About Required Documents

We have a feature called "Required Documents." What do we mean by "Required"? Any Document that you require of at least ONE Customer is a Required Document. Required Documents can also be used as optional Documents since you can add them to individual accounts as well as to Programs.

With Enrollsy, YOU get to set your requirements of who receives the documents you add. Click here to learn how to create a Required Document.

This is a document a customer must download and keep as a reference—for example, a Parent Handbook. The Customer doesn't need to do anything with the Document; they only need to have a copy of it. These kinds of documents should be added as Content. Learn how to add documents to Content here.

This type of Document is called an E-Signature Document, an add-on feature you will need permission to use. Learn more about E-Signature Documents here.

Here are some examples of the kinds of Documents that CAN be put in this section:

This is a document that a Customer needs to download, fill out, and then upload back to you inside the Customer Portal. For example, a food program Document that the Customer needs to fill out and upload. A red banner will pop up in the Customer Portal where the document can be downloaded and then uploaded.

This is a Document that the Customer must upload and have on file (i.e., an immunization record). There is nothing the Customer needs to fill out because a physician or pediatrician fills out this Document. All the Customer needs to do is upload it. The red banner in the Customer Portal will have an "upload" button where they can upload the document.

This article explains how customers can upload Required Documents. If someone emails or brings in this kind of Document, Enrollsy allows Admins to also upload a copy to the Enrollee