Documents & Forms

Overview

The Documents & Forms feature allows athletes and parents to submit required registration documents, waivers, and forms digitally. Upload documents using your device’s camera or file picker, track submission status, and receive notifications when documents are reviewed. No more lost paperwork!

Features

Document Submission

• Camera Upload: Take photos of forms directly in app
• File Upload: Select PDFs or images from your device
• Multiple Formats: Supports PDF, JPG, PNG image files
• High Quality: Camera captures at 85% quality for clarity
• Instant Upload: Documents upload immediately to secure cloud storage

Status Tracking

• Pending (Yellow): Document submitted, awaiting review
• Approved (Green): Document accepted by admin
• Rejected (Red): Document needs resubmission
• Real-Time Updates: Status updates automatically

Review Process

• Admin Review: Coaches/admins review all submissions
• Feedback: Rejection includes reason for resubmission
• Resubmission: Easy to upload corrected documents
• History: See all your past submissions

How to Use

Submitting Documents

Using Camera

1. Navigate to Documents
   • Open hamburger menu (☰)
   • Select “Documents”
   • View your documents screen
2. Take Photo
   • Tap “Upload Document” or Camera icon
   • Select “Take Photo”
   • Allow camera permission if prompted
   • Camera opens in rear-facing mode
3. Capture Document
   • Position document in frame
   • Ensure good lighting
   • Keep document flat
   • Make sure all text is readable
   • Tap capture button
4. Review and Submit
   • Review photo quality
   • Retake if needed
   • Tap “Use Photo” to submit
   • Document uploads automatically
5. Confirm Upload
   • “Uploading…” indicator shows
   • Success message when complete
   • Document appears in your list with “Pending” status

Using File Picker

1. Open File Picker
   • Tap “Upload Document” button
   • Select “Choose File”
   • File browser opens
2. Select Document
   • Browse to document location
   • Select file (PDF, JPG, or PNG)
   • Confirm selection
3. Upload File
   • File uploads automatically
   • Progress indicator shows
   • Success message confirms upload
   • Document added to your list

Checking Document Status

1. View Document List
   • Open Documents screen
   • See all submitted documents
   • Status shown for each with color coding:
     • 🟡 Yellow = Pending review
     • 🟢 Green = Approved
     • 🔴 Red = Rejected (needs resubmission)
2. Status Details
   • Pending:
     • Document uploaded successfully
     • Awaiting admin review
     • No action needed from you
     • Check back later for update
   • Approved:
     • Document accepted
     • Meets requirements
     • No further action needed
     • You’re all set!
   • Rejected:
     • Document needs resubmission
     • Read rejection reason
     • Upload corrected version
     • Common reasons:
       • Not legible/blurry
       • Missing signature
       • Wrong form/document
       • Incomplete information
3. View Details
   • Tap on any document
   • See full details:
     • Document name
     • Submission date and time
     • Current status
     • Reviewer notes (if rejected)
     • Reviewed date (if approved/rejected)

Resubmitting Rejected Documents

1. Find Rejected Document
   • Look for red “Rejected” status
   • Read rejection reason
   • Note what needs correction
2. Fix the Issue
   • Based on rejection reason:
     • Retake photo with better lighting
     • Ensure signatures are present
     • Submit correct form
     • Complete all required fields
     • Improve photo quality
3. Upload New Version
   • Tap “Resubmit” on rejected document
   • Or upload as new document
   • Follow upload steps (camera or file)
   • New submission replaces old one
4. Wait for Review
   • New submission shows “Pending”
   • Admin will review resubmission
   • Status updates when reviewed

Document Types

Common Required Documents

Registration Forms:

• BPVA Registration Form
• Emergency Contact Information
• Medical History Form
• Athlete Information Sheet

Waivers:

• Liability Waiver
• Photo/Video Release
• Code of Conduct Agreement
• Medical Treatment Authorization

Medical Documents:

• Physical Examination Form
• Insurance Information
• Medical Clearance (if applicable)

Other:

• Birth Certificate (age verification)
• Parent/Guardian ID
• Payment Confirmation
• Competition Entry Forms

What to Submit

• Check with coaches for required documents list
• Submit all forms before season start
• Some documents may be annual
• Resubmit updated forms as needed

Upload Tips

Camera Photos

Lighting:

• Use bright, even lighting
• Avoid shadows on document
• Natural light works best
• Avoid glare from overhead lights

Position:

• Lay document flat on table
• Hold phone parallel to document (not at angle)
• Include entire document in frame
• Keep margins in view
• Make sure nothing is cut off

Focus:

• Tap on document to focus
• Wait for camera to focus
• Ensure text is sharp and clear
• Don’t use zoomed photos if blurry

Legibility:

• All text must be readable
• Signatures clearly visible
• No portions obscured
• Check before submitting

File Uploads

File Format:

