Paperwork Overview
Staff Paperwork gives admins a centralized place to manage and track all paperwork assigned to staff members. From this section, you can view a list of all staff, see which documents have been assigned, and quickly check the completion status of each item.
Clicking into a staff member allows you to review their assigned paperwork, see what has been completed or is still outstanding, and take action as needed. This makes it easy to stay organized, follow up on missing documents, and ensure staff records are kept up to date. If the staff member has completed all of their assigned paperwork, you will see a text box that reads Yes.
Staff Paperwork supports multiple document types, including file requests, fillable PDFs, and forms, all managed from one place.
Click on a specific staff member to see the paperwork assigned to the staff member and the status of the file (Submitted, in Progress, or Not started).
Create and Share Paperwork
Click the links below to learn more about creating the four different types of paperwork.
Forms are a group of questions to be completed by staff.
Fillable PDFs are documents that staff complete directly within Playground.
File Requests are documents that staff upload to Playground, such as certifications or required employment paperwork.
Resources are view-only documents that staff can access but do not need to complete, such as employee handbooks or policy documents.
Hide Paperwork
Hiding paperwork can help keep your account organized by reducing the number of visible files. It's a good idea to hide documents that are not currently needed but still important to keep for your records.
🚨 Hiding paperwork from the admin dashboard does not remove access for staff members it has been shared with. To prevent staff from seeing a document, you must unshare it.
What types of files can be hidden?
Currently, Fillable PDFs, Forms and File Requests can be hidden. Resources cannot be hidden.
Hiding Files
Navigate to the Staff Paperwork tab and find the Fillable PDFs, Forms and File Requests that you would like to hide. Click the three dots to the right of the file name and click Hide.
View Hidden Files
You can view your currently hidden files by clicking on the "Filters" button, and selecting Hidden documents.
View, Print, and Download Completed Paperwork
There are two options for viewing, printing, and downloading paperwork.
Individual submissions: Forms, Fillable PDFs, and File requests can be viewed, printed, and downloaded from the Paperwork tab in the staff profile or by clicking on a specific document from the Staff Paperwork tab. (Add link)
All submissions: (Add link)
CSV files: The responses to forms and fillable PDFs can be downloaded as CSV files.
PDF files: All completed fillable PDFs can be downloaded in one ZIP folder.
Individual Submissions
Documents can be accessed from the Staff tab or by clicking on a specific document from the Staff Paperwork tab.
View, print, and download document submissions from the Staff tab
Navigate to My School and then Staff. Click on the staff whose paperwork you would like to view.
Click Paperwork from the top bar.
Find the document that you would like to view and click view.
The document will open on your screen. You can view, download, and print it from here.
💡 You will only be able to view completed Fillable PDFs/forms. If the Fillable PDF or form is incomplete, the view button will not appear.
View, print, and download Form submissions from the Staff Paperwork tab
From the Staff Paperwork tab, find the form that you would like to view.
Click the form to view an overview of all staff assigned to the document.
Click the three dots next to the staff's name and then click view.
The document will open on your screen. You can view, download, and print it from here.
All Submissions
Download Form Responses as CSV Files
Navigate to Forms from your Staff Paperwork dashboard.
Click on the form that you would like to download responses for.
Click the Actions button in the top right corner of your screen. Click Download Responses.
💡 Form responses will download as a ZIP file. Double-click the ZIP file to open the folder, which will contain a CSV file containing all the form responses. You will also see a folder containing CSV files with each staff's responses.
Download Fillable PDF Responses as PDF Files
Navigate to Fillable PDFs from your Staff Paperwork dashboard.
Click on the fillable PDF for which you would like to download responses.
Click the Actions button in the top right corner of your screen. Click Download Responses.
🚨 If the fields in the Fillable PDF do not have labels, the headers on the CSV file will be a string of random numbers and letters. You can edit your Fillable PDF to include labels for each field.
Paperwork Expiration Dates
Expiration dates can be added to forms, documents, and file requests. There are two types of expiration dates that you can set on paperwork:
Expiration after a certain number of months after submission
Expiration on a specific date
Add an Expiration Date for Forms or Fillable PDFs
On the Staff Paperwork tab, navigate to Fillable PDFs or Forms.
Click on the three dots next to the form or fillable PDF that you would like to edit and select edit.
Navigate to the settings tab at the top of your screen.
Turn on the expiration date setting. Two options will appear: "expires a certain amount of time after submission" and "expires on specific date."
Select the date or amount of time after submission that the document should expire and click save changes.
Add an Expiration Date for File Requests
On the Staff Paperwork tab, navigate to File Requests.
Click the three dots next to the File Request that you would like to edit and select edit.
Turn on the expiration date setting. Two options will appear: "expires a certain amount of time after submission" and "expires on specific date."
Select the date or amount of time after submission that the document should expire and click save.
Add a Custom Expiration Date for Individual Staff
In addition to setting an expiration date for a form or file request overall, you can assign a custom expiration date for individual staff. This is helpful if one staff's paperwork needs to expire sooner or later than others.
On the Staff Paperwork tab, open the document you want to update.
Locate the staff in the list.
Click the three dots next to the staff's name and then click Edit expiration.
Choose a new expiration date for that student only, and click Save.
The new date will apply only to that staff's version of the document, all others will keep the original expiration.
View Expired Paperwork
When you have Staff paperwork that includes an expiration date, you can view expired paperwork from the Staff Paperwork tab.
From the Staff Paperwork tab, navigate to the Overview.
All the way to the right of all the headings that show in the table, click on the gear icon to adjust table headers.
A list of Selected Columns and Unselected Columns will appear in the upper right of the screen. Ensure that "Expired" is included as a Selected Column. If it is not, find it from the list below Unselected Column and move the toggle so that it shows green.
"X out" of the "Adjust Table Headers" window and you will see that "Expired" has been added as a column to the table. You can view a count for expired paperwork within this column.
Overdue Paperwork Notifications
Notifying staff of overdue paperwork is an effective way to encourage them to complete the required documents. Overdue paperwork notifications can be sent for Fillable PDFs, File Requests or Forms.
From the Staff Paperwork tab, navigate to the Fillable PDF, File Request or Forms for which you would like to send a notification.
Select the checkboxes next to the names of the staff you would like to send reminders to.
When a checkbox is selected, click the Send reminder button in the top right corner and an email reminder will be sent to the staff member.
