Documents
The documents feature provides the administration the tools to create, send and obtain signatures on the business required waivers, contracts and agreements. After a document is published, an email is sent to the members and electronic signature is available to complete their actions. The tools to manage the documents, monitor the signatures/status, are provided in this feature.
Documents
When this feature is invoked, the user is taken to the Documents page where a list of all previously created documents can be seen. There is an icon (plus sign) to create a new document as well. The existing document list gives the following information for each document.
| Report Data | Description |
|---|---|
| Name | This column provides the name that the document was given upon creation. By clicking on any document in the list, that document can be opened for analysis and modification. The documents in the list are sorted by the date of creation, with the newest documents at the top of the list. |
| Type | When a document is created, it has a type associated with it. This information is displayed on the page for each document in the list. All Gym is the default and only document type (future enhancements will add other document types). |
| Published | The Published status will indicate whether this document is still in a draft state (False) or if it has been published to the members (True). |
| Created | The date the document was originally created is shown in this column. Other pertinent dates, such as edits and date of publish, are available upon opening the document. |
If an existing document is opened at this point, the options and actions available are the same as creating a new document (except as noted), which is described in the following sections. By selecting the icon to create a new document, the New Document modal will be shown.
New Document
The new document modal defaults to the Document Settings page, for defining the name and type of document, as well as who the document is generated for. Each of the tabs available to the user are defined in the tables given below.
| Settings Tab | Options | Description |
|---|---|---|
| Document Settings | Document Name | A name for this document |
|
|
Document Type |
Select the document type from this drop down. All Gym currently - A document will be sent to all users from the document per list. Manually Assign - A document will be sent to the manually selected users. |
|
|
Generate one document per | Select who the document will be generated for. This selection is one per athlete, per parent or per staff, depending on the purpose of the document. |
| Expiration | Enable document expiration | This is a drop down selection of yes or no to enable this document to expire. The default for this option is No, but if Yes is selected in this box, another drop down to define the expiration period is provided. |
|
|
How long is document valid | This option appears only after Yes is selected in the drop down for enabling document expiration. The drop down options for expiration are 1, 2, 3, 4 or 5 years. |
| Due Date | Enable Due Date | A due date can be enabled for the document allowing administration to track when documents are overdue. This option is defaulted to No, but if Yes is selected then the due date drop down will be enabled on the page. |
|
|
Due Date | This option appears only after Yes is selected to enable due date. The due date is a text box where the user enters a number to define how many days after the document is sent to status as overdue. The status of the members documents are shown as Overdue on the Signatures tab. |
| Edit icon |
Edit Save Cancel |
The edit icon must be selected prior to changing any of the fields on this page; after changes are made, Save button must be selected to save the data or Cancel button to discard the changes. |
| Check this box to delete. This action cannot be undone. |
|
If this box is checked, this document can be deleted from the system. This option is ONLY available if the document has not been published. |
| Document Content Tab | Options | Description |
|---|---|---|
| Document Content | Text Box | A text box is provided for the user to insert the contents for this document. |
| Document History | Read-Only | This section provides the history of the document, showing entries for the creation of the document, entries tracking edits, and entries for the publishing of the document. This section is read-only. |
| Edit icon |
Edit Save Cancel |
The edit icon must be selected prior to adding or changing the contents of the document. Save button must be selected to save the data or Cancel button to discard the changes. |
| Assignments Tab | Options | Description |
|---|---|---|
| Enable in registration flow |
Yes No |
This option is defaulted to No, but if Yes is selected, the option to force members to sign this document at registration can be applied. If No is selected, documents will not be provided during the member registration flow. |
| Force signature at registration |
Yes No |
This option is available only if the document is enabled in the registration flow. This is defaulted to No, but if Yes is selected, the signing of this document will be required during the member's registration flow. If No is selected, the document will be available for signing, but not required. |
| Backfill To |
All Users Users with Enrollments |
When a document is created, the administration has the option to send this document to all the users in the system, or just the users that have current enrollments. This option is defaulted to All Users. |
| Edit icon |
Edit Save Cancel |
The edit icon must be selected prior to changing the options on this page. Save button must be selected to save the selections, or Cancel button to discard. |
The next tab of the documents feature is either Finalize, if the document has not been published, or Signatures if the document has been published. The two pages are different in content and described separately in the tables below.
| Finalize Tab | Content | Description |
|---|---|---|
| Publish Document - All Gym |
|
This button will publish the document, which will also send an email for each of the users shown on the page at the email addresses listed for that user. Documents cannot be edited after they are published. Once that email is received, indicating a new document needs signature, the user will log into the application and see the documents available to them. |
| Users that will receive this document |
|
The contents of the page under this heading include all the users that will be sent this document upon a publish, as defined by the previous filters on the assignments tab. The administration can review prior to publishing the document for accuracy. |
| Publish Document - Manually Assigned | Select users to receive this document | You can search and select the users you want to send the document to. Only users selected will receive the document. |
| Users that will receive this document |
|
User that have the box checked next to their name. You can continue to come back to the page and assign new users to this document. |
|
|
Users | The users name this document applies to. This can be an athlete, parent or staff, as defined under document settings. (This is a future upgrade; currently only athlete is supported.) |
|
|
Family Name | The family name of the user in column 1. |
|
|
User Type | The user type for the user receiving the document. If the user has multiple types, for instance athlete and staff, all types will be shown. |
|
|
Email address(es) that will receive the message indicating documents are available for signature. |
| Signatures Tab |
|
Description |
|---|---|---|
| Document Signatures | Published | Read-only, provides the date that this document was published. |
| Document Signatures | Total Documents | Read-only text providing the total number of documents in the list below. Each user entry is a separate document. |
| Document Signatures | Search Bar | Search allows search by user name or nickname, or family name. |
| Viewing Filters |
View All Completed Pending Overdue Expired |
Administration has the option to view the members with this document by the status. View All is the default selection, however Overdue can be selected, for instance, to just show what documents are overdue for members. These filters are available above the list of users. |
| Checkbox by Family |
|
The checkbox next to Family, if checked, will toggle the check box next to every family name in the list. If checked beside any family, the Action button will be enabled, and can be invoked as described below. Any or all of the families can be selected for the action. |
| Actions | Send 1 Reminder | When the Actions button is enabled, there is one option currently, to send a reminder email to the families that have the check box enabled, that they have documents that need signed. |
| Contents | Family | List giving the Family name associated with the user that received the document. |
|
|
User | Member this document applies to. |
|
|
Issued Date | The date the document initially issued to this member. This date can reflect newer dates than publish, for instance, when new registrations occur after the document has been published. |
|
|
Signed Date | This column contains the date the document was signed. This column is blank if document not signed. |
|
|
Last Sent | The date and time of the last email sent to the user's email(s) which is when reminder emails are sent. Administration can always see when the last email was sent on behalf of that user. |
|
|
Status | The status of the document is shown for the administration to track the required signatures from the members. Status will indicate Pending when the document is sent, prior to the document being signed (Completed) or becoming Overdue. If the document has expired, |
| Click User Document |
|
This action will open that user's document, providing a print option. This supports the business when hard copies of signed documents are needed. The signed document contains the dated electronic signatures. |
