Documents

Everything the agency holds on you as a contractor sits in one place — the credentials that keep you eligible for assignments, the tax form that lets you be paid, and the agreements you’ve signed. Click your avatar in the top right, open Profile, then the Documents tab.

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Put a credential on file

Click Upload Credential at the top of the Credentials section and pick a document type first — the rest of the form changes to match it:

• AAERT Certification — issuing authority and license number.
• Court Reporter License — license number and the issuing state.
• Proof of Insurance — the insurance provider.
• Other — issuing authority, plus an optional number and jurisdiction. Use this for anything the first three don’t cover. If staff asked you for a specific document, the description they wrote appears on the request so you know what they’re after.

Every credential needs an expiration date, whichever type you pick, because that date is what drives your renewal reminders. Issue date is optional. The date pickers won’t let you set an issue date in the future or an expiration date in the past, so you can’t file something that has already lapsed — renew it instead. The file can be a PDF, PNG or JPG, up to 50 MB. You can hold several credentials of the same type at once. Two reporter licenses for two states is normal, and uploading the second one leaves the first untouched — nothing is replaced unless you explicitly renew a particular credential.

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Renew before it expires

Each credential card tells you where it stands: Active, a yellow countdown once it’s inside 30 days (Expires in 14d), or Expired in red. You get nudged three times as expiry approaches — 60 days out, 30 days out, and on the expiration date itself. A single email covers every credential of yours that’s due, and it isn’t one you can switch off in Notifications. From 60 days out the credential also lands in Action Required under the Renewals tab. To renew, open the credential’s menu and choose Renew — or use the Renew button on the Action Required card, which does the same thing. The type, issuing authority, number and jurisdiction carry over; you supply the new file and the new dates. When the upload finishes the old copy is archived for you and kept inside the same card, underneath the version that replaced it, so a credential carries its own history. It isn’t deleted — it stays as proof you held that credential at the time. The Show archived link at the foot of the section is a different thing. It reveals credentials you archived by hand and never replaced, which sit on their own rather than under a current version. If you no longer hold a credential, archive it rather than renewing it: Archive from its menu, or “No longer hold” beside Renew on the Action Required card. Archiving takes it off your active list and stops the renewal reminders, and it’s reversible — click “Show archived” under the cards, then Restore from the row’s menu. Deleting a credential outright isn’t something you can do; only agency staff can, for the rare wrong-file case.

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Get your W-9 on file

The agency needs a current W-9 before it can pay you. There are two ways to provide one. With nothing on file yet, both are offered on the Tax Documents section itself; either way they’re always on the arrow beside Upload Credential, under Tax Forms. Once a W-9 is on file the same two options sit in that card’s menu, named Generate New and Upload New. If you already have a completed, signed W-9, choose Upload W-9 and drop in the file. This one is PDF only, up to 50 MB. Otherwise choose Generate W-9. The Fill & Sign form builds one for you on the official IRS form from:

• Tax classification — Individual / Sole Proprietor, Single-Member LLC, C Corporation, and so on. This decides which box your number goes in: an individual or a single-member LLC files under an SSN, everything else under an EIN, and the field relabels itself as soon as you choose.
• Your TIN, typed twice to confirm.
• A business or DBA name, required for every classification except Individual.

Then you certify the Part II statements under penalties of perjury, type your full legal name, draw your signature, and consent to signing electronically. Your name and mailing address come from your account, not from this form. If the mailing address on file is incomplete the form refuses to generate and says so — fix it on the Account tab of your profile, or upload a completed W-9 instead. You only ever have one current W-9. Providing a new one, uploaded or generated, archives the one it replaces automatically; the old form stays on record behind “Show archived” rather than being deleted.

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Signed agreements

The Signed Agreements section is your record, not a to-do list. Each row shows the agreement title, the name you signed under, and the date. Click the title to download the signed PDF. An agreement only reaches you when staff request it — you can’t go browsing for one to sign. Once requested it shows up in Action Required under Documents with a Review & Sign button, and on the emailed link if you were sent one. Signing opens the document with your details already merged into it. Read it, tick that you agree to the terms, type your full legal name, draw your signature, and consent to signing electronically. The stored PDF carries your signature and is pinned to the exact version you signed, so a later revision of the agreement never rewrites what you agreed to. Two things you may run into. An agreement labelled “Not available yet — please check back later” was requested before its template was published; there’s nothing to do but wait for it to become signable. And if staff void a signature it drops off this list — if they still need one, it comes back as a fresh request.

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When staff ask you for a document

Staff can request a credential, a W-9, or an agreement at any time after onboarding, including anything you skipped during onboarding itself. However the request reaches you, the same list is waiting when you sign in. Action Required appears under Dashboard in the left menu — with a red count — once you have something outstanding, split into Documents (what to provide) and Renewals (any credential inside its 60-day window). Each card carries the right button for its item: Review & Sign for an agreement, Upload with the type pre-filled for a credential, Fill & Sign or Upload for a W-9, and Renew or “No longer hold” on a renewal. Tabs appear only while they hold cards, clearing the last one returns you to your dashboard, and the menu entry disappears entirely at zero — an absent link means nothing is pending. Only these two kinds of item ever land there: job offers, confirmations, worksheets and orders live in the Proceedings and Transcription queues instead. You may also get an email with a secure link. That link opens the same checklist without signing in, which helps if you’re on a phone or you’ve lost access to your account:

• It’s good for 30 days, and you can return to it as often as you like — items are completed one at a time and your progress is saved between visits.
• The upload and Fill & Sign forms behind it are the same ones you’d use in your profile.
• Once nothing is outstanding the link stops working and shows an “All Documents Complete” screen. That’s expected — sign in for anything after that.

Providing a requested document clears the request the moment the upload or signature completes. There’s no separate submit step and no approval to wait on.