Powerful document management for education compliance.
Move beyond basic document storage. Calm Documents provides comprehensive version tracking, approval workflows, collaborative editing, and scheduled reviews - everything you need for complete document lifecycle management.
Document Repository
Central document repository that works for everyone
Create, store, distribute, and track all your policies and documents in one searchable library. Ensure everyone has access to the latest versions with complete version history.
- Comprehensive version tracking
- Track every change with detailed version history, compare versions, and restore previous versions when needed.
- Powerful search capabilities
- Find any document instantly with advanced search across titles, content, metadata, and comments.
- Intelligent categorisation
- Organise documents with customisable categories, tags, and metadata for intuitive navigation and discovery.
- Document analytics
- Gain insights into document usage, view counts, and engagement patterns to optimise your document strategy.
- Secure access controls
- Set granular permissions for viewing, editing, and approving documents based on roles or groups.
- Audit-ready tracking
- Maintain comprehensive audit trails of all document activities for compliance verification and inspections.
Approval Workflows
Streamlined approval processes
Implement multi-stage approval workflows that ensure proper review and sign-off for all your critical documents.
Document approvals are a critical part of compliance. Calm Documents provides flexible, configurable approval workflows that can be tailored to your organisation's specific needs, ensuring nothing is published without proper review.
- Multi-stage approvals Create sequential approval paths with multiple stages for comprehensive review processes.
- Role-based approvers Assign approvers based on roles or groups, with automatic reassignment options for absent approvers.
- Automated notifications Keep approval processes moving with timely notifications and reminders for pending approvals.
The system provides complete visibility into the approval status of each document, with clear indicators of where documents are in the approval process and who needs to take action next.
Approval history and audit trails
Every approval action is recorded with timestamps and user information, creating a comprehensive audit trail that demonstrates proper review processes for compliance and inspection purposes.
Collaboration Tools
Collaborative editing and feedback
Enable teams to work together on documents with real-time collaboration, commenting, and feedback tools that streamline the document creation process.
- Collaborative editing
- Work together on documents in real-time, with changes tracked and attributed to specific users.
- Contextual commenting
- Add comments directly to specific sections of documents or PDFs for precise feedback.
- Comment resolution
- Track and resolve comments with threaded discussions and resolution status tracking.
- Feedback integration
- Incorporate feedback directly into documents with clear tracking of implemented suggestions.
- PDF annotation
- Annotate PDF documents with highlights, notes, and drawings for comprehensive feedback.
- Collaboration analytics
- Gain insights into collaboration patterns and engagement to optimise team workflows.
Document Distribution
Targeted distribution with tracking
Ensure the right people receive and acknowledge the right documents with powerful distribution tools and comprehensive tracking.
- Targeted distribution
- Distribute documents to specific individuals, roles, or groups with customisable targeting options.
- Read receipts and acknowledgments
- Track who has viewed and acknowledged documents with timestamped records for compliance verification.
- Distribution analytics
- Monitor distribution effectiveness with analytics on open rates, acknowledgment rates, and engagement patterns.
Document distribution is a critical part of compliance. Calm Documents ensures you can prove that required policies and procedures have been distributed and acknowledged.
Automated distribution packages
Create predefined document packages for common scenarios like new hires, role changes, or annual updates. Automatically distribute these packages to the right people at the right time, with complete tracking and follow-up for unacknowledged documents.
Document Reviews
Scheduled review cycles
Never miss a document review with automated scheduling, notifications, and comprehensive review tracking.
Regular document reviews are essential for maintaining accurate and compliant policies. Calm Documents automates the review process, ensuring nothing falls through the cracks and all documents remain current and relevant.
- Review scheduling Set review frequencies for each document type, with flexible scheduling options for different document categories.
- Review notifications Automatically notify document owners and reviewers when documents are due for review, with escalation for overdue reviews.
- Guided review process Step reviewers through a structured review process with checklists and guidance to ensure thorough reviews.
The system maintains complete records of all review activities, creating an audit trail that demonstrates regular review processes for compliance and inspection purposes.
Review analytics and reporting
Generate comprehensive reports on review status, overdue reviews, and review outcomes. Identify patterns in review findings to drive continuous improvement in your document management processes.
Reporting & Analytics
Document insights for better decisions
Transform document data into actionable insights with powerful reporting and analytics tools designed specifically for educational settings.
- Document dashboards
- Get instant visibility of document status, review cycles, and distribution metrics with intuitive visual dashboards.
- Usage analytics
- Understand how documents are being used with detailed analytics on views, downloads, and engagement patterns.
- Compliance reporting
- Generate comprehensive reports on document compliance, including review status, distribution status, and acknowledgment rates.
When inspectors arrive, your document management system does the talking. No more scrambling to prove that policies are current, distributed, and acknowledged.
Inspection-ready document management
Generate comprehensive document reports for inspections with just a few clicks. Export data in multiple formats, create custom report templates, and demonstrate your commitment to proper document management and compliance.
Get Started
Ready to transform your document management? Start your journey to calm compliance today.