Custom Documents
FunJoin's Custom Documents feature makes requesting and receiving documents and files easy.
With Custom Documents, you can attach a file, like a blank document template, that your Customers/Participants can download.
Customers/Participants can then upload the Signed Document via the Custom Document Uploader.
You do not need to attach a file to your Custom Document Requests. Instead, you can make your Custom Document a request for files like Insurance Cards, Medical Forms, and more.
The Customer Document Uploader makes it easy to Upload. Customers can upload .pdfs, .docs, images, videos, and more with ease.
Administrator Tip:
Recommended Custom Document Use Cases:
Upload Insurance Cards
Upload Doctor's Notes
Upload Images or Videos
Documents That Need to be Printed
Documents That Need "Wet" Signature (No E-Sign)
Documents That Need To Be Signed By Multiple Parties
Documents That Cannot Be Handled in SignNow
Digital Documents
FunJoin's Digital Documents are powered by SignNow. SignNow is a secure, cloud-based Document Management Platform. SignNow makes obtaining an E-Signature easy and fast.
To create a Digital Document, you need to create a SignNow Digital Document Template. You'll create this Template in FunJoin.
In this Template, you can add Fields for:
E-Signature
FunJoin Mapped Fields
Text
Date and Time
Initials
Checkboxes
Radio Buttons
More Options
Customers/Participants will complete and/or Sign Digital Documents in the SignNow Portal.
Customers and Participants can add an Electronic Signature (E-Sign) to Digital Documents.
Mapped Fields
You can add "Mapped Fields" to your SignNow Template. These Fields will automatically populate with data in the FunJoin Database.
These Mapped Fields save your Customers/Participants time and streamline the process.
Available Mapped Fields
Customer's Full Name
Customer's Phone Number
Customer's Email
Participant's Full Name
Participant's Birth Date
Participant's Age
Administrator Tip:
Recommended Digital Document Use Cases:
Liability Waivers
Medical Forms
Photo & Media Releases
Behavior Contracts/Agreements
Attendance Requirement
In FunJoin, Documents can be Required for Attendance.
Documents that are Required for Attendance must be Signed/Submitted by the Customer/Participant before attending a Session/Program.
If a Participant has Documents still "Awaiting Submission" at the start of their Session or Program, they can still be Checked In/Checked Out.
After you create a Document Template, you can set if the Document is:
Required to Attend All Sessions and/or Programs.
Required to Attend All Sessions or Programs at a Specific Location.
Required to Attend All Sessions or Programs of a Specific Offering Type.
Required to Attend Sessions or Programs of a Specific Offering Type at a Specific Location.
Document Expiration
In FunJoin, Documents can Expire. Once a Document is Expired, it will no longer satisfy the Document Requirement.
Expiration Options:
Set Documents to Expire After a Set Date
Set Documents to Expire After a Set Number of Days
Mark a Document as Expired on an On-Demand, Ad-Hoc Basis
Document Creation & Assignment
Required for Attendance (Automatic)
Documents are automatically Created and Assigned to Participants according to the Attendance Requirements.
If the Document Template Attendance Requirements mandate that a Document is Required for a Session/Program, the Document will be automatically Created and Assigned to the Participant upon Scheduling that Session/Program.
Document Creation & Assignment Example:
Document Template Settings mandate that Overnight Camp Liability Waiver is Required for Overnight Camp Offering at Redondo Beach Location.
Customer Schedules Overnight Camp at Redondo Beach. Document will be automatically Created and Assigned to the Participant.
If a Customer Schedules Day Camp Program at Redondo Beach Location, the Document will not be Created or Assigned.
If the Participant has already Signed/Submitted the Document (and it is not Expired), the Document will not be Created or Assigned.
Document Creation & Assignment Example:
Document Template Settings mandate that Overnight Camp Liability Waiver is Required for Overnight Camp Offering at Redondo Beach Location.
Document will Expire on Set Day (Last Day of the Year).
Customer Schedules a Week of Camp and submits the Overnight Camp Liability Waiver in May. Later in the Summer, Participant wants to attend more Weeks of Camp. When the Customer Schedules new Weeks in July, the Document will not be Created and Assigned. The Document Requirement is already fulfilled.
Next summer, the Document will be Created and Assigned upon Scheduling. The Signed/Submitted Document Expires on the Last Day of the Year, so the Document Requirement will not be fulfilled.
Manually Assigned (On-Demand)
Documents can also be assigned on an ad-hoc, on-demand basis. If there is a Document only one Participant needs to sign (Example: Behaviour Contract), it can be assigned to that Participant individually.
Document Tracking
You can view and manage all Unsigned/Requires Review Documents in the Admin Panel Runway Page.
You can also view if Participants have Unsigned Documents on:
Schedule Page (Roster Page) in the Admin Panel
Today Page in the Mobile App
Calendar Page in Mobile App
Note: If the Document is not Signed/Submitted, it will be deleted one day after the Program/Session it was created for ends.
Document Review
In FunJoin, you can mandate that Documents need to be reviewed before being accepted as "Signed/Submitted." You have the option to enable "Requires Review" in the Document Template Settings.
Documents that "Require Reivew" will appear in the Runway Tab/Document Management Table once Submitted by the Customer/Participant.
You will Review the Documents using our "1-Click Document Review" Feature.
In "1-Click Document Review," you can:
Approve Document
Action: Document becomes Signed/Submitted.
Request Resubmission
Action: Document status becomes "Awaiting Submission." Document will need to be resubmitted by the Customer/Participant. Reason for Resubmission will be viewable by the Customer/Participant.
Document Reminders
In FunJoin, you can send Text (SMS) and Email Document Reminders. These Document Reminders are sent in multiple ways.
Automatic
Sent at Document Creation & Assignment (Participant Schedules Session/Program)
Sent According to Document Reminder Email Schedule Settings
On-Demand
FunJoin allows you to send Document Reminders on an ad-hoc, on-demand basis.
You have the ability to send Document Reminders to individual Participants, groups of Participants, or all Participants with outstanding Documents.
Options:
Send via Send Reminders Feature on Customers Page
Send via Customer Profile Documents Modal Window
Send via Participant Profile on Mobile App
The Document Reminder Email will list all their outstanding Document Requests.
Document Storage
Participants' Documents are stored "in the cloud" on a dedicated, secure Virtual Private Server (VPS).
Documents can be accessed by your team in the Admin Panel or Mobile App.
In the Admin Panel, Documents can be accessed on the Customer Profile.
In the Mobile App, Documents can be accessed on the Participant Profile.
