This tutorial explains how to upload and manage documents in Headlight.
1. Uploading Documents via Resources
Go to Resources → Documents.
In this overview, you can find all company documents.
To upload a new one, click the “+” button in the top-right corner.
🧠 For Headlight.Flow customers, employee or vehicle-specific documents are typically uploaded automatically through workflows.
After uploading (via drag & drop or your file explorer), you can add metadata — for example, select the document type (e.g., Expertise File).
Note that by default, document visibility is set to « Company Admin ». This means that these documents are not available for employees. Documents will only be visible to employees, if following conditions are met:
- the document has visibility « Employee »
- the document is linked to the employee
If you want to make certain documents available to all employees, you can view our article on how to add a document as a « Company Document ».
Next, you can link the document to an employee or vehicle.
Search by driver name or license plate to find the correct record.
Click Upload to finalize.
The file will appear both in the Document overview and the linked vehicle’s documents section.
2. Uploading Documents via an Individual Resource
You can also upload documents directly from a specific resource.
- Open the resource details (e.g., a vehicle or employee).
- Go to the Documents tab to see existing files.
- Click the “+” button in the bottom-right corner to upload a new one.
- Add metadata if needed (e.g., Lease Contract).
- ✅ Confirm the upload.
The uploaded file will now be visible in both the resource’s Documents tab and the general Documents overview.
📂 And that’s how you upload and link resource-related documents in Headlight!
Please find our dedicated help pages for specific types of documents you want to add:
