Document types can be used for either Activity or Facility document management and details on setting up document types can be found on Create a Document Type.
Customers can upload their documents for activities or facilities using their public portal
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.
Instructions
- Navigate to the Facilities tab, and select Facility List
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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
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Select Prompt: Choose to require the document based on a user's response to a Yes/No prompt; when answering affirmatively, the document type will be required for the activity but not required to check out in the cart.
- Select prompt from list: Assign an existing Yes/No prompt from the drop-down that appears
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Assign Permissions to specify which users have access to view the uploaded documents
- Note: This option is only available for Secure document types.
- Note: The drop-down will display any user who is set up as an Internal User / Staff Member.
- Set the Days in Advance of a session start date the file must be uploaded (if you wish to auto-remove users from the roster who have not 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 Required documents.
- Note: For Secure documents, staff assigned in the Assign Permissions drop-down will get a notification email. For Standard documents, staff assigned in the Notify Staff drop-down will get a notification email. Selected staff will receive one email per activity the user is enrolled in with a link to view the uploaded document(s).
- Note: 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 3-8 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.
Instructions
- 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
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Staff can view the status of documents as either Completed or Missing.
- Staff can pin a reservation if the secure documents have not been uploaded to prevent the reservation from being canceled due to the ‘days in advance’ not being met.
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