In this article you will learn how to store contract-related documents (e.g. ID card, student ID, corporate proof) directly with the member during contract conclusion, without leaving the contract process.
Contents
- Prerequisites
- What this is about
- When to use the feature
- Scanning a document during contract conclusion
- Where the documents are stored
- Availability (web and app)
Prerequisites
Permission: Manage documents. You manage it under Resources / Employees / Roles. You also need access to the Sales tool in order to conclude a contract.
In addition, for practical use you need:
- an ongoing contract conclusion in the Sales tool in which the document should be stored,
- for capturing via camera (Capture photo), a device with a camera and camera permission granted in the browser. Without a camera, add an existing image file via Upload image instead.
What this is about
When concluding a contract, documents that substantiate the contract or an offer often need to be stored: an ID card for identification, a student ID for a student rate, a corporate proof for a corporate fitness rate, or similar evidence.
With this feature you capture such documents directly in the contract process and store them on the member record. The contract process stays in a single flow and the documents are later available in the member account. This removes the switch to a separate upload area and the manual post-processing after conclusion.
When to use the feature
Typical situations:
- Proof of identity at contract conclusion (ID card).
- Proof for a reduced or special rate (e.g. student ID, corporate proof).
- Supplementary documents that should be documented with the contract on the member.
Scanning a document during contract conclusion
Capturing documents is an optional step in contract conclusion. You activate it on the Member data step; a dedicated step for capturing the document then appears in the flow.
- In contract conclusion, go to the Member data step. Tick the Add Documents checkbox there (next to the Add legal representative and Take member photo options). This adds the Capture Document step to the flow: after member data and the member photo, before the legal representative and payment.
- Open the Capture Document step and, in the Please select a document type dropdown, choose the appropriate type. Available: ID card, Passport, Student ID, Enrollment certificate, Corporate proof, Parental consent, and Other. (US studios show a different list, including driver's license, state ID, and liability waiver.)
- Optional: enter a short note in the Note field (max. 100 characters). The note becomes part of the document name.
- Capture the document in one of two ways:
- Capture photo: opens the camera. Align the document within the displayed frame and take the photo. Use the camera icon to switch between the front and back camera.
- Upload image: selects an existing image file from the device.
- Check the capture in the preview. Confirm to save the document, or retake it.
- The saved document appears as a thumbnail in the list. Add more documents the same way if needed.
Where the documents are stored
The scanned document is stored with the member as a member document and is later available in the member's Documents area, in the same place as other member documents (e.g. the contract document). It is not stored as a separate contract record.
Availability (web and app)
The step is available on the web and in the Sales app, with one difference in how you capture:
- Web: both options are available: Capture photo (in-browser camera with a crop frame) and Upload image (file picker).
- Sales app: capture is done via Upload image, which opens the device camera or file picker directly.
Supported are image files (JPG and PNG) with a maximum file size of 5 MB per file. Captured or selected images are stored as JPG.