My Store Documents: Licences, Permits and Logos

A rep asks for a copy of your tobacco licence. You know it's somewhere — a photo on somebody's phone, an email from the accountant, a scan in a folder nobody can name. Twenty minutes later you're still looking, and you're not certain the copy you found is the current one.

My Store Documents is where that paperwork lives now. Open it from the Dashboard and you get three choices: My Documents to see what you have and upload a new copy, Email Documents to send files to a vendor or rep, and Settings for reminders and hidden documents.

What You're Looking At

Each document is a tile, and each tile tells you in plain English where it stands — whether there's a copy on file, how old it is, who uploaded it, and who you last sent it to. Lines like "No copy on file yet", "Over a year old" or "Last sent April 29, 2025 to Joe Ramirez" are doing the work of a filing cabinet you'd otherwise have to check by hand.

Tobacco licence, sales tax licence, permits, your logo — whatever you send out regularly.

Adding a Document

Click Add a Document, pick the file, give it a name, save. Done.

That's worth calling out because the old File Management screen made you save an empty record, close it, reopen it, and only then let you attach a file. More than a few stores concluded it was broken. It wasn't, but it certainly wasn't obvious.

Expiration Dates, and the Colour on the Corner

Give a licence its expiry date and its tile carries a countdown pill that gets louder as the date approaches:

• Neutral while it's comfortably far out
• Yellow inside 45 days
• Dark orange in the final week
• Red once it has passed

There's a fourth state you should pay attention to: NO EXPIRATION DATE PROVIDED, also in dark orange. That's the one that quietly lapses, because nothing was ever going to warn you about a date TORO didn't know.

Each uploaded copy keeps its own expiry date. So when you renew a licence and upload the new certificate, the old copy still shows what it was valid until — which is exactly what you want if anyone ever asks what you were operating under last March. You can set or clear the expiration on any copy from its Details screen.

Emailing Them Out

Vendors rarely ask for one thing. They want the licence and the logo, in one message, today.

Email Documents lets you tick several files and send them together. The list shows what each document actually is, so you're not guessing which of three PDFs is the current permit. TORO writes the message for you and lists what's attached, and it remembers who you've sent things to before — so the second time that vendor asks, it's one tap.

TORO Will Chase You About It

Once a month, TORO asks whoever looks after these documents whether the licence copies are still current. It asks more often as one gets close to running out.

You get four ways to answer:

• Upload a New Copy — do it right there, on the spot.
• Yes, It's Up To Date — and it stops asking for now.
• Ask Me Later — the honest snooze.
• This doesn't apply to my store — you don't sell what that permit covers, so stop asking entirely. TORO confirms first, and the document gets hidden from your list.

You can turn the whole thing off with Remind us to keep licence copies up to date in Settings, though the reminder is genuinely the point of the feature — a lapsed tobacco licence is not a problem you want to discover from an inspector.

Only documents filed as a licence or permit get chased. If TORO is nagging you about something that isn't one, open it and use Change What Kind of Document This Is.

Hiding Things You Don't Use

Hide This Document takes something off your main list without deleting it. Hidden documents come back via Show Hidden Documents, or from the Settings screen with Show This One Again.

One caveat TORO will warn you about: hidden documents still appear on the older File Management screen. Hiding is about tidying this list, not about locking anything away.

Nothing Is Ever Deleted

Every older copy is kept. Upload a new licence and the previous one moves into the document's history, where you can look at it or put it back in front at any time.

Your existing File Management screen is untouched and still works. Both read the same files, so nothing breaks and nobody has to switch on a schedule — move across whenever it suits you. Anyone who can open File Management today can open My Store Documents.