How to configure additional document for payment plans

Introduction

The Additional Document Upload feature enhances the contract signing process by allowing users to upload documents when signing a new contract on CP2. This feature ensures that all necessary supporting documents are submitted alongside the contract, streamlining compliance and verification processes.
Employees with the appropriate permissions can configure the types of additional documents required based on specific contract needs. This flexibility allows organizations to tailor document requirements according to internal policies and regulatory obligations.

• This documentation provides a comprehensive guide on how to configure, manage, and use the Additional Document Upload feature effectively.
• This article will be helpful for PG Champions, Club managers and System administrators

Before you start 

To enable this feature, you must activate the ClientPortal.Contract.EnableUploadingAdditionalDocuments in the system settings.

It is also recommended to be familiar with adding custom attributes, as described in this article - How to set up Custom attributes in PGM?

Fast lane

1. Go to Settings -> Custom Attributes.
2. Add a new Custom Attribute Category with the code PaymentPlan.AdditionalDocument.
3. Within this category, add the following Custom Attributes:
   • PaymentPlan.AdditionalDocument.IsRequired (Enable to require document upload).
   • PaymentPlan.AdditionalDocument.Name (Name of the document to be displayed).
   • Optionally, add PaymentPlan.AdditionalDocument.IsDoubleSided to require front and back images.
4. Navigate to Sales -> Payment Plans.
5. Edit an existing payment plan or create a new one.
6. In the payment plan settings, configure the required additional documents using the created custom attributes.
7. During member registration, contract upgrade, or group enrollment with the configured payment plan in CP2, the system will prompt the user to upload the specified documents.
8. Members can also upload documents via the Documents tab in their user profile.

Instruction

STEP 1 - Configuring custom attributes

To enable the configuration of additional document requirements in a payment plan, at least two out of the three custom attributes must be added.

Each custom attribute must be created with the EXACT code and configuration as specified below.

1. Add a custom attribute category with the following code:PaymentPlan.AdditionalDocument – Category Type = Payment plan, Translations – English = Additional document.

Within this category, add the following attributes:

• PaymentPlan.AdditionalDocument.IsRequired– When enabled in the payment plan, the user will be required to upload the specified document during contract signing. If user has uploaded this type of document earlier, step with document upload will be skipped.

  • Configuration settings: Is required = ticked, Data Type = True-False, Default value = False, Is visible on = Select 'MembershipPortal' and any other relevant applications, Translations - English = Is required

• PaymentPlan.AdditionalDocument.Name– The name of the required document, which will be displayed to the user. The uploaded file will be assigned the exact type as specified by this name.

  • Configuration settings: Data Type = Text, Is visible on = Select 'MembershipPortal' and any other relevant applications, Translations - English = Name

Additionally, an optional attribute can be configured:

• PaymentPlan.AdditionalDocument.IsDoubleSided– Determines whether the system requires two images (front and back) for a single document type.

  • Configuration settings: Data Type = True-False, Default value = False, Is visible on = Select 'MembershipPortal' and any other relevant applications, Translations - English = Is double sided

This setup ensures flexibility in defining the necessary additional documents while maintaining a structured configuration process.

STEP 2 - Configuring additional document for payment plan

Once the custom attributes are added, you can configure any payment plan to require an additional document during the contract signing process.

Name of the additional document is not case sensitive, but is whitespace sensitive. For example Concession Card will be treated as different document than ConcessionCard

How it works

During CP2 operations, the system verifies whether the required document is present in the following processes:

• Member registration with a configured payment plan

• Contract upgrade from the user profile

• Group enrollment using a configured payment plan

When selecting a payment plan, the user will be informed about the specific type of document required to proceed with the process. This ensures transparency and allows the user to prepare the necessary document in advance.

If the user selects a payment plan that requires additional documents, they will be prompted to upload the necessary files in one of the subsequent steps of the process. This ensures that all required documents are submitted before completing the contract signing.

Additionally, users can upload the required documents outside of the contract purchase process. This can be done from the Documents tab in their user profile.

Additional Notes

• Dynamic Updates – Document types are updated when editing documents in a payment plan.

• Automatic Removal – If a document type is renamed and no other payment plan is configured to require a document with the previous name, that document type will be removed from the system. This will result in the inability to upload documents of that type.

• No Automatic Validation – The system does not validate the uploaded documents. It is the client's responsibility to review and verify the submitted files.

• Kiosk and Tablet Mode Limitations – Due to technical constraints, document uploads are not available in Kiosk and Tablet modes. In these cases, users can only take a photo of the document. The image quality will depend on the hardware used.

• When configuring this feature, it is also recommended to review the automation settings related to adding a new contract. These automations allow, for example, assigning a tag to a user based on the assigned contract. More information about tag configuration can be found here: How automations work? and Automation rules for contracts.