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Documents
Documents are uploaded files attached to a record — a renter, a booking, a vendor, an event. The system is shared across the whole product, so a certificate of insurance is one file in one place regardless of which side of the account you are working on.
Where documents attach
- On a renter — their standing paperwork: insurance, licenses, tax exemption
- On a booking — paperwork for that event: the event-specific COI, the alcohol permit, the signed agreement PDF
- On Fairground records — vendor insurance, entertainer contracts, and the rest
Each record has a Documents tab.
What a document carries
| Field | Notes |
|---|---|
| Type | Insurance / COI, permit, license, contract, other |
| Expiration date | Tracked and warned about |
| Approval state | Pending, approved, or rejected with a reason |
| Uploaded by | Staff, or the renter through their portal |
| Source task | The task it was uploaded to satisfy, if any |
Getting documents in
Two routes, and the second is better.
You upload. A file arrives by email and you attach it. Works, but somebody has to remember to do it and label it correctly.
You request it. Create a task flagged as requires a document — see Tasks. The renter sees an upload request in their portal, uploads the file, and it lands attached to the right record with the right type, completing the task and optionally notifying you.
Request, do not chase
A requested document arrives labelled, filed, and dated, and the reminder engine chases it for you. An emailed PDF arrives in somebody's inbox.
Approval
Documents that need checking sit in pending until somebody approves them. Pending approvals appear on the dashboard action items widget.
Reject with a reason when a document is wrong — the wrong policy period, the wrong additional insured, an expired license. The renter sees the reason in their portal and can upload a replacement against the same request.
Expiration
Documents with an expiration date are tracked. An expiring certificate of insurance is worth knowing about before the event, not during it.
For renters who book with you all year, the standing COI on their renter record is the one to watch; per-booking documents expire with the booking anyway.
Storage
Files are stored in cloud object storage, isolated per account. Images are optimized on upload — scaled and re-encoded — while PDFs and other documents pass through untouched, so a signed contract is byte-identical to what was uploaded.