Learning Hub · Policies
Staff Compliance & Training
What does this policy do?
This policy decides what your team see under Compliance on their own dashboard: which logs they can file, which of your documents they can read, and — unless you are a Pet Sitter business — how many CPD hours you expect of them each year. Untick a module and it leaves every team member's menu (a switch on one person's profile can put it back for them). For seven of the logs the server refuses a team member's request as well; the rest are only hidden. The card sits under General → Staff Management on every plan except Starter (a Starter with an add-on is still Starter here). A 'Pet Sitter business' here is one that sells pet sitting without the DEFRA boarding module — the Pet Sitter plan, or a Walker with the Pet Sitting add-on. It sees the card as 'Staff Compliance', with the six modules that suit in-home sitting. Clients never see any of this — it only touches your team.
How it works
The Active switch
Flick it and the policy saves at once, with whatever boxes are ticked at that moment. The Save button always saves the policy as Active, whatever the switch shows, so switching off is done with the switch alone. Off: the logs leave the team's menus and the server refuses every staff log request — including the walk record the Daybook files when a walk is finished, so a group walk is marked finished without its record and a solo walk cannot be finished until the policy is on again. The team's Compliance entry still opens the Training Vault, on every plan, but their record comes back with no progress, no videos and no custom modules. Gaia's list of what they can file is empty.
Staff-visible modules
Thirteen boxes: Training Vault, Incident Log, Medication Log, Cleaning Log, Welfare Checks, Fire Safety, Vet Contacts, Risk Assessments, Insurance Vault, Consent Forms, Method Statements, Walker ID Card and Assessment Records. Ticked shows that module to every team member; unticked hides it. A Pet Sitter business sees six — Incident, Medication, Welfare Checks, Vet Contacts, Insurance Vault and Consent Forms.
What the team file, and what they only read
A team member files incidents, medication given, cleaning, welfare checks, fire safety records and risk assessments from their dashboard, and adds their own insurance documents to their Insurance Vault. A walk record is filed for them when they finish a walk in the Daybook. Vet contacts, consent forms and method statements are the business's own — the team read them and have no form to write one. Each person sees only their own incidents, medication, cleaning, welfare checks, walk records and insurance entries; fire safety, risk assessments, vet contacts, consent forms and method statements are shared with the whole team.
A switched-off log is refused, not just hidden
Untick Medication Log, Cleaning Log, Welfare Checks, Fire Safety, Risk Assessments, Vet Contacts or Insurance Vault and a team member can neither open nor file that log — the server refuses the request. Untick Incident Log and the Incident Report leaves their menu and cannot be opened from their dashboard, but the incident form's own route is not checked against this policy. Training Vault, Consent Forms, Method Statements, Walker ID Card and Assessment Records only leave the menu. Your own admin log pages and Compliance section follow your plan, not this policy.
Walk Records and Pupdates
Neither has a box here. While the policy is active they appear for every team member (a Pet Sitter business's team keep Pupdates but not Walk Records). Walk Records can be switched off for one person in the Staff directory on plans that walk — not for a Pet Sitter business, whose team do not see it. Pupdates cannot be switched off anywhere.
One person at a time
Staff → a person → Compliance lists the modules your plan offers, each with its own switch — Walk Records is there too, Pupdates is not. A switch there overrides this policy for that one person, both ways. The server still follows this policy: a module switched on for one person while unticked here shows in their menu, and for the seven logs the server checks it is refused when they open it.
Required CPD hours per year
Default 9 — and a 0 is read as 9 everywhere. A team member's Training Vault and dashboard add up the CPD hours of the modules they completed in the year shown, set them against your figure and show what remains. Hours land on a completion when a module's quiz is passed (credited once, with the module's lesson length in hours), when you record a completion for them, or when you add a first-aid certificate with CPD hours on it. The field is hidden for a Pet Sitter business, whose team are not offered the Training Vault while the policy is on.
New team members
Once this policy has been saved as active, a team member whose account you create yourself is added to your compliance staff list as pending induction. Before the first save, or while the policy is off, this does not happen — nor for someone who joins through an invitation. Opening your Compliance section (on plans that have one) adds every team member in, policy or no policy.
Gaia
When a team member — or you — asks Gaia what they need to file, she reads this policy and lists only what is switched on, with where to do it. She never files a record from the chat.
Before the first save
Until you save this policy once, the server treats every log as available and the team's menu shows every module.
Tips
Save the policy once, even unchanged — until then a new team member is not added to your compliance staff list by itself.
The Save button always saves as Active; to switch the policy off, use the Active switch, which saves by itself.
To take a module away from one person, use their switch in the Staff directory rather than unticking it here for everyone.
Unticking a log here does not hide what the team already filed — your admin log pages still show every entry.
The CPD figure counts completed modules, not time spent watching: a module counts once its quiz is passed or you record it.
The Active switch saves immediately, with the boxes as they stand — check them before you flick it.
Learning Hub • Staff Compliance & Training