Managing my members documents - 🖥️

🏆 Feature only available for clubs with a CLUB subscription 🏆

As a club administrator, you can attach files to your members' profiles. 

A member's profile contains all the personal information you need for the day-to-day management of your club. 

You can also store documents in your members' profiles. 

Creating a "File" column 

From your member database page, click on Edit columns. 

• Click on Add column 
• Give it a name 
• Select the type of information you want (in this case, File)
• Confirm the creation by clicking on Add

⚠️ Don't forget to save the changes!

Uploading files to a member's profile

From the member database, on the website: 

• Go to the member's profile
• Click on Files
• Click on Add, make sure to add the right document
• Choose the file you wish to upload (PDF, JPG or PNG)
• Change the file's name if needed
• Confirm by saving 

Warning: You can preview all images in JPG or PNG format as well as all files in PDF format. Other file types are supported by SportEasy but cannot be viewed in the application. You will need to download them to view them.

Allowing members to upload documents themselves 

Like any other type of information involving your club members, you can decide who can view, add, modify or delete files from their personal profile. 

Click on Edit columns:

• Go to the Access page 
• Select the column you would like to change access to and click on "..."
• Click on Manage access

You will then be able to change: 

• The display : in which area you want the file to appear 
• The visibility : who has access to see the file and download it 
• The editing rights : who has the rights to delete or upload a file

⚠️ Don't forget to save the changes! 

Display: All teams means that all teams within the club will see the file column in their team database. You can also choose to display the column only for some of the club's teams if you don't need this information from all club members.  

Edition: The player for themselves means that the player will be able to upload the document onto their profile for coaches and admins to access. If you wish for them not to be able to delete and upload files, you need to select Admin only or Coaches and player-coaches. 

Warning: A member will not be able to delete or upload a file for another member, unless they are a coach or player-coach. However, if in the visibility column you choose All members, then a team member will be able to download another member's documents. 

Stocking documents from the archive 

The document archive holds all your members' documents that had been uploaded before the new document management system. You ca no longer upload documents this way. The files that are in the document archive will shortly be deleted.   

You can find the document archive in the member database. By default, it is the furthest column to the right. If you had previously uploaded documents, you will se a file icon appear next to the corresponding member. 

You can access these documents by going onto the member's profile and on the documents page. 

Warning: You will not see a section called Document archive if you have never uploaded documents onto their profile. 

As mentioned on this page, the document archive feature will shortly be deleted, as well as the documents that you leave here, so that you can manage your documents using the new management system. 

We recommend you download all the documents that may be archived so you can keep them or upload them again using the new system. 

Warning: If you have a very big amount of files in the document archive (e.g. all club members have uploaded their ID), you can contact us by email [e-mail]. Our account management team will help you transfer archived documents to a new column. 

To make the transfer, we need this information:

• Your club name
• The name of the new column(s) you wish to use 
• The name of the files or at least the structure (e.g. ID Name Surname)
  
• The amount of members who's documents are archived
  

We will only take into account the requests with over 50 files to transfer.