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Secure Documents

This article provides information on the collection, management and export of secure documents relating to a member within the club on Pitchero.

Quick links:

Overview Download secure documents
Add or edit a document assignment Remove a document assignment
View a summary of, and review document assignments Troubleshooting
Upload or replace a document Related articles
Manage document settings  

 

Overview

Secure Documents allows clubs to securely manage document assignments associated with a member's registration with the club. Clubs can set assignments at a team, role, group or individual level and collect, moderate, process and download documents.

By default, the documents uploaded by the member will be retained on Pitchero for 1 year, the club can change this to 2 or 3 years. This is in-line with external requirements to provide new documents/files each season (e.g. the Whole Game System).

The Secure Documents area is managed in the Membership area of the club admin dashboard but is only available to the club's Primary Webmaster(s) and users authorised to manage Secure Documents specifically. Secure Documents is not available automatically to Webmasters with access to the Membership section.

The club's Primary Webmaster(s) can manage which users have access to manage Secure Documents via the Manage Access page within the Settings area of the club admin dashboard. Click here for more information.

Secure Documents is available as part of the Standard and Pro packages.

 

Add or edit a document assignment

Add a new document assignment

Step-by-step guide:

  • Go to the club admin dashboard
  • Click 'Membership' from the left-hand menu, then click 'Secure Documents' in the sub-menu
  • Click the blue 'Manage assignments' button towards the top of the page
  • Click the blue '+ Manage assignments' button towards the centre of the page
    • If the club has already added a document assignment, the button will be towards the top right corner of the page
  • Select the teams, roles, groups and/or individuals the document assignments are for
  • Select the documents type(s) required from the member(s)
    • If you don't see the document type that you require from a member, you can create a new document type(s). Click the grey '+ New document type' button towards the top of the page
  • Click the green 'Save requirements' button towards the top right corner of the page
  • Review the details in the overlay and click the green 'Yes, apply' button to proceed

The document assignment(s) will be saved and can be monitored via the Manage assignments page.

Edit an existing document assignment

Step-by-step guide:

  • Go to the club admin dashboard
  • Click 'Membership' from the left-hand menu, then click 'Secure Documents' in the sub-menu
  • Click the blue 'Manage assignments' button towards the top of the page
  • View the existing assignment and click the grey 'Edit' button on the right-hand side of the page
  • View/update the teams, roles, groups and/or individuals required to provide the document(s)
  • View/update the document type(s) required from the selected members
  • Click the green 'Save requirements' button towards the top right corner of the page
  • Review the details in the overlay and click the green 'Yes, apply' button to proceed

The document assignment(s) will be saved and can be monitored via the Manage assignments page.

 

View a summary of, and review document assignments

Monitor document assignments

Step-by-step guide:

  • Go to the club admin dashboard
  • Click 'Membership' from the left-hand menu, then click 'Secure Documents' in the sub-menu
  • See the reports at the top of the page; Awaiting Your Review, Action Needed, Outstanding, and Complete

Top Tip:

You can use the filters on the Secure Documents page to help with viewing members and document assignment statuses, including:

  • Filter by review status
  • Filter by team
  • Filter by role
  • Filter by group
  • Filter by document type
  • Filter by expiry

Moderate a member's document submission

Step-by-step guide:

  • Go to the club admin dashboard
  • Click 'Membership' from the left-hand menu, then click 'Secure Documents' in the sub-menu
  • Locate the member's document assignment(s) as 'Awaiting Your Review' and click on the member's name
  • Click 'View assignment' on the document assignment
  • Click 'View document'
  • Moderate the document provided by the member on the right-hand side of the page; 'Accept', 'Reject' or 'Replace'

If all required documents have been accepted, the member's document assignment will be updated to Completed

Prompt a member(s) for the document assignment

Step-by-step guide:

  • Go to the club admin dashboard
  • Click 'Membership' from the left-hand menu, then click 'Secure Documents' in the sub-menu
  • Click the blue 'Send a reminder' button towards the centre of the page
  • Click the green 'Send reminder' button in the overlay

The reminder will be sent to members with an outstanding document assignment(s). The reminder is sent as a message and/or email based on the member's notification preferences on Pitchero.

