⚠️ Important Note:
This feature is currently intended for program registrations. The File Upload field should not be used in custom forms for events like Rentals or Bookings and does not apply to Customer Profile forms. However, our team is working on expanding this feature to Online Booking in the future.
📝 Overview
The File Upload field in Custom Registration Forms simplifies document collection by allowing customers to submit required files during registration. Staff can easily manage uploads through the Group Roster and Customer Profile pages.
Key Features:
Customers can upload documents like proof of insurance, photos, or certificates.
Files appear in the customer’s profile and group roster page for easy access.
Admins can approve, reject, or track missing/unverified files.
Expiration dates and allowed file types can be customized.
⚙️ Setup
📄 Create a Custom Field (File Type)
If you are new to creating custom fields, refer to the Help Center article section below for a step-by-step guide.
🗂️ Create a Custom Registration Form
If you are new to creating a custom form, refer to the Help Center article section below for a step-by-step guide.
🔗 Attach Custom Form to a Season/Level/Group Roster
You can attach a Custom Registration Form to a Season, Level, or Group Roster. Check out the Help Center article below for details on how to set this up.
📂 Accessing Files Uploaded by Customer
👥 Group Roster
Click the arrow to learn how to access and manage file uploads from the Roster
Click the arrow to learn how to access and manage file uploads from the Roster
The Group Roster page now includes a File Uploads tab where staff can review, approve, or reject uploaded files and track any missing uploads.
Files can be managed from the File Uploads tab on class, camp, or team pages, as well as from the customer’s profile.
When a file is approved or rejected, the participant (or parent) will receive an email notification with a link to their dashboard to upload a new file if needed.
👤 Customer Profile
Click the arrow to learn how to view uploaded files on a customer's profile
Click the arrow to learn how to view uploaded files on a customer's profile
If a custom form includes a File Upload field, any file a customer uploads during registration will appear on their profile page.
🏷️ File Status
Click the arrow to learn about each file upload status
Click the arrow to learn about each file upload status
Required: The customer is enrolled in a program requiring a file upload but has not uploaded it yet.
Missing: The customer is enrolled in a program that allowed file uploads, but the upload was optional and not completed.
Unverified: A file has been uploaded but still needs admin approval.
Approved: An admin has reviewed and approved the file.
Rejected: An admin has reviewed the file and rejected it.
🧑💻 Customer Portal View
💰 Registration
Click the arrow to see the File Upload field in the Customer Portal
Click the arrow to see the File Upload field in the Customer Portal
When a customer registers for a program with a custom form that includes a "File Upload" field, this is how it will appear in the Customer Portal.
Once a customer registers and uploads a file, a staff member must approve or reject it.
📧 Auto Emails to Customers
Click the arrow to view automated email templates for file review
Click the arrow to view automated email templates for file review
Customers will receive the following email templates during the verification process.
✅ File Upload Approved
❌ File Upload Rejected
🔔 Reminders
Click the arrow to learn how customers are reminded to upload missing files
Click the arrow to learn how customers are reminded to upload missing files
Customers will encounter prompts within the Customer Portal to upload a new file for their registration.
🏠 Dashboard
The main dashboard of the Customer Portal will display banners at the top to remind customers of any missing files.
📋 Roster Details
Click on either location from the Dashboard to navigate to the "Roster Details" page.
When a parent accesses Roster Details under the My Enrollments section, they will see any family members with missing files.
💡 Pro Tips
🚫 File uploads are not supported for Rentals or Bookings - Only use the File Upload field in Program Registration custom forms. Adding it to other form types will not work as expected.
🧠 Set file type restrictions when configuring your field - Limiting accepted formats (e.g. PDF, JPG, PNG) prevents customers from uploading unsupported files and reduces back-and-forth.
⏳ Use expiration dates for time-sensitive documents - For files like proof of insurance or certifications, setting an expiration date ensures records stay current each season.
📌 Review the File Uploads tab before a program begins - Check the Group Roster's File Uploads tab leading up to the start date to catch any missing or unverified files early.
💬 Approve or reject files promptly - Customers receive email notifications when their file status changes, so timely review keeps the registration experience smooth.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Can I use the File Upload field for Rental or Booking forms?
Click the arrow to see the answer
Click the arrow to see the answer
Not at this time. The File Upload field is currently only supported in Program Registration custom forms. Support for Online Booking is planned for a future update.
What file types can customers upload?
Click the arrow to see the answer
Click the arrow to see the answer
Admins can customize which file types are accepted when setting up the custom field. Common formats like PDF, JPG, and PNG are typically supported.
What happens if a customer's file is rejected?
Click the arrow to see the answer
Click the arrow to see the answer
The customer (or parent) will receive an automatic email notification letting them know their file was rejected, along with a link to their dashboard to upload a new file.
Can a customer upload a file after they've already completed registration?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. Customers can return to their dashboard or the Roster Details page in the Customer Portal to upload or replace a file even after registration is complete.
Where can staff review all uploaded files for a program?
Click the arrow to see the answer
Click the arrow to see the answer
Staff can access all uploaded files from the File Uploads tab on the Group Roster page, or from an individual customer's profile page.
Will customers be reminded if they haven't uploaded a required file?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. The Customer Portal dashboard displays a banner reminding customers of any missing or required files, and they will also see prompts on the Roster Details page.
Can I make a file upload required rather than optional?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. You can configure the File Upload field as either required or optional when setting up your custom registration form.