Documents for the clubs in the competition

Documents are the texts and files that participating clubs must read, accept or submit before the competition. This guide explains how to create them, how to publish new versions and how to withdraw them.

Before you start

• Have ready the PDF or the text you want to publish. Each version is a PDF or a text, never both.
• If you already have the legal document in Clybo’, you can copy it with From my documents, as step 6 explains.
• You can add documents and versions while the competition is not finished or cancelled.
• Each competition allows up to 50 documents that have not been withdrawn.

Step by step

1. Open the Documents tab

Go to Call for entries and select the Documents tab with the number of documents in brackets, for example Documents · 3. The table shows the columns Document, Type, Acceptance, Clubs and Version.

If there are no documents yet, the table says: “There are no documents for the clubs yet.”

2. Choose what the club must do

Select Add document and choose an option under What the club must do:

• Read: the club reads the document, for example a set of regulations, a timetable or floor plans. In the table it appears as To read.
• Accept: the club reads the document and it is recorded who accepts it and when. In the table it appears as To accept.
• Submit a file: the club uploads its own file, for example an insurance certificate. In the table it appears as To submit, and under Acceptance it shows “The club uploads its file”.

Then type the Name of the document, for example “Technical regulations”. If the club has to submit a file, use the What the club must upload field to explain what you need, for example “Current public liability insurance certificate”.

3. Mark whether it is required or visible on the website

• Required or Optional: a document to accept or to submit can be required. A document to read cannot be required.
• Visible on the public website: this can only be ticked for documents to read. That is how it is shown on the call’s public website.

4. Upload the content

Under Content you choose:

• PDF: select Choose PDF and pick the file.
• Text: type the text in the field Write the text of the document.

For a document to submit you can leave the content as No template, because the club uploads its own file. Select Add to create the document. Its first version is recorded as number 1.

A document to read or accept needs content. If it has none, the call for entries cannot be published.

5. Publish a new version

When the content changes, select New version on the document’s row. The New version of “Technical regulations” dialogue opens, with the notice “Clubs that have already accepted will see that there is a new version.” The Version column shows the number and date of the current version.

Previous versions are not changed. To change the name, the instructions or the options of a document, use Edit document. Those changes do not create a new version: the content only changes with a new version.

6. Reuse legal documents with From my documents

Select From my documents to copy legal documents you already have in Clybo’. The dialogue says: “Copy your Clybo’ legal documents as documents to accept.” Tick the ones you want and select Import with the number of documents selected, for example Import 2 documents. Those that are already copied appear marked as Already imported.

If you have no legal documents in Clybo’, the dialogue shows: “You have no legal documents to import.”

7. Withdraw a document

Select Withdraw on the document’s row. The Withdraw “Technical regulations”? dialogue opens, explaining that the document stops being shown to clubs. Any acceptances and submissions it already has are kept. Confirm the action in the dialogue.

A withdrawn document no longer accepts changes or new versions.

If something goes wrong

• “Each version is either a PDF or a text, not both.”: leave only the PDF or only the text under Content.
• “This version is a text, not a PDF.”: that version only has text, so it cannot be opened as a PDF.
• “The document file is not available. Upload it again.”: upload the PDF again with Change.
• “A document to read can’t be required, and only documents to read are shown on the website.”: untick Required or Visible on the public website, depending on the document type.
• “This document has been withdrawn: it no longer accepts changes or new versions.”: a withdrawn document cannot be edited. Create a new one if you need it.
• “A document to read or accept has no content”: appears under Pending in Summary. Select Complete to open the Documents tab and add its PDF or its text.

Next step

• Create and publish a competition call for entries: check that no documents are pending before publishing.
• Mats and warm-up of the competition: complete the rest of the Call for entries section.