Navigate to the Student Database, and then click on Registration in the gray secondary taskbar.
Next, Click on Manage Documents in the top right corner and choose Add Standard Document in the drop down.
School Year: This will be set automatically and will roll forward when a document is copied forward to the next academic year.
Name: Give your Document a distinct name that reflects it's purpose.
ie: Pre Participation Medical Evaluation
ie: Sport Physical
Category: Choose the type of document this is:
Request - This document type requires the upload of a scan or a picture of the document be added to the students file during the registration process.
Mobile devices will use their camera to take a photo of the document. This photo does not need to be taken in advance.
Agreement - This document type allows the guardian and student to view a document and then agree to it's terms by signing electronically.
Sign electronically by typing their name in the correct field.
Non-Enforced Request - This document type requires the upload of a scan or a picture of the document be added to the students file during the registration process. However, this type of document is not enforced as Required but instead is an optional upload.
Standard: Choose the standard the represents the type of document you are setting up.
Note: You can only have ONE document marked as a Physical Request Standard in your system.
Signature: Choose the parties that need to sign this document to make it valid. A field for each party will be added to the document set up.
Next set the Validation Rules for this document.
Validation rules are used to determine when this document will expire and if it can be rolled forward to the next academic year.
Reference the setup needed by clicking on this link:
"Guide to My State's Physical Validation Rules"
Duration in Days: This is the number of days this document stays valid for after the performed date.
Add a duration and a counter will be added to your document and be displayed with this document.
The Duration counts down the number of days left before the document expires.
Physicals are the most common document that need a duration value entered.
When a duration is within 30 days of expiration the counter turns yellow.
When a duration is expired the counter turns red.
Durations determine when automatic reminders are sent to the users on the students profile. These reminders prompt the user to action and remind them to upload the new document to the student profile.
Reminders are sent at 30 days prior to expiration, 10 days, 5 days and on the expired date.
If a document is valid for unlimited number of days or gets re-signed and agreed to each year it does not need a counter attached. Therefore, enter "0" for the number of days.
Performed After Date:
This setting is only used when your state requires a physical be performed after a specific date on the calendar to be valid for the next school year. (If your state does not require this leave it blank)
This is the date used by conditional grace periods. This date is checked when rolling documents forward to the next academic year.
Latest Acceptable Date:
This is the hard cut off date a physical will be valid for. If set, the performed date must be before this date. (If your state does not require this leave it blank)
Grade-Based Validation End Dates:
Documents can have grade-specific end dates (e.g., Seniors expire on 6/30/2026, Juniors on 6/30/2027). When a student has a matching grade rule, that end date is used directly, bypassing the grace period logic entirely. If no matching grade rule is set, the system uses the duration + grace period calculation. (If your school/state does not require this leave it blank)
Grace Period Modes: (Choose the one that reflects your states rules)
Click this link to be directed to a help doc that specifies the set up for your state.
No Grace Period: Document expires strictly by duration in days.
If a Latest Acceptable Date is set and is earlier than the number of days remaining in the duration, the document will expire on that Latest Acceptable Date.
Standard Grace Period: The expiration date is extended ("snapped") to June 30 of the expiration year. The document lasts its full duration plus the remainder of that school year.
Grace Period with Performed After Date: The expiration date is extended ("snapped") to June 30, but only if the student's performed date is on or after the Performed After Date. If the condition is not met, the Latest Acceptable Date is used as a hard deadline instead.
Description: This information will show as instructions on the family account/dashboard on the document submit page.
Upload Files: Attaching a document to your setup makes the form available to families during the document agreement or submission process.
All uploaded files must be in PDF format.
You may upload multiple versions of the same document to support different languages.
Click Browse to select and upload one or more documents at the same time.
Once uploaded:
Families can view the document directly within the platform as part of the electronic agreement process.
Families may also download and print a blank version of the document, complete it offline, and upload the finalized document to their profile.
Document Management Toggles:
Require: If on, the parent will not be able to proceed nor complete registration until this document is submitted.
Require Approval from Staff and Require Double Approval: If on, after a document is submitted, administrative staff can review and approve or reject this document.
The parent will receive notification of approved or rejected status.
If a document is rejected a portal to resubmit can be found on the documents page under the Family Dashboard.
To learn more about Approving Document Request Uploads click this link:
https://intercom.help/boundhq/en/articles/12022916-approving-document-request-uploads
Block Reminders Flag: If turned on, automatic reminders that are sent to guardians to indicate a document is expiring with a link to submit new will not be sent.
Page Setup: Click Add Page to add upload fields to y our document.
Document upload fields are not usually needed for documents that are Agreements.
Once the page fields are added:
Include limited directions in the field: ie: Upload last page of physical or whole doc pdf.
Click the check box of the field that is required.
Note: Only check the box of ONE field. This is generally the one that you suggest they use if they are providing a single scan of the whole document pdf.
If a document is not required do NOT check any of the required boxes in the field.
Document Links: Add the hype link information a registrant must go to for additional training or information. (this information is optional)
Open and Close Dates: These dates represent the academic year this document is valid for.
Click Save to complete your Set up.
