Club documents

Club documents allow you to upload and manage important documents for your club, such as your constitution, AGM minutes, policies, or waivers. This is a Pro feature that enables you to require members to accept certain documents.

Accessing club documents

To manage documents for a club:

1. Navigate to Settings (click on your profile icon in the top right)
2. In the left sidebar, under the club name, click on Documents

The Documents page shows all documents for the club, including their names, versions, upload dates, and acceptance requirements.

Adding a new document

To add a new document:

1. Navigate to the Documents page for your club (see above)
2. Click the "New document" button
3. Enter a Document name (e.g., "Constitution", "Code of Conduct")
4. Upload a PDF file (up to 10MB)
5. Optionally check "Members must accept this document" if you want to require acceptance
6. Click Save

The document will be created as version 1. You can upload new versions later.

Document versions

Documents support versioning. When you upload a new version of an existing document:

• The version number automatically increments
• Previous versions are preserved
• You can view all versions of a document

To upload a new version:

1. Click on the document name in the documents list
2. Hover over the document and a "Replace" button will appear. Click it.
3. Upload a new PDF file

Member acceptance requirements

You can require members to accept documents. There are three options:

• All members: All existing members must accept the latest version of the document
• New members: Only new members joining the club must accept the document
• No: The document is available but acceptance is not required

Setting acceptance requirements

When creating or editing a document, you can set who must accept it:

1. Click on the document name in the documents list
2. Use the "Members must accept this document version" dropdown
3. Select:
   • "All members" - Requires all existing members to accept the latest version
   • "New members" - Only new members must accept
   • "No" - No acceptance required
4. The changes are saved automatically

How acceptance works

Members accept documents in the player portal. When a document is marked as requiring acceptance:

• For new members: When someone accepts a club invitation in the portal, they must review and accept all required documents before they can complete the invitation acceptance
• For all members: When you set a document to require acceptance from all members, existing members will need to accept the latest version in the portal
• Version updates: When you upload a new version of a document, the "all members" requirement is automatically reset, so you can choose whether to require all members to accept the new version

Notifying members about documents

When you promote casual participants to formal members, people who need to accept documents are automatically included in the invitation process:

1. Promoting members: When you select people to promote to formal members, the system identifies who needs to accept required documents
2. Sending invitations: When you click "Send invite", the system creates a notification that requires admin approval
3. Email notifications: Once approved, members receive an email invitation with a link to the player portal
4. Portal link: The email link takes members directly to the club invitation page in the portal, where they can see all documents they need to review
5. Document acceptance: Members must review and accept all required documents before they can complete the invitation acceptance

Note: Email notifications can take up to 24 hours to be sent after approval. Members who need to accept documents are still included in the invitation even if they haven't accepted documents yet—they'll need to accept them in the portal before completing the invitation.

Viewing documents

To view a document:

1. Navigate to the Documents page
2. Click on the document name
3. The document will open in a PDF viewer

Documents can also be viewed by:

• Club administrators in the Documents settings page
• Members in the player portal
• Members when accepting required documents

Deleting documents

To delete a document:

1. Navigate to the Documents page
2. Click Delete next to the document you want to delete
3. Confirm the deletion

Note: Deleting a document removes all versions of that document. This action cannot be undone.

Player portal

Members view and accept documents in the player portal:

• Accepting documents: When accepting a club invitation, members are presented with all required documents. They must review each document and accept it before they can complete the invitation acceptance
• Viewing documents: Members can view all club documents in the portal, even if acceptance is not required
• Document acceptance: Members accept documents by viewing them in the portal and confirming their acceptance. The system tracks which documents each member has accepted and when
• Required documents: Members cannot complete certain actions (like accepting a club invitation) until they have accepted all required documents

Members view documents through the club details page in the player portal.