Set up and track document requirements

Admin

This guide is for users with the Admin role.

As an administrator, you are responsible for reviewing uploaded documents, classifying them into the correct categories, approving or rejecting submissions, and monitoring compliance across all families. This guide covers the full document management workflow.

View all family compliance

1. Log in to StandShare with an Admin account.
2. Navigate to Admin Documents from the navigation menu (available under the More dropdown or directly if you have admin permissions).
3. The Document Management page displays documents uploaded by all families, along with filter options.

Filter documents

Use the filter tabs at the top of the document list to focus on specific groups:

• Pending -- Shows documents that are awaiting your review. This is the default view.
• Unclassified -- Shows documents that have been uploaded but not yet assigned to a category.
• All -- Shows every document across all families.

Each document row displays:

• File name -- The original name of the uploaded file.
• Family name -- The family that uploaded the document.
• Category -- The document category (or "Unclassified" if not yet assigned).
• Upload date -- When the document was submitted.
• Status -- Current review status (Pending, Approved, Rejected, Signed).

Classify an unclassified document

When a family uploads a document, it arrives with no category assigned. You need to classify it so it counts toward the correct compliance requirement.

1. Find the document with a Pending Classification label or an "Unclassified" category.
2. Click the Classify button on the document row.
3. In the classification modal, select the appropriate category from the dropdown:
   • Contract -- Family participation agreement.
   • Amendment -- Contract amendments or addendums.
   • NFL Credentialing -- Venue access credentialing form.
   • Exhibit C -- Additional organizational compliance document.
   • Other categories as configured for your organization.
4. Click Save to apply the classification.
5. The document's category updates immediately.

Approve or reject a document

After classifying (or for already-classified documents):

1. Review the document contents by clicking on the document row or using the Download button to open the file.
2. To approve the document:
   • Click the Approve button.
   • The document status changes to APPROVED and it counts toward the family's compliance percentage.
3. To reject the document:
   • Click the Reject button.
   • Provide a reason for rejection so the family knows what to fix.
   • The document status changes to REJECTED and the family receives a notification.

tip

When rejecting a document, be specific about what needs to be corrected. For example, "Signature missing on page 2" or "Wrong form version -- please use the 2025-2026 contract" helps the family resolve the issue quickly.

Manage document requirements

As an administrator, you can configure which document categories are required for compliance:

1. On the Document Management page, look for the document requirements or library settings section.
2. Add new required document categories as needed for your organization's policies.
3. Set whether each category is mandatory or optional.
4. Changes to requirements affect all families and their compliance status recalculates automatically.

Document requirements are scoped per-org — your requirements never leak into another org's compliance view.

Review document template version history

When you archive a template and publish a new version, the older version is kept for historical reference. To inspect past versions:

1. In the Document Templates section, find the template you want to review.
2. Click the History button on the template row. The button only appears when the template is not archived and the version number is greater than 1.
3. A slide-over panel opens with a timeline of previous versions, newest first. Each row shows:
   • The version number.
   • The date the version was archived.
   • How many document instances were distributed from that version.
   • How many of those instances were signed.

Use this view to answer questions like "How many families signed v2 of the code of conduct before we retired it?" History retains up to 50 versions — a banner in the panel notes if older versions were truncated.

Version history is read-only. To make a change, edit the current template and save — that action archives the previous version automatically and starts the new one.

Send bulk reminders

To remind families who have outstanding compliance issues:

1. On the Document Management page, identify families with incomplete compliance.
2. Use the bulk reminder feature to send notifications to all families with missing or rejected documents.
3. Families receive a notification listing which documents they still need to upload or correct.

tip

Consider sending compliance reminders at the start of each season or a few weeks before major events. This gives families enough time to gather and upload their required documents.

Monitor overall compliance

The Document Management page provides a summary view of compliance across your organization:

• Track which families are fully compliant (100%) versus those with outstanding items.
• Filter by compliance status to identify families that need attention.
• Use this view to determine readiness before major events that require full compliance.

Next Steps

• Getting Started — New to StandShare? Start here
• Reference — Look up terms and statuses