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, emergency contact. The type says how the member answers: a file or a photo for a certificate, yes / no for accepted rules, a text or a date for a piece of information, a profile field for data already in their profile, or a federation license for a license number.
2. 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.
3. 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.
4. 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.
5. 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.