Documents User Guide

The Documents page is used to manage club references, required reading, member-upload requirements, and personal member uploads. The page is available when Documents are enabled for the organization.

Who can use Documents

All members can:

• View club documents.
• Review and agree to required-reading documents.
• Upload submissions for required member documents.
• Upload their own personal documents.

Administrators can also:

• Create and manage club documents.
• Create and manage required-reading documents.
• Define required member document types.
• Review, approve, disapprove, or remove approvals for member submissions.
• Archive outdated documents or requirements.

Club documents

Use club documents for reference files that members need to access from one reliable location.

To create a club document:

1. Open Documents.
2. Use Create Club or Required Document.
3. Select Club Document.
4. Add a title, optional description, optional resource, and file.
5. Select Create Document.

Members can open the current file from the document card.

Required reading

Required reading is for documents that members must acknowledge.

To create required reading:

1. Open Documents.
2. Use Create Club or Required Document.
3. Select Required Reading.
4. Add the title, description, optional resource, and file.
5. Select Create Document.

Members see a Review and Agree action until they accept the current version. If an administrator uploads a replacement version, members must accept the new current version.

Required member documents

Required member documents are document types that members must upload for review.

To create a requirement:

1. Open Documents.
2. Use Create Required Member Document.
3. Add a title and description.
4. Choose whether the requirement is organization-wide or linked to a resource.
5. Choose whether it is enforced for booking.
6. Choose whether members can provide expiration dates.
7. Select Create Requirement.

Examples include TSA badges, insurance acknowledgements, airport access documents, waivers, or training record copies.

Member submissions

Members upload files from the requirement card. If the requirement allows expiration dates, the member can enter an expiration date during upload.

After upload, the submission appears as pending until an administrator reviews it.

Reviewing submissions

Administrators review submissions in the Current member statuses table for each requirement.

The table includes:

• Document type
• Member
• Status
• Expiration date
• View button
• Approve or disapprove actions
• Approved by
• Approved date

Use View to inspect the uploaded file. Use Approve when the document satisfies the requirement. Use Disapprove when the member needs to upload a corrected file. For approved submissions, use Remove to return the requirement to pending.

Expiration behavior

If a requirement allows expiration dates, the expiration date appears in the review table and on the member requirement card.

Expired submissions no longer count as current. The member should upload a replacement file and administrators should review it again.

Booking enforcement

If a requirement is enforced for booking, missing, pending, rejected, or expired submissions can prevent affected bookings.

Resource-linked requirements apply to that resource. Organization-wide requirements apply across the organization.

Personal documents

Members can upload personal documents in My Documents. These are useful for records a member wants to keep in Contact Ground without creating an organization-wide requirement.

Personal documents can be updated or archived by the uploading member.

Common maintenance tasks

• Upload a replacement version when a club document changes.
• Archive outdated documents or requirements instead of leaving obsolete records active.
• Review pending submissions regularly so members are not blocked by avoidable approval delays.
• Use clear titles such as TSA Badge, Insurance Acknowledgement, or Signed Club Rules.