Document Management

Easy Fitness Booking's document management system handles waivers, agreements, and other required documents digitally.

Overview

The document system allows gyms to:

• Create custom document templates
• Require document completion during signup
• Track signed documents
• Store documents securely

On the member record, staff can see whether required documents are signed and request a new signature without leaving the profile.

Document Types

Common Documents

Document Type	Purpose
Liability Waiver	Legal protection for the gym
Membership Agreement	Terms of membership
Health Questionnaire	Pre-participation health screening
Emergency Contact	Contact information for emergencies
Photo Release	Permission for marketing photos

Custom Documents

Create documents specific to your gym's needs.

Creating Documents

Document Setup

1. Navigate to Manage Gym -> Documents
2. Click Add New Document
3. Enter the document name, type, and description
4. Configure whether it is required or hidden
5. Upload the source PDF when the document needs file storage
6. Save and activate

Document Options

When creating documents, configure:

• Required vs Optional - Must members complete this?
• Hidden assignment - Should it only appear when staff assign it to a specific member?
• File upload - Does the form need a stored PDF?

For the step-by-step setup workflow, see Upload a Document or Waiver.

Managing Documents

Viewing Completion Status

See which members have completed required documents:

1. Navigate to Documents dashboard
2. View completion statistics
3. Filter by document or status
4. Send reminders to incomplete

Member Document View

View a specific member's document status:

1. Go to the member's profile
2. Scroll to Documents & Compliance
3. See required, completed, and assigned documents
4. Assign hidden documents when a form only applies to that member
5. Upload signed copies or request a new signature

Staff can also upload a signed copy when the member completed paperwork outside the portal.

For the member-level workflow, see Manage Member Documents.

First-Time Setup Integration

Requiring Documents at Signup

Documents can be part of the member onboarding flow:

1. Member creates account
2. System presents required documents
3. Member reviews and signs
4. Documents are stored
5. Member gains full access

Configuring the Flow

Gym owners can:

• Choose which documents are required
• Set the order documents appear
• Require all documents before access

Signature Collection

Digital Signatures

Members can sign documents electronically:

• Draw signature with mouse/touch
• Type name as signature
• Date automatically recorded

Legal Compliance

Digital signatures include:

• Timestamp
• IP address
• User identification
• Document version

Storage and Access

Secure Storage

All documents are:

• Encrypted at rest
• Backed up regularly
• Access-controlled

Downloading Documents

Authorized users can:

• View signed documents
• Download PDF copies
• Print for records

Best Practices

Document Management Tips

• Review annually - Keep documents current with laws
• Use clear language - Ensure members understand what they're signing
• Test the flow - Complete signup yourself to check experience
• Keep records - Maintain copies of all document versions

Troubleshooting

Member can't complete documents

• Check browser compatibility
• Ensure documents are active
• Verify member has correct access

Document not showing

• Confirm document is required for this member type
• Check if document was already completed

Need help? Contact support.