Uploading documentation: quick context
When your primary client assigns document requirements in Twind, you'll see a list of documents your company needs to provide. These can be at company level (risk assessment, OHS service certificate, liability insurance…), worker level (training, medical fitness, PPE delivery…) or machinery level (CE certificate, MOT, insurance…).
Until each document is uploaded and validated, the requirement will appear as pending. Below we explain how to complete the process.
How to upload a document step by step
Go to "Requirements" from the left-hand side menu.
Select the "Pending upload" option to filter and view only the documents you haven't provided yet.
Click "Manage requirement" on the document you want to upload.
Click on the upload area to open your device's file selector and choose the corresponding document.
Set the "Issue date" of the document. This is the date the document was issued (for example, the date of the medical certificate or risk assessment), not the date you are uploading it.
Click "Save" to complete the upload and register the document in Twind.
What file formats are accepted?
Twind accepts the most common formats: PDF, JPG, JPEG, PNG, DOC, DOCX, XLS and XLSX. If your file won't upload, check that the format and size are correct.
ℹ️ Keep in mind: we recommend uploading documents in PDF format whenever possible. It's the most reliable format for validation and avoids display issues.
What happens after uploading the document?
Once saved, the document is registered in Twind and enters the validation process. There are three types of validation:
1. Automatic validation
For certain official documents (RNT/TC2, Social Security compliance certificate, Tax Agency certificate), Twind can read and validate them automatically and instantly, provided the document is the original downloaded from the official source and meets all conditions.
2. Manual review by your primary client
Your primary client (or a validator they have designated) manually reviews the document and decides whether to approve it, reject it or request corrections. This is the most common form of validation for most documents.
3. Manual review by the Twind team
In some cases, the Twind validation team may handle the document review on behalf of your primary client. This happens when your client has contracted Twind's document validation service. The process is the same: a validator reviews the document and approves, rejects or requests corrections.
If your document is rejected (through any of the review channels), you'll receive a notification with the reason. You can go back to the requirement, upload a corrected file and repeat the process.
ℹ️ Keep in mind: validation time depends on the type of review. Automatic validation is instant. Manual review by the client depends on their team's availability. Review by the Twind team is usually completed within 24–48 working hours.
What about expiry dates?
Many documents have an expiry date (medical fitness, liability insurance, Social Security certificate…). When a document expires, Twind automatically marks it as expired and the requirement reappears as pending.
To avoid disruptions, we recommend uploading the renewed document before the previous one expires. Twind will send you upcoming expiry alerts if your primary client has notifications configured.
⚠️ Important: if a mandatory document expires and is not renewed, it may affect your workers' access to your primary client's workplace.
Common errors when uploading documentation
"I uploaded the wrong file" — Go back to the requirement and replace the file. As long as it hasn't been validated, you can replace it.
"It won't let me save without an issue date" — The issue date is mandatory. Enter the date the original document was issued, not today's date.
"My file won't upload" — Check that the format is compatible (PDF, JPG, PNG, DOC, DOCX, XLS, XLSX). If you're using formats like HEIC (iPhone photos) or TIFF, convert them to PDF or JPG first.
"The document has been rejected" — Check the rejection reason shown in Twind. The most common reasons are: illegible or cropped document, incorrect issue date, document that doesn't match the requested requirement, and company or worker name that doesn't match.
"I've uploaded everything but compliance isn't at 100%" — A document may have expired since you uploaded it, been rejected, or your client may have added new requirements. Check the status of each requirement within the contract.
Need help?
🟩 WhatsApp: +34 664 281 487
✉️ Email: help@twind.io
❓ Twind Chat: click the question mark icon in the bottom-right corner of your screen.