You can use document types for managing documents in either Activities or Facilities. To learn how to set them up, see Create a Document Type.
Customers can upload their documents for activities or facilities using their public portal.
Important Note:
After a user uploads a required document, they won’t need to upload it again until the retention period ends. For example, if insurance is needed and the retention period is 12 months, the user only has to upload it once. Even if they make another reservation during those 12 months, they won’t be asked to upload the insurance again.
Create a Required Document for Facilities
These instructions will show you how to add Document Type(s) to a Facility as well as configure the requirements, permissions, and notifications for each document.
Navigate to the Facilities tab, and select Facility List
Select Edit (pencil icon) to modify an existing activity or create a new facility
On the Basics tab, click Add Document Type
Select the Document Type(s) from the list
Choose a Requirement Option
Not Required: Select if the document is not required for registration
Required: Make the document a requirement for registration
Select Prompt: You can choose to require a document based on how a user answers a Yes/No question. If they answer “Yes,” the document will be required for the activity. However, it won’t be needed to check out in the cart.
Select prompt from list: Assign an existing Yes/No prompt from the drop-down that appears
Assign Permissions to specify which users have access to view the uploaded documents
Note:
This option is only available for Secure document types.
The drop-down will display any user who is set up as an Internal User/Staff Member.
Set how many days before a session starts the file must be uploaded. This is helpful if you want the system to automatically remove users from the roster when they haven’t uploaded a required document.
Note:
If the user fails to meet the Days in Advance date, they will be removed from the reservation automatically and auto-refunded. Leave this field blank if the user should not be removed from the session automatically. Add a 0 to indicate that the user will be removed automatically on the session start date if they haven't uploaded a file. The maximum is 60 days.
You can choose to send a Notification to a group when the document is uploaded
Note:
This option only applies to the Required documents.
Staff will get a notification email when a document is uploaded. For secure documents, staff listed in the Assign Permissions drop-down will be notified. For standard documents, staff listed in the Notify Staff dropdown will be notified. Each selected staff member will get one email for every activity the user is signed up for. The email includes a link to view the uploaded document(s).
Users must be on the Platform to view uploaded documents.
Note: Staff members will not be notified if a public user removes a document.
Repeat steps 3 through 8 for each Document Type you wish to add
Click Save Facility
Review Uploaded Documents
Internal staff can review documents on the facility check-in page. These instructions will show you how to navigate to that page. You can also view uploaded documents through your account actions. See how by reading the View Document Status on the Account Level article.
Navigate to the Facilities tab and select Check In
Select the correct Parent location in the top right corner, and the Date of the facility rental
Staff can view the status of documents as either Completed or Missing.
Staff can pin a reservation if secure documents haven’t been uploaded. This helps prevent the reservation from being canceled because the required number of days in advance wasn’t met.
