Welcome to the DocuTrack HR Support Hub

Whether you are setting up the Add-on for the first time, training your HR team, or troubleshooting an issue, everything you need to manage your automated HR tracking is right here.

1. Video Masterclass

The fastest way to understand DocuTrack HR is to watch our full setup guide. In this video, we walk you through mapping your columns, customising your visual branding, and initiating your first automated email batch.

2. Step-by-Step How-To Guides

A. How to Map Your Data Columns

Before the Add-on can work, it needs to know where your data lives.

1. Open DocuTrack HR and navigate to the Setup tab.
2. Toggle on the trackers you wish to use (Visa Track and/or 90-Day Track).
3. Under 1. Data Locations, enter the column letters for your staff names, emails, and the expiry dates (e.g., A, B, C, E).
4. Under 2. Output Locations, tell the Add-on where you want it to write the "Valid/Urgent" statuses and the "Email Log" timestamps. Make sure these columns are empty so you don't overwrite existing data!
5. Click Save System Setup. The sheet will instantly recalculate and fill in your status columns.

B. How to Set Up Automated Reminders

1. Navigate to the Triggers tab.
2. Select how many days in advance you want staff to be warned (e.g., 30 Days and 15 Days Before).
3. Need a specific timeframe? Tick Custom and type your desired days separated by commas (e.g., 60, 10).
4. Click Save & Activate. The system will now check your spreadsheet every morning at 8:00 AM and quietly email anyone hitting those milestones.

C. How to Customise Your Emails & Branding

1. Navigate to the Emails tab.
2. Paste a direct link to your school or company logo (must end in .png or .jpg).
3. Select Customise to write your own Subject Line and Introductory Paragraph.
4. Pro Tip: Use the tag [NAME] anywhere in your intro paragraph, and the Add-on will automatically replace it with the staff member's actual name!
5. Click Preview to see a live mock-up of how the email will look on a mobile device, then click Save Emails.

D. How to Send a Manual Blast

If you need to notify staff immediately (rather than waiting for the 8:00 AM alarm), use the Manual Blast feature.

1. Navigate to the Triggers tab.
2. Scroll down to System Status & Blast.
3. To email everyone, leave the box blank. To email specific rows, type them in (e.g., 2, 5, 10-15).
4. Click Send Manual Blast. The Add-on will process the emails in the background using our Enterprise Queue engine, allowing you to safely close the sidebar while it works.

3. Frequently Asked Questions (FAQ)

Q: Why didn't my automated emails send this morning?

A: Please check your "Triggers" tab in the sidebar. Ensure you have ticked the boxes for the specific days you want (e.g., 30 Days Before) and that you have clicked the blue Save & Activate button. Also, ensure your dates are formatted properly in your spreadsheet (DD/MM/YYYY).

Q: The statuses on my sheet aren't updating when I type a new date.

A: DocuTrack HR listens for live edits, but occasionally, copying and pasting massive blocks of data can bypass this. You can easily force the system to recalculate everything by opening the sidebar, navigating to the Setup tab, and clicking Save System Setup.

Q: What does the blue "Processing..." box mean?

A: Google places strict time limits on how long add-ons can run. If you have hundreds of staff members, sending emails all at once could crash the system. Our Enterprise Queue safely breaks your list into chunks of 50, processing them quietly in the background. If you see the blue box, the system is working perfectly! You can even close your browser; the server will finish the job.

Q: Can I use this for documents other than Visas?

A: Absolutely! While named "Visa" and "90-Day", the Add-on simply tracks two independent dates. You can use it to track Passports, Teaching Licences, Safeguarding Certifications, or Contract Expirations. Just map the relevant date column in the Setup tab!

Q: How do I export or view my email history?

A: Navigate to the Data tab in the sidebar. You will see a live feed of the last 60 days of automated activity. To keep a permanent record, click Export Logs to Sheet, and the Add-on will generate a brand new spreadsheet tab containing your complete audit trail.

Q: What happens if an email bounces or fails?

A: Our system is built to keep going. If an email address is invalid or bounces, the background queue will catch the error, log it in your email history (which you can view in the Data tab), and seamlessly move on to the next employee without crashing the system.

Q: How do I stop the Add-on from sending emails temporarily?

A: Open the sidebar, navigate to the Triggers tab, untick all the day boxes (including Custom), and click Save & Activate. The system will enter standby mode and will not send any further automated emails until you reactivate those triggers.

4. Still need help? Contact Us

If you have encountered a bug, need technical assistance, or have a feature request, we are here to help.

• Email Support: sethi+docutrack@eduflip.net
• Operating Hours: We aim to respond to all inquiries within 48 hours.