How to Manage Employee Documents in ElderSuite

📝 Overview

Employee Documents keeps staff files with the employee they belong to—licenses, certifications, signed forms, birth certificates, IDs, and similar personnel records—so they can be found from any computer running ElderSuite.

ElderSuite serves adult day care centers nationwide.

Open the list from Provider Center → Manage Employees → open the employee → Manage Documents. There is no Provider Center button that opens Employee Documents on its own. The list belongs only to that employee and shows each file’s Title, Description, Date Added, and Size.

You can attach a PDF already on the computer with Local Files, or scan paper with Scanner. Scanner opens the ElderSuite Scan Manager already pointed at Employee Documents for that employee. For scanning into Client Documents, Employee Documents, and Provider Documents in one Guide, see How to Scan Documents into ElderSuite. To add the employee record and permissions first, see How to Add Employees and Set Permissions in ElderSuite.

⚙ How It Works

1. Open Employee Documents

Open Provider Center from the ElderSuite main menu and click Manage Employees.

Select the employee and click Edit, or double-click the row. On the open employee record, click Manage Documents.

The window title reads Employee Documents. The panel caption shows whose files you are working with. The list shows only that employee’s documents.

If the employee record has never been saved, ElderSuite asks you to save it before documents can be attached. Save the record first, then open Manage Documents again.

2. Scan or Attach a Document

Click Local Files to attach a PDF already saved on the computer. The file picker offers PDF files only.

Click Scanner to open the ElderSuite Scan Manager for this employee’s document list. Scan the pages you need, click Finished Scanning, and the file returns to Employee Documents.

ElderSuite opens Employee Document Details so you can enter a Title and, when useful, a Description, then click OK. Enter a clear Title so other users can identify and find the file later.

The document appears as a new row in the list. It has not yet been stored in ElderSuite.

3. Click Save & Close

Click Save & Close to transfer new files and store them with the employee record.

Until you click Save & Close, added documents, title or description edits, and removals stay only in this window.

If you click Delete, ElderSuite asks for confirmation before taking the row off the list. A previously stored document is not removed from ElderSuite until you click Save & Close.

4. Find and Open a Document

Use Find to search this employee’s list by typing part of a Title or Description, then click the find button beside the box.

Find stays inside the documents for the employee whose record opened the window. To look at another employee’s files, open that employee and click Manage Documents there.

To open a document, select it and click View, or double-click the row.

✅ Important Limitations

Local Files accepts PDF files only.

A PDF added with Local Files without a Title is not added to the list.

A document returned from Scanner can remain on the list with a blank Title, so review the Title column before you save.

There is no Provider Center shortcut that opens Employee Documents directly—open the employee from Manage Employees first.

Find searches only the documents belonging to the employee whose record is open.

Nothing on Employee Documents is stored in ElderSuite until you click Save & Close.

⚠ Give Every Document a Title

Every employee document should have a clear, descriptive Title.

Without a Title, a PDF chosen with Local Files does not stay on the list. A scanned document can keep a blank Title, which makes the file hard to find later.

After you enter the Title, click Save & Close on Employee Documents to store the document.

🔐 Privacy & Security

When you scan or attach a document, ElderSuite first creates a working copy on the computer.

Clicking Save & Close transfers the file and stores it with the employee record on the ElderSuite Document Server. Until you save, the new document has not been stored in ElderSuite.

💡 Need More Help?

For step-by-step assistance, click Ask Eddie from within ElderSuite.