How to use Hubl —
Managing Documents
Documents is where your paperwork lives — the FSMS, audit and inspection records, fire safety certificates, pest control reports. Upload from your phone or the dashboard, file everything into folders, and give each document an expiry date so nothing quietly goes stale. Here’s the whole flow.
Every document, filed and dated
The Documents area is the same wherever you open it — and every document follows the same simple pattern:
Snap it or pick it — certificates, reports, the FSMS itself.
Give certificates a shelf life — the app tracks what’s expiring.
Audit records, fire safety, pest control — make the folders you need.
Upload on the phone, read at the desk — it’s the same library.
Menu → Documents
Getting to Documents
Documents is never more than two taps away, whichever way you go:
- Tap the menu (☰) in the top-right of any screen, then Documents — it sits alongside Products & Allergens, Wastage and Cases.
- Or swipe the cards on the Overview screen to the Documents card — it shows how many documents are active, and tapping it jumps straight in.
Menu → Documents
Upload a document from your phone
On the Documents screen, the FSMS gets its own button; everything else files into your folders:
- The three counters — Files, Folders, Expiring — give you the state of the library at a glance.
- Tap Upload FSMS (or Upload HSMS, or open a folder), then Tap to select a file — PDF, JPG or PNG, up to 30 MB.
- Set the expiration date if the document has one — it’s optional, and defaults to No expiration.
- Tap Upload — you’ll see “New document uploaded” and the document appears with its status: Valid · 24 Jul 2027.
- Need to change the date later? Tap the document and pick a new one — the badge updates on the spot.
New folder
Organise with folders
Folders are your filing cabinet — make them match the way an inspector would ask for things:
- Tap New folder and name it — “Pest control reports”, “Fire Safety Records”, “Audit Inspections and Records”.
- Upload into the folder, and everything on that topic stays together.
- Need to rename one? Open it and Edit folder.
Reporting dashboard
The same library, at your desk
Open Documents in the dashboard sidebar and everything uploaded from the app is already there — the FSMS and HSMS each in their own panel, your folders beneath:
- The FSMS and HSMS panels hold your management system documents — hover one for Download, Replace and Expiration, so updating the date or swapping in a new version is one click.
- Upload works as it does in the app — click to select a file (PDF or JPG) and set the expiration date.
- Your folders — audit records, fire safety, pest control — sit below, ready for the documents that arrive by email at the desk.
- New folder works exactly as it does in the app (“Folder created”) — and folders made in either place appear in both.
Quick answers
The paperwork an EHO or auditor asks for: your FSMS and HSMS, audit and inspection records, fire safety certificates, pest control reports, and anything else you’d rather not hunt for under pressure.
It gives the document a shelf life — set it on upload (a year out for an annual certificate, say) and the document shows as Valid with its date, while the Expiring counter keeps watch. It’s optional, so evergreen documents can stay on No expiration.
Yes — tap the document and pick a new date; the Valid badge updates immediately.
Yes — the app and dashboard share one document library, so uploads and folders made in either place appear in both.
It has its own home: an Upload FSMS button in the app and a dedicated FSMS section on the dashboard — because it’s the document you’ll be asked for most.
PDF, JPG or PNG, up to 30 MB per file — so a photographed certificate is as welcome as the original PDF.
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