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SStandShare

Share files with your organization

Admin

This guide shows Admins how to upload, categorize, and manage shared documents in the StandShare Document Library. The library is a central place for organizational documents that users may need to reference.

What Is the Document Library?​

The Document Library is separate from family document uploads (like compliance forms). It holds shared organizational resources such as:

  • Organizational bylaws and policies.
  • Volunteer handbooks or training materials.
  • Event schedules and calendars.
  • Tax forms or financial disclosure templates.
  • Blank forms that families need to download and fill out.

All users with appropriate permissions can browse and download documents from the library.

Access the Document Library​

  1. Sign in with an Admin account.
  2. Navigate to Admin > Document Library from the sidebar.
  3. The library displays all uploaded documents, organized by category.

Upload a Document​

  1. Click + Upload Document.
  2. Select the file from your computer. Supported formats typically include PDF, Word (DOC/DOCX), Excel (XLS/XLSX), and image files (PNG, JPG).
  3. Fill in the document details:
    • Title -- A descriptive name (e.g., "2025-26 Volunteer Handbook").
    • Description -- Optional notes about the document's purpose or contents.
    • Category -- Select or create a category (see below).
    • Visibility -- Choose who can see this document (see Visibility section).
  4. Click Upload.

The document is immediately available to users with the appropriate visibility setting.

tip

Use clear, descriptive titles that include the season or year. This makes it easier for users to find the right version and for you to manage outdated documents later.

Categorize Documents​

Categories help users find documents quickly.

Create a Category​

  1. When uploading or editing a document, click + New Category in the category dropdown.
  2. Enter the category name (e.g., "Policies", "Forms", "Training", "Schedules").
  3. Save.

Assign a Category​

  1. During upload, select the appropriate category from the Category dropdown.
  2. To change a document's category later, click Edit on the document and update the Category field.

Set Visibility​

Visibility controls which users can see and download a document:

VisibilityWho Can See It
All UsersEvery signed-in user, regardless of role.
Family LeadsOnly users with the Family Lead role.
CoordinatorsOnly users with the Coordinator role.
Admins OnlyOnly users with the Admin role.

To set visibility:

  1. During upload or while editing a document, find the Visibility dropdown.
  2. Select the appropriate audience.
  3. Save.
tip

Use Admins Only for internal policy documents that should not be shared with families. Use All Users for forms and handbooks that everyone needs.

Edit a Document's Details​

To update the title, description, category, or visibility of an existing document:

  1. Navigate to Admin > Document Library.
  2. Find the document and click Edit (or the edit icon).
  3. Update the fields as needed.
  4. Click Save Changes.
warning

Editing a document's details does not replace the file itself. To replace the file, you must delete the old document and upload the new version, or use the Replace File option if available.

Delete a Document​

To remove a document from the library:

  1. Navigate to Admin > Document Library.
  2. Find the document you want to remove.
  3. Click Delete (or the trash icon).
  4. Confirm the deletion.

The document is permanently removed and can no longer be downloaded by any user.

warning

If users have bookmarked or saved links to the document, those links will break after deletion. Consider uploading a replacement before deleting an outdated version.

Acknowledge Uploaded Family Documents​

When families upload compliance documents (such as volunteer forms or tax acknowledgement receipts), Admins can mark each document as reviewed and acknowledged to close out the compliance requirement.

What Is Acknowledgement?​

Acknowledgement is a separate action from document upload. A family uploading a document puts it in a Pending Review state. When an Admin acknowledges it, the document moves to Acknowledged state and the compliance requirement is fulfilled.

note

The Document Library (shared org resources) is different from family compliance uploads. Family compliance documents are managed in Admin > Families > [Family Name] > Documents.

Acknowledge a Document​

  1. Navigate to Admin > Families and select the family.
  2. Click the Documents tab.
  3. Find the document with a status of Pending Review.
  4. Click Acknowledge.
  5. Optionally add a note (e.g., "Reviewed — matches prior year form").
  6. Click Confirm.

The document status updates to Acknowledged and the family's compliance status is updated accordingly.

Reject or Request a New Upload​

If the uploaded document does not meet requirements:

  1. On the document's detail row, click Reject.
  2. Enter a reason (e.g., "Document is illegible, please re-upload a clearer scan").
  3. Click Confirm Rejection.

The document is marked as Rejected and the family receives a notification with your reason. Their compliance status returns to Non-Compliant until they upload an acceptable replacement.

Bulk Acknowledgement​

To process multiple documents at once:

  1. In Admin > Families, click Compliance Review in the toolbar.
  2. You will see all pending documents across all families.
  3. Use checkboxes to select multiple documents.
  4. Click Acknowledge Selected.
  5. Confirm.
tip

Run a compliance review at the start of each season to quickly process all newly uploaded documents in one pass.

Managing Outdated Documents​

At the start of each season:

  1. Review the library for documents from prior seasons.
  2. Update titles to include the year (e.g., rename "Volunteer Handbook" to "2024-25 Volunteer Handbook").
  3. Upload the new season's documents.
  4. Delete or archive documents that are no longer relevant.
tip

Keep the previous season's documents available for a transition period. Families may need to reference old forms for ongoing scholarship requests or compliance matters.

Next Steps​