Uploading and sharing documents

Upload a file

1. 1

   Choose the care team and document

   Open Documents, choose Upload document and check that the file belongs in this workspace.

2. 2

   Add a title and category

   Use a name people will recognise, such as “Equipment quote — September 2026”. Choose the closest category.

3. 3

   Choose the file

   PDF, PNG, JPEG, DOC, DOCX and XLSX files can be up to 8 MB. MP4, WebM and MOV videos can be up to 50 MB through the video upload; MP4 is recommended.

4. 4

   Set access and useful links

   Check who can see the file. Link it to a task, goal or Care Protocol where useful. A link does not give extra people permission to open it.

5. 5

   Upload and wait for confirmation

   Keep the page open until the upload and save are confirmed. Selecting a file or finishing the file transfer alone does not mean the document has been saved.

Decide who can open it

Read the visibility choices before uploading. Use All team members only when everyone in the team needs the file. Use a narrower group or Selected people for more limited sharing.

Team leaders retain oversight, and the uploader may retain access under the document’s rules. Selected people should not be treated as a private exchange hidden from the Team leader.

For the full list of access choices, read How document visibility works.

Alert the people who need to know

Use Let specific people know when the new file is relevant to someone now. Delivery depends on their access, preferences and the type of alert.

If you need a response, create a linked task that says what to do with the file. An alert alone does not assign responsibility.

Replace an outdated file without creating duplicates

For an ordinary document you can manage, open its actions and choose Upload replacement. Add the new file and a short explanation of what changed.

The document keeps its links and audience. The new file becomes current, and earlier files remain under History. Check the older-version label when opening history.

Some files, including submitted task-response documents, invoices and generated protocol documents, use their own workflow and do not offer ordinary replacement.

When a document is locked

If you can see that a document exists but do not have access, use the access-request workflow when it is offered. A Team leader can approve or decline the narrow request. Do not ask another member to copy the file outside its intended visibility.

If the file will not upload

• Check the type and size against the limits beside the upload field.
• For a video that will not play, try an MP4 version; not every device can preview every video format.
• Keep the page open and use any retry option shown after an interrupted upload.
• If Kinovo says another version was saved first, reopen the document and check the current file before trying again.
• If uploading remains unavailable, check your care-team permissions or contact support with the error text. Do not send the private file unless asked through an agreed secure channel.