• PDF: Best for scanned documents
• JPG/JPEG: Good for photos
• PNG: Also acceptable
• Check file extension before uploading

File Size:

• Most devices handle typical document sizes
• If file too large:
  • Reduce image quality slightly
  • Crop to just the document
  • Use compression tool
  • Take new photo at lower resolution

File Names:

• Use descriptive names
• Example: “2024_Registration_JohnSmith.pdf”
• Helps you identify documents later
• Not required but recommended

Understanding Status Updates

Pending Review

• What It Means: Document uploaded successfully, waiting for admin to review
• How Long: Usually reviewed within 1-3 business days
• Your Action: None needed, just wait
• Notification: May receive notification when reviewed

Approved

• What It Means: Document accepted, requirements met
• Your Action: None needed
• Record: Keep confirmation for your records
• Expiration: Note if document expires annually

Rejected

• What It Means: Document cannot be accepted as-is
• Reason: Check rejection notes from admin
• Your Action: Fix issue and resubmit
• Timeline: Resubmit as soon as possible
• Help: Contact admin if unclear why rejected

Troubleshooting

Camera Not Working

iOS:

1. Settings → BPVA Calendar → Camera
2. Enable Camera access
3. Restart app

Android:

1. Settings → Apps → BPVA Calendar → Permissions
2. Enable Camera permission
3. Restart app

Alternative:

• Use file picker instead
• Take photo with regular camera app
• Upload photo as file

Upload Failing

Check Internet:

• Ensure Wi-Fi or cellular data connected
• Upload requires stable internet
• Try again with better connection

File Size:

• Very large files may fail
• Compress or reduce quality
• Typical photo should be under 10MB

File Type:

• Verify file is PDF, JPG, or PNG
• Some formats not supported
• Convert if needed

App Issues:

• Close and reopen app
• Sign out and back in
• Update app if available

Document Not Appearing

Refresh List:

• Pull down on document list to refresh
• Wait a few seconds for sync
• Check internet connection

Check Upload Status:

• Look for upload completion message
• May still be uploading
• Check for error messages

Sign-In Issues:

• Verify signed into correct account
• Documents tied to your user account
• Sign out and back in

Status Not Updating

Manual Refresh:

• Pull down on document list
• Force refresh from server
• Updates should appear

Review Timing:

• Admin may not have reviewed yet
• Check back after 1-3 business days
• Contact admin if urgent

Notification Settings:

• Enable notifications to get status updates
• May have missed notification
• Check document list directly

Best Practices

Submission Timing

• Submit documents as soon as requested
• Don’t wait until deadline
• Allows time for resubmission if needed
• Early submission = less stress

Quality Control

• Review photo before submitting
• Zoom in to check legibility
• Retake if any doubt about quality
• Better to spend extra minute than get rejected

Organization

• Keep list of required documents
• Check off as you submit
• Save copies on your device
• Note expiration dates

Communication

• Read rejection reasons carefully
• Contact admin if confused
• Ask questions before submitting if unsure
• Provide correct document type

Privacy & Security

Document Storage

• Secure: Documents stored in Firebase Cloud Storage
• Encrypted: Protected in transit and at rest
• Private: Only you and admins can view your documents
• Compliance: Follows data protection best practices

Access Control

• You: Can view your own documents
• Admins: Can view, review, approve/reject documents
• Other Users: Cannot see your documents
• Parents: Can view documents for linked athletes

Data Retention

• Documents stored for duration of membership
• Follow BPVA data retention policies
• Request deletion by contacting admin
• Backup important documents yourself

Tips for Parents

Helping Athletes

• Review forms together before photographing
• Ensure all fields completed
• Check signatures are present
• Help with camera/upload process

Parent-Submitted Documents

• May submit on behalf of minor athletes
• Sign as parent/guardian where required
• Include parent contact information
• Link to athlete profile

Tracking Submissions

• Keep list of required documents
• Monitor submission status
• Follow up if rejected
• Ensure deadlines met

Need Help?

Common Questions

Q: What if my photo is blurry? A: Retake the photo with better focus and lighting. You can resubmit as many times as needed.

Q: How do I know what documents to submit? A: Check with coaches or admins for required documents list. Usually provided at registration.

Q: Can I delete a document after uploading? A: Contact an admin if you need to remove a document. They can manage your submissions.

Q: What if I don’t have a PDF scanner? A: Use the camera feature in the app to photograph paper documents. Make sure photos are clear.

Q: How long until my document is reviewed? A: Usually 1-3 business days. Contact admin if urgent or if waiting longer.

Q: Can I submit before completing the form? A: No, complete all required fields and signatures before submitting.

Contact Support

If you need help:

1. Check that document is clear and complete
2. Read any rejection reasons carefully
3. Try resubmitting with corrections
4. Contact coach or admin for questions
5. Provide screenshot of any error messages

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Related Documentation:

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