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Documents

Upload meeting minutes, bylaws, forms, and other files for your community. You control who can see each document, and members can download them from the member portal.

Upload a document

  1. Go to Documents in the sidebar.
  2. Click Upload Document.
  3. Fill in the details:
    • Title (required): what members will see in their portal.
    • Description (optional): a short note about the file contents.
    • File (required): PDF, Word, Excel, PowerPoint, or image files up to 10 MB.
    • Category: General, Policy, Form, Minutes, Financial, or Other.
    • Access: who can download it (see below).
    • Status: set to Published if you want members to see it now, or leave as Draft to save it for later.
  4. Click Upload Document.

You’ll land on the document’s page where you can see its details and take further actions.

Note: You need to be an admin or manager to upload documents. Only admins can delete them.

Share documents with specific members

When you upload or edit a document, you choose who can access it under Access level:

Setting Who can download
All members Any logged-in member with an active membership
Specific tiers Only members whose membership tier you select
Specific roles Only members with a particular role (e.g. treasurer, president)

To limit a document to certain tiers:

  1. Open the document and click Edit.
  2. Set Access level to Specific tiers.
  3. Select the tiers that should have access.
  4. Click Update Document.

Members whose tier or role doesn’t match won’t see the document in their portal.

See tiers if you haven’t set up membership tiers yet.

Publish or unpublish a document

New documents are saved as Draft by default. Members can’t see drafts.

To publish:

  1. Open the document.
  2. Click Publish. Members with access can now see and download it.

To take a document offline:

  1. Open the document.
  2. Click Unpublish. It goes back to Draft and disappears from the member portal.

Edit a document

  1. Open the document and click Edit.
  2. Update the title, description, category, access level, or status.
  3. To replace the file itself, upload a new file in the File field.
  4. Click Update Document.

Archive a document

Archiving hides a document from members without deleting it. Use this for old versions you want to keep on hand.

  1. Open the document and click Archive.
  2. It’ll no longer appear in the member portal or the default document list.

To restore it, open the document (filter by Archived in the list) and click Restore.

Delete a document

Warning: Deleting a document is permanent. Download a copy first if you need to keep a record.

  1. Open the document.
  2. Click Delete and confirm.

Only admins can delete documents. Managers can archive and unpublish, but not delete.

Document statuses

Status What it means
Draft Saved but not visible to members
Published Visible to members based on the access setting
Archived Hidden from members and the default list, but recoverable

What members see

Members find your documents in the Document Library in their portal. They can filter by category and download any file they have access to.

If a member’s tier or role doesn’t match a document’s access setting, that document won’t appear for them at all. They won’t see a message saying it exists.

See member portal for more on what members can do once they log in.

Troubleshooting

Upload failed: check the file is under 10 MB and is a supported type (PDF, Word, Excel, PowerPoint, or image). Try a different browser if the problem continues.

Document not showing for members: make sure the status is Published (not Draft or Archived) and the member’s tier or role matches the access setting.

Download not working: ask the member to try right-clicking and saving. PDFs usually open in the browser instead of downloading automatically.

  • Member portal: what members see after they log in
  • Tiers: set up membership tiers to control document access
  • Announcements: notify members when you’ve posted something new