Manage my secure documents with the club using the app

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Overview

Secure Documents allows clubs to securely manage document requirements often associated with a member's registration with the club. Clubs can create new document assignments for you to upload documents securely via your account with the club.

At Pitchero, we understand that your details are important to you and the club. Your details are securely stored in your account, with only Webmasters and Document Administrators (i.e. authorised personnel) able to see the information you have provided.

Upload a secure document to your account

Step-by-step guide:

• Open the Pitchero Club app on your phone
• Tap your profile icon in the top right corner of the screen
• Tap 'Secure Documents' in My Account area
  • If you don't see the option, it implies you have not been requested by the club to upload any documents to your account
• Review the document type(s) requested by the club
• Tap the blue 'Upload' button
• Choose a file option from; Take a photo, Choose from your phone, or Browse files
  • The following file types are accepted ; PDF, JPG, PNG, HEIC up to 10MB
• Enter the expiry date of the document (if required for the document tap)
• Tap the blue 'Continue' button

The document will be uploaded securely to your account is awaiting moderation by the club.

Repeat for any other outstanding document assignments with the club.

Upload a secure document to your child's account

Step-by-step guide:

• Open the Pitchero Club app on your phone
• Tap your profile icon in the top right corner of the screen
• Tap 'Secure Documents' in My Account area
  • If you don't see the option, it implies you have not been requested by the club to upload any documents to your account
• Tap your child's name towards the top of the screen
• Review the document type(s) requested by the club
• Tap the blue 'Upload' button
• Choose a file option from; Take a photo, Choose from your phone, or Browse files
  • The following file types are accepted ; PDF, JPG, PNG, HEIC up to 10MB
• Enter the expiry date of the document (if required for the document tap)
• Tap the blue 'Continue' button

The document will be uploaded securely to your account is awaiting moderation by the club.

Repeat for any other outstanding document assignments with the club.

Expiry and Retention period of secure documents

Document expiry

The following document types require you to enter the expiry date shown on the document:

• Passport
• Driving licence
• VIA
• DBS

The following document types do not require you to enter the expiry date shown on the document:

• Birth certificate
• Photo
• Medical record
• Permission slip

The club can also create custom document types and select whether the document type requires an expiry date to be entered or not.

Once a document has expired, you will be notified of the expiry and you should replace the document via your account area with the newly issued document.

A new document upload will again require moderation by the club

Document retention period

By default, secure documents you upload to your account have a retention period of 1 year (this can be changed by the club to 2-3 years).

Once the retention period of the secure document assignment has ended, the secure document(s) will be permanently erased from Pitchero and you may be required to upload the secure document(s) again to your account.

For the avoidance of doubt, the retention period of a secure document supersedes the expiry date entered when a document is uploaded.

Troubleshooting

This section covers common troubleshooting queries:

• I don't see an outstanding secure document to upload in my account
  • Secure Documents is available to clubs on a paid package; Standard or Pro. It's not available to clubs on the Free plan.
  • The Secure Documents area of your account will show if the club is using Secure Documents on Pitchero and has created a document assignment(s) requiring you to upload a document for you/your child(ren) via your account area with the club on Pitchero.
  • If you need further assistance, we advise you to contact the club directly.
• I'm unable to upload the document to my account
  • The accepted document file types are; PDF, JPG, PNG, HEIC up to 10MB
  • Other document file types are not accepted
• My account is linked to two or more clubs on Pitchero. Are my secure documents shared with all clubs in my account?
  • The document requirements are specific to the club. If multiple clubs have requested that you upload the same document type, you will need to do this per club.
• A secure document(s) has disappeared from my account
  • Each secure document has a retention period on the Pitchero system. At the end of the retention period, the document(s) will be permanently erased from Pitchero.
  • By default, the retention period is 1 year. This can be changed by the club to 2-3 years.
  • Separately, a secure document assignment may be manually replaced or removed by the club.
  • If you need further assistance, we advise you to contact the club directly.
• What happens to my secure documents after I've left the club
  • Secure Documents have a retention period of 1-3 years depending on the club's settings.
  • If you have removed the club from your account on Pitchero, or closed your Pitchero user account, any secure documents you have uploaded will be removed from Pitchero.
  • You may also wish to contact the club to identify if they are still processing your details separately from Pitchero.

Related Articles

Thanks for taking a look at this article, we hope that you found it useful.

You may also find the following articles helpful:

• Manage my secure documents with the club using a web browser
• Manage my account on the Club app
• Manage my roles with the club on the Club app