Family Documents

Family documents are files stored on a family’s record — things like medical forms, immunization records, insurance cards, or signed waivers. Documents can come from parents during registration or be uploaded by staff directly.

Where Documents Come From

Documents arrive on a family record in two ways:

• Registration uploads — Parents upload files during the registration process for any document types you have configured (see Documents & Disclosures).
• Staff uploads — Staff with the Manage family documents permission can upload documents directly from the family’s Documents tab.

Documents can be assigned to the family as a whole or to a specific camper.

Finding a Family’s Documents

On the Family Table

On the Families page, the Documents column shows how many documents each family has. Hover over the count to see a list of document names in a tooltip.

You can filter the family table by documents using the Documents filter:

• Has documents — Show only families that have at least one document.
• No documents — Show only families with no documents.

On the Family Detail Page

To see all of a family’s documents:

1. Go to the Families page and click on a family.
2. Click the Documents tab at the top of the family detail page.

The Documents tab appears alongside the other family tabs (Family Information, Camper Information, Emergency Contacts, Financial, and Communication). It is only visible to staff with the Manage family documents permission.

The Documents Table

The documents table shows every document on the family record. Each row includes:

• Document — The document description and original filename. If the document is linked to a registration document type, a label appears below the filename showing the type name. Image files display a thumbnail preview.
• Camper — Which camper the document is assigned to, or “Family” if it applies to the whole family.
• Details — The file size and the date the document was uploaded.
• Actions — Buttons to preview, edit, download, or delete the document.

Sorting

Click the Document or Details column header to sort the table. Click the same header again to reverse the sort direction. An arrow icon indicates the current sort column and direction.

Filtering by Camper

If the family has campers enrolled in the current season, a dropdown appears above the table. Select a camper to show only documents assigned to that camper. Select All Documents to show everything again.

Viewing and Downloading Documents

• Preview — Click the eye icon to open a preview of the document in a pop-up window. Preview is available for PDFs and images (JPEG, PNG). Other file types cannot be previewed and must be downloaded.
• Download — Click the download icon to download the file to your computer.

Uploading Documents

Staff with the Manage family documents permission can upload documents directly.

Using the Upload Button

1. Click Upload Document at the top-right of the documents table.
2. Click the upload area to browse for a file, or drag a file into the upload area.
3. Optionally fill in:
   • Document Description — A name for the document. If left blank, the filename is used.
   • Assign to Camper — Select a camper to attach the document to, or leave empty for a family-level document.
   • Document Type — Associate the upload with one of your registration document types (if applicable).
   • Season-specific — Checked by default. Uncheck if the document should be visible across all seasons rather than only the current one.
4. Click Upload.

Drag and Drop

You can also drag files directly onto the documents table to upload them. A drop zone overlay appears when you drag files over the table. Dropped files are uploaded immediately as family-level documents for the current season.

Accepted file types: PDF, Word (.doc, .docx), Excel (.xls, .xlsx), CSV, plain text, and images (JPEG, PNG). Maximum file size is 25 MB.

Editing a Document

1. Click the pencil icon on the document row.
2. Update any of the following:
   • Description — The display name for the document.
   • Assign to Camper — Move the document to a different camper or change it to a family-level document.
   • Document Type — Link or unlink the document from a registration document type.
   • Season-specific — Toggle whether the document is tied to the current season or visible across all seasons.
3. Click Save.

Deleting a Document

Click the trash icon on the document row. A confirmation prompt appears before the document is permanently deleted.

Good to Know

• The Documents tab requires the Manage family documents permission. If you do not see it, ask your camp admin to check your role permissions.
• Documents marked as season-specific only appear when viewing that season. Documents not tied to a season appear regardless of which season you are viewing.
• The document count on the family table reflects the current season’s documents.
• You can upload multiple files at once by selecting multiple files in the file browser or dragging several files onto the table.
• To collect documents from parents during registration, set up document types in Documents & Disclosures.