Top Tip:

The above section covers how to prompt all outstanding document assignments as a bulk action. You can also apply filters to just chase members who match that criteria, or you can send individual members a reminder.

On the Secure Documents page within the Membership area, locate the member's outstanding documents assignment and click the member's name. Click the blue 'Send a reminder' button towards the left-hand side of the page.

 

Upload or replace a document assignment

Secure Documents is primarily designed for the club to oversee documents and information required from members, allowing members to securely upload their documents in one place. In practice, this helps to save volunteers/admins time gathering and uploading documents on behalf of their members.

If you already has the member's document(s) (e.g. their passport-style photo), you can manually upload the document(s) to their document assignment on the member's behalf, or replace an existing document uploaded by the member (that may be incorrect). 

Upload a document to a member's document assignment

Step-by-step guide:

  • Go to the club admin dashboard
  • Click 'Membership' from the left-hand menu, then click 'Secure Documents' in the sub-menu
  • Locate the member's document assignment and click on their name
  • Locate the the document assignment and click the blue 'View assignment' button on the right-hand side of the page
  • Click the grey 'Upload' button on the right-hand side of the page
  • Click 'Choose a document' and select an eligible file from (or drag the file into the grey box in the overlay)
    • The supported file types are; PDF, JPG, PNG, HEIC
    • The file size limit is 10.0 MB
    • Some document types may require you to enter the expiry date (e.g. driver's licence)
  • Tick the box confirming that the document being uploaded belongs to the member
  • Click the green 'Upload for [member name]' button

The document will be uploaded to the member's document assignment and will await moderation (by you or another Webmaster with access to Secure Documents).

Replace a document uploaded by a member

Step-by-step guide:

  • Go to the club admin dashboard
  • Click 'Membership' from the left-hand menu, then click 'Secure Documents' in the sub-menu
  • Locate the member's document assignment and click on their name
  • Locate the the document assignment and click the blue 'View assignment' button on the right-hand side of the page
  • Click the grey 'Replace' button on the right-hand side of the page
  • Click 'Choose a document' and select an eligible file from (or drag the file into the grey box in the overlay)
    • The supported file types are; PDF, JPG, PNG, HEIC
    • The file size limit is 10.0 MB
    • Some document types may require you to enter the expiry date (e.g. driver's licence)
  • Tick the box confirming that the document being uploaded belongs to the member
  • Click the green 'Replace file for [member name]' button

The document will be uploaded to the member's document assignment and will await moderation (by you or another Webmaster with access to Secure Documents).

 

Manage document settings

Add a new document type

Step-by-step guide:

  • Go to the club admin dashboard
  • Click 'Membership' from the left-hand menu, then click 'Secure Documents' in the sub-menu
  • Click the grey 'Settings' button towards the top right corner of the page
  • Click the green '+ Add document type' button on the right-hand side of the page
  • Enter the document type details in the overlay
    • Name
    • Description (optional)
    • Whether members must specify the expiry date of the document (e.g. the expiry date listed on the document/identification)
    • Whether to include the document type in the bulk downloads feature
  • Click the green 'Add document type' button

The new document type will be show at the bottom of the existing document types listed on the page.

Top Tip:

You can edit or archive a custom document type on the Settings page in the Secure Documents area.

View or update the document retention policy

By default, the club's retention of members' uploaded documents is 1 year. The club can change this to 2 or 3 years via the Secure Documents area.

Step-by-step guide:

  • Go to the club admin dashboard
  • Click 'Membership' from the left-hand menu, then click 'Secure Documents' in the sub-menu
  • Click the grey 'Settings' button towards the top right corner of the page
  • Select the retention period
  • Click the green 'Save retention period' button on the right-hand side of the page

 

Download secure documents

Download an individual secure document

Step-by-step guide:

  • Go to the club admin dashboard
  • Click 'Membership' from the left-hand menu, then click 'Secure Documents' in the sub-menu
  • Click the member's name from the list of document assignments
  • Locate the document assignment and click the blue 'View assignment' button on the right-hand side of the page
  • Click the grey 'Download' button towards the top of the page

The document should be downloaded to your device to view/use externally from Pitchero.

