# Your team's profiles and documents

Keep the profile members see and the professional documents of each colleague up to date.

Source: https://docs.champagne.dev-ukab.fr/en/guide/admins/team-documents

Each colleague's staff file in **Team** holds the profile members see and their professional
documents, such as a coach's professional card or diplomas. Select a colleague in **Team** to
open their file: the **Profile** tab opens first. To find a colleague, see [Manage your
team](/en/guide/admins/manage-your-team).

## 1. Edit the profile members see [#1-edit-the-profile-members-see]

* **Biography** shows the name, photo and text members see when they talk to this
  colleague, for example a coach. Select **Edit** to change them, or **View member
  profile** to see the profile as members do.
* **Qualifications and documents** holds their professional card, diplomas and other
  supporting documents.

## 2. Add a document [#2-add-a-document]

To add a document:

1. Select **Add document**.
2. Choose the **Document type**: **Professional card**, **Diploma** or **Other document**.
3. Type a **Title**, and if you have them, the **Document number** and the **Issuing
   organization**.
4. Enter the **Issue date** and the **Expiry date**. The expiry date must be on or after
   the issue date.
5. Select **Choose file** and pick the scan: a PDF, JPEG or PNG file of 10 MB at most.
6. Select **Save document**.

<figure>
  <img src="/images/guide/admins/team-add-document.png" alt="Staff file of Sport coach on the Profile tab with the document form: Document type Professional card, Title Sports instructor card, Document number CP-075-2024-1182, Issuing organization Préfecture de Paris, Issue date 15/01/2024, Expiry date 15/01/2029, a File area with a Choose file button, and Cancel and Save document buttons." width="1280" height="800" />

  <figcaption>
    Adding an example professional card to the file of Sport coach.
  </figcaption>
</figure>

## 3. Follow expiry dates [#3-follow-expiry-dates]

Each document shows how long it stays valid: **Not expired**, then from 30 days before its
expiry date a countdown such as **Expires in 20 days**, **Expires tomorrow** or **Expires
today**, and finally **Expired**. Documents are grouped
by type, with the number of documents next to each type.

<figure>
  <img src="/images/guide/admins/team-documents.png" alt="Profile tab of Sport coach scrolled to the Diploma group with 2 documents: Pool lifeguard certificate (BNSSA) from the Ministry of Sports marked Expired, with its number, issue date, expiry date, date added and Preview, Download, Edit and Delete buttons, then First aid certificate (PSC1) from the French Red Cross marked Expires in 20 days." width="1280" height="800" />

  <figcaption>
    The example coach's diplomas: one expired certificate and one that expires in 20 days.
  </figcaption>
</figure>

| Document type                      | Who sees it                                                                                                                                                                          |
| ---------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Professional card**, **Diploma** | **Member-visible details · Private file**: members see the type, title, issuing organization and dates under **Qualifications** on this colleague's profile. The file stays private. |
| **Other document**                 | **Internal document**: only your team sees it.                                                                                                                                       |

On a document, select **Preview** or **Download** to open the file, **Edit** to change its
details or **Replace file**, and **Delete** to remove it. Deleting asks you to confirm with
**Delete document**.

> Use the **Expires within 30 days** filter regularly to renew professional cards before they
> expire.