Add a Document Type to an Activity

This article will show you how to add Document Type(s) to an Activity as well as configure the requirements, permissions, and notifications for each document.

Important Notes

• Document Management is a paid feature. For more information, please contact Support or your Customer Success Manager.
• Document Types added will apply to all sessions within that activity.

Instructions

1. Navigate to Activities, and select Activity List:
   
2. Select Edit (pencil icon) to modify an existing activity, or create a new activity
   
3. Click Document Types at the top
   
4. Click Add Document Type: 
   
5. Select a Document Type from the drop-down list:
   
6. Choose a Requirement option:
   
    
   • Not Required: Select if the document is not required for registration
   • Required: Make the document a requirement for registration
   • Required on 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:
       
       Note: Document Types will not disappear if No is selected for the Prompt, simply that they will not be required.
7. 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: This option only applies to Required documents.
     Note: If the user fails to meet the Days in Advance date, they will be removed from the session automatically and auto-refunded unless they are pinned to the roster. 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.
     Note: Registered account holders will receive a reminder email to upload the required documents 3 days before the configured Days in Advance number. If Days in Advance is not configured, then the reminder email will be sent 3 days before the session start date.
     Note: If a user is enrolled from a waitlist on or before the session start date but after the Days in Advance required date has passed, they will automatically be removed from the roster.
8. 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.
     Note: Only Admin-level users will be able to select staff from the assign permissions drop-down menu. 
9. Choose to Send Notifications to staff members when a required document has been 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.
10. Repeat steps 3-8 for each Document Type you wish to add:
    
11. Click Save Activity:
    

Resources

• Create a Document Type
• View and Manage Document Status on Roster