How Do I Use The Documents Feature In GroupCollect Register?
GroupCollect Register can help your company go paperless with the Documents feature. Not only is e-signing documents easier for your passengers and trip leaders, but it's more effective for organization and access if documents actually need to be cited down the road.
Here are the common ways to utilize this feature in GroupCollect Register:
- Reusable documents: Company-wide documents that every passenger needs to sign regardless of trip such as a terms & conditions document.
- Trip-specific document: Documents that only pertain to a specific trip such as an activity waiver
NOTE: documents must be in PDF format to be uploaded to GroupCollect Register.
Reusable Documents
Log in to the system and click on Settings.
Click on Documents.
Click Upload Document to upload a new reusable document.
Name the document, set the status to Active, upload the file, and click Save Document.
You've successfully added a reusable document to the system! Now it'll be extremely simple to add this to any new trip in GroupCollect Register.
Adding A Reusable Document To A New Trip
To put a reusable document in action, navigate to a specific trip.
Scroll down and click on Documents on the left hand side.
In the Resuable Documents section near the bottom, you should see the useable document you just uploaded in the last step. Click on Add to this trip.
What Will Your Passenger See?
As your passenger moves through registration, they'll come to the Reserve section near the end of the process. This is when they'll be presented with any documents they need to e-sign.
They'll scroll to the bottom and be prompted to apply an e-signature of their legal name. They must also click to agree to the terms and conditions of the e-signature and click the Sign button.
Archiving Reusable Documents
Occasionally you'll need to update your reusable documents. However, you may not want to completely delete the old versions for posterity. That's why you have the option to archive outdated or obsolete documents.
Navigate to you reusable documents, locate the document that must be archived and change the status to Archived, then click Save Document.
Trip-specific Documents
To upload a trip-specific documents navigate to a specific trip.
From the trip dashboard, scroll down and click on Documents on the left hand side.
From the Trip Documents page, click on the New Trip Document.
- Name the document
- Upload it. The document will default as required, but can be made not required by clicking the green switch.
- Click Save Document.
You've successfully added a trip-specific document to this trip!
What Will Your Passenger See?
Passenger will see trip-specific documents in the Reserve section of the registration process, just like reusable documents.
Passengers will e-sign the same way as they did for reusable documents as well.
If you have specific questions or needs with regards to the Documents feature, schedule a video conference with us! Or feel free to email us at help@groupcollect.com at any time.