The much awaited new feature is finally here. You can now create documents that are tailored-fit to the needs, demands, and design of your gym and clients. Digital Documents allow you to create, collect information and signature, share, and store paperless documents with your contacts.
You must first grant your staff members access and enable the permission. Check this article to learn more:
Digital Document: How to give access to your Staff Members (Article here)
Once access has been granted, the Digital Documents will be available on your left menu. There are three sub-menus: Categories, Documents, and Reports.
Categories Tab (Article here)
This tab is used to create categories, similar to how they are in Memberships and POS. You'll have the ability to create new categories, modify, archive or delete categories. It is essential to create categories to describe and organize your Digital Documents.
Click the Add category button on the top right of the screen to create a new category. On the pop-up window, fill out the Name and Description fields. You have the option of making it active or not. Remember to save the category you've just created.
Documents Tab (Article here)
All of your digital documents are saved here. You will by default see all your active documents. The Archive tab contains all of your archived documents.
Finding a specific document is very easy, you can use the Search by name or filter by Categories. There is also an option to Export to Excel.
Here is the information summary displayed in this tab:
Name- the internal and external name or the title of the document
Category- this is where the document saved under
Number of Submissions- the number of documents summited back
Staff- the staff who made the document
Date- when the document was created
Gear Icon- these are the actions you can do with the document such as Archive, Edit, Preview and Share Document
To create your digital documents, click the Add document button. Check these articles for easy step by step guides on how to create your digital documents:
How to Create Digital Documents (Article here)
*Please Note: Information provided in the document is not encrypted or secure. Do not ask clients to enter sensitive data such as social security numbers, banking information, or private medical conditions. All data entered into this document is visible to all employees of the organization at all times.
Reports Tab (Article here)
The report is divided to Sent documents and Submitted documents. You can also filter the list by Date Range, Category, Document Template and the staff member who sent the document.
The Sent Report includes the following information:
Contact
Category
Document
Sent On
Staff
The Submitted Report displays the following details:
Contact
Category
Document
Submitted On
Staff
Action for Preview and Download Document
Sending your digital documents can be done in different ways.
1 to 1 thru the contact profile via SMS or Email
By batch via Email
Check this article on how to send the digital documents:
Sending Digital Documents (Article here)
Digital Documents make it much easier to collect data. Essentially, you can access your digital files at any time of day to double-check or update information.