The download action is logged as an activity on the document assignment (towards the bottom of the page).

Download secure documents in bulk

Step-by-step guide:

  • Go to the club admin dashboard
  • Click 'Membership' from the left-hand menu, then click 'Secure Documents' in the sub-menu
  • Select the member(s) on the page you wish to include in the export
    • You can also select all members within the filtered criteria using the select box next to the Member name column
  • Click the green 'Download selected' button towards the centre of the page
  • Click 'Download' in the overlay

The export will be generated and downloaded to your device when ready.

 

Remove a document assignment

Document expiry and retention

Each secure document managed by the club has a retention period set by the club (1-3 years). For more information, see the Manage document settings section of this article.

Separately, some document types have an expiry (based on the expiration date listed on the document itself (e.g. passport, driving licence).

The following document types require the member/admin to enter the expiry date (and therefore will expire after that date):

  • Passport
  • Driving licence
  • Visa
  • DBS

The following document types do not require the member/admin to enter the expiry date:

  • Birth certificate
  • Photo
  • Medical record
  • Permission slip

For new document types created by the club, there is an option to specify the expiry date of the document

Once a document has expired, it will be flagged as expired to the member and the club, but the document will not be removed from Pitchero immediately. The document will be removed from Pitchero if the member/club replaces the document on Pitchero, or once the document reaches the end of the retention period.

With regards to retention period and expiry date of a document, please consider the two following scenarios for a document assignment created in September 2026:

  1. The document assignment retention period is 1 year and the document expires within that time.
    1. The member and club will be notified that the existing document for the assignment has expired and should be replaced. The existing document will remain on Pitchero until the retention period ends or the document is manually deleted/replaced by the member/club.
  2. The document assignment retention period is 1 year and the document expires after that time.
    1. The existing document will be removed from Pitchero after the retention period ends. The member/club will be required to upload the document again.

For the avoidance of doubt, the retention period supersedes the expiry date of the document.

Remove a document for one member

Step-by-step guide:

  • Go to the club admin dashboard
  • Click 'Membership' from the left-hand menu, then click 'Secure Documents' in the sub-menu
  • Click the member's name from the list of document assignments
  • Locate the document assignment and click the blue 'View assignment' button on the right-hand side of the page
  • Click the grey 'Delete' button towards the top of the page
  • Enter the reason (the message will be sent to the member) and click the green 'Delete' button

Please Note:

Once a document has been removed from Pitchero (including documents beyond the set retention period), it cannot be restored.

Remove documents in bulk

Step-by-step guide:

  • Go to the club admin dashboard
  • Click 'Membership' from the left-hand menu, then click 'Secure Documents' in the sub-menu
  • Click the grey 'File Manager' button towards the top right corner of the page
  • Select the member(s) on the page you wish to include in the export
  • Click the red 'Delete selected' button on the right-hand side of the page
  • Select whether the selected members should be requested to upload a new version of the document, then click the green 'Delete files' button

Please Note:

Once a document has been removed from Pitchero (including documents beyond the set retention period), it cannot be restored.

 

Troubleshooting

This section covers common troubleshooting queries:

  • Secure Documents isn't available in the club admin dashboard.
    • Secure Documents is available in the Membership area of the club admin dashboard for clubs on the Standard or Pro package.
  • I don't have access to the Secure Documents page
    • By default, only the club's Primary Webmaster has access to all sections within the club admin dashboard.
      Secure Documents is in the Membership area of the club admin dashboard, but access to the Membership area 
  • A document has been removed from Pitchero
    • Each document assignment has a retention period of 1-3 days and is managed by the club. Once the retention period has ended, the document(s) is permanently removed from Pitchero. The club can request the member to re-upload the same/a new document via their account area.
    • Separately, a secure document could be manually removed from Pitchero by an authorised user in the Secure Documents area of the club admin dashboard.
    • Finally, any secure documents associated with a user and/or their child(ren) are removed when the user leaves the club and/or closes their Pitchero user account.

 

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