Upload Files to a Team Member's Profile

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At a glance

The Files tab on a team member's profile lets leaders attach documents, images, videos, and links to the team member's record, giving your store a single place to keep I-9 forms, signed onboarding paperwork, training certificates, performance-review attachments, and links to shared resources. You open the profile, click the Files tab, and use Upload File(s) to add a document or Add Link to attach a URL. Files can be categorized, searched, sorted, downloaded individually or in bulk, edited, and deleted. If no files have been uploaded yet, the table shows "No files uploaded yet." The Recent Activity panel on the right shows "No file activity yet" until uploads or downloads occur.

Before you start

1. You need a role with permission to edit the team member's profile. [VERIFY: exact permission label; likely Manager and higher by the same default as other profile-edit actions.]
2. Have the file ready on your device, or have the URL ready if you are adding a link.
3. Decide the category in advance: Documents, Images, Videos, Audio, Links, or Other. The category makes later filtering easier.
4. Estimated time: under a minute per file or link.

Steps

To upload a file:

1. Open Team from the left navigation menu and open the team member's profile.
2. Click the Files tab in the profile's tab bar.
3. Press Upload File(s) in the top right of the Files & Documents section.
4. In the upload modal, click Choose File or drop the file into the drop zone. Multiple files can be uploaded at once.
5. Optionally add a description to explain what the file is. The description saves with the file and helps later leaders understand context without opening the file.
6. Press Upload. The file appears in the Files & Documents table. Columns are Name, Category, Size, Date, Description, Visible To, Preview, and Actions.

To add a link instead of a file:

1. Press Upload File(s) from the Files tab.
2. Click the Add Link tab in the modal.
3. Enter the Link URL (the web address the link should point to).
4. Enter a Link Title (how the link should display in the table).
5. Choose a category from the dropdown.
6. Optionally add a description.
7. Press Add Link. The link appears in the Files & Documents table alongside uploaded files.

To download, edit, or delete a file:

1. Locate the file in the Files & Documents table.
2. Click the three-dot menu in the Actions column on that row.
3. Select Download, Edit, or Delete. Delete opens a confirmation modal before the file is removed.

To download all files at once:

1. Press Download Files in the top right of the Files & Documents section. The button is disabled when the table is empty.
2. Confirm the bulk download in the modal that appears.

Video

Video coming soon.

Common gotchas

I uploaded a file and it is not in the list.

Refresh the tab. The table updates immediately in most cases but can lag on slow connections. If it still does not appear after a refresh, check the upload completed successfully (the upload button animates; if it was interrupted, the file may not have saved).

I cannot find a file I know I uploaded last month.

Use the search box above the table. Type any word that is likely to appear in the file name or description. Or use the Category dropdown to narrow the list to Documents, Images, Videos, Audio, Links, or Other. The table also sorts by any column; click a column header to sort ascending or descending, useful for finding older files by Date.

The Download Files button is disabled even though I see files in the table.

Give the page a moment; the button enables once the table has finished loading. If it stays disabled, refresh the browser or close and reopen the app.

A team member can see files on their own profile that they should not have access to.

[VERIFY: The Files table includes a Visible To column in the live UI. Confirm what options this column offers (e.g. "Leadership Only" vs "Everyone") and whether leaders can restrict file visibility per upload. If so, the guidance below needs to change -- leaders may have a built-in way to make files private. Kevin to confirm during next walkthrough.]

Files on a team member's profile are visible to the team member when they view their own profile. If a file needs to be private to leadership, do not upload it to the team member's Files tab; store it in a leadership-only location outside OneClick. The Files tab is not a leadership-only surface.

I deleted a file by mistake.

Deleted files cannot be recovered from within OneClick. If the deletion was accidental, check whether you still have the original file on your device or in cloud storage and re-upload. For critical files (signed legal paperwork, certifications), keep a backup outside OneClick.

I want to upload a file type that is not a document, image, video, or audio.

Choose Other as the category. Most common file types upload successfully; the category is for filtering only, not a validation rule. If an upload fails, check the file size and format; very large files may exceed upload limits, and some niche formats may not be supported. Try converting to a more common format if the upload fails.

An uploaded link points to a Google Drive file that requires sign-in, and team members cannot open it.

Links open in a new tab as-is; OneClick does not proxy access. If a link requires authentication, the team member needs appropriate permissions on the target system (Google Drive, SharePoint, and so on). Consider uploading the file directly as an attachment instead of linking to it, or make the linked resource accessible to anyone with the link.

Related articles

1. Understand the Team Member Profile (Reference)
2. Access an Archived Team Member's Profile (How-To Guides), for finding files on archived profiles
3. Understand Permission Levels (Reference)

Still stuck

If you cannot upload a file, the Files tab is not appearing on a profile, or a file will not open after upload, submit a support ticket with your store number, the team member's name, the file name you attempted, and a screenshot of the Files tab. Support typically responds within one business day.

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Pre-publish checklist

19 45a350ea-f635-423c-ba0b-f116f8ff05f0 complete Seven sections filled.

20 15c237fb-2e7c-41ac-9b1b-1d1a1d34553a complete Multi-path How-To pattern (upload file, add link, file actions, bulk download).

21 c31d1521-8192-42c4-a97c-e90ca4d3e55e complete No em dashes, no hedge words.

22 74043fc5-ca29-4d5c-b018-098c7b0e3b0a complete Permission-based role references.

23 ceed2b25-87b0-4485-b0d3-22215630af38 complete Six file categories enumerated (Documents, Images, Videos, Audio, Links, Other).

24 80f4a8af-3ed2-4b15-90cb-96cf92c395c3 complete Empty state text corrected (two distinct states: table and Recent Activity panel).

25 98de07d0-721a-4b16-b088-40f5a24169c1 complete Column list corrected to all 8 columns: Name, Category, Size, Date, Description, Visible To, Preview, Actions.

26 ca69209a-9559-48f8-b71e-2c044e7cfc17 incomplete VERIFY: exact upload permission label (likely Manager+ but not confirmed).

27 0d048da3-ae19-42d1-9bb6-104b3ea0d40c incomplete VERIFY: Visible To column options -- confirm whether per-file visibility control exists (Kevin to walk through with a test upload).

28 6537842e-a297-4c76-8f4e-592d1aa64ecb incomplete UI verified against Production.

29 74384cb6-2f93-4e42-b5d5-d1beddae97b3 incomplete Screenshots to be inserted (Files tab, Upload File(s) modal in file mode, Upload File(s) modal in link mode, Actions three-dot menu, bulk Download Files confirmation).

30 9541bbd7-919a-433a-848b-1b7f11f65310 incomplete Reviewed by Jared and Kevin.