Using the Document Vault

The Document Vault is a secure file storage system for your organisation's important documents. It supports versioning, comments, and controlled visibility.

Uploading Documents

1. Navigate to Document Vault in the sidebar.
2. Click Upload Document.
3. Fill in:
4. Title — A descriptive name (e.g., "Constitution 2026")
5. Description — (Optional) Details about the document
6. Visibility:
   • Internal — Only team members with app access can see it
   • Portal Members — Members can also see it in their portal
7. Tags — (Optional) Comma-separated labels for organisation
8. File — The document file
9. Click Upload.

Document Versioning

Documents support multiple versions. To upload a new version: 1. Open the document. 2. Click Upload New Version. 3. Attach the updated file and add a changelog note describing what changed. 4. The version number increments automatically (v1, v2, v3, etc.).

Previous versions are preserved and accessible. This is useful for documents like constitutions or policies that evolve over time.

Comments

Team members can add comments to any document: 1. Open the document. 2. Scroll to the Comments section. 3. Type your comment and submit.

Use comments for internal discussion about a document — review notes, approval records, or change requests.

Searching

Use the search bar on the Document Vault page to search documents by title.

Portal Visibility

Documents marked as Portal Members are visible to members who have portal access. This is useful for sharing: - Club constitution or bylaws - Event schedules - Membership handbooks - Policy documents