Medical certificate, parental consent, image rights, license: every season brings the same paper chase. Required documents move it into the app. You say what must be provided, each member sends it from their profile, you validate, and the app watches expiry dates.
1. Add a document
The Configuration tab lists your documents. Add a document opens the form.
The Common templates prefill the classic cases: medical certificate, parental authorization, CFJJB sports passport, ID photo, liability waiver, internal rules accepted, image rights, and profile fields such as address, phone, date and place of birth, emergency contact, weight category, gender or the father’s and mother’s details. Other starts from a blank page. Tap a template, then adjust what needs adjusting.
The Description is read by the member when they submit: say exactly what you expect (“certificate less than 3 months old, competition mention”). The optional External link shows a link or an image to look at, for example your internal rules or the club charter.
The type says how the member answers:
- File or Photo for a certificate or an ID;
- Yes / No for accepted rules;
- Short text, Long text, Number or Date for a piece of information to type in;
- Choice list for one answer among those you offer, added one by one with Add a choice;
- Profile field for data already in their profile;
- Federation licence for a licence number, offered only if your academy is affiliated with a federation.
2. Organise the list
Click a document to edit it. The bin icon deletes it after a confirmation: submissions already received are archived, not erased.
As soon as you have two documents, the Reorder button at the top of the screen opens a draggable list: long press a document, move it, then Save order. This is the order in which your members see the documents to provide: put the most important first.
3. Set the rules
- Required: the member can join the academy without it, but an alert at the top of their profile reminds them until they provide it.
- Blocks class enrollment and Blocks subscription: without a validated document, no enrolling in a class or subscribing. A blocking document is always mandatory. This is the setting for a medical certificate.
- Auto approval: the document is validated on submission, without going through you. Handy for accepted rules or a photo. A federation license is always validated by hand.
- Audience: all members, minors only (parental consent) or adults only.
- Validity in months: past that delay, the document expires and must be provided again. Use 12 for a yearly certificate, 0 for a document with no expiry.
4. Validate submissions
The To review tab gathers what your members sent. Filter by Pending, Approved or Rejected, search for a student, sort by date or by document.
Approve offers an expiry date: leave it empty to apply the default validity, or enter the certificate’s date. Reject asks for a reason, which the member reads. Revoke cancels a validation already given, with a reason.
On a submission already approved, Edit validity changes its end date: to extend a certificate, fix a typo, or Remove date so the document stays valid with no limit. The new date must be in the future.
5. Track expiries
The Expiring tab lists validated documents ending soon, the already expired ones first. A monthly pass is enough to chase the right people before they get blocked from enrolling in a class.
6. What the student does
From their Profile, the Required documents entry lists what they must provide. For each document, they pick a file, take a photo or choose from their gallery, within 10 MB, then send. They can replace a submission. As long as a mandatory document is missing, an alert stays at the top of their profile.
A profile field document simply asks them to complete their profile.
If a student cannot enroll in a class
A blocking document not validated is the most frequent cause. Look at the To review tab: their submission may just be waiting for your click.