbing

Automate your sub process and keep your schedule running smoothly

NetGym Reduces Your Tools and Improves Staff Engagement!

Empower your instructors and staff with a transparent and easy-to-use system. Boost morale and encourage collaboration within your team.

Download the 6 step guide to gain back 40+ hours per month​

Most studio and Group X managers spend 25% of their time on subbing and communication. This 6 step process has proven to gain back 40+ hours per month through process automation and streamlined communication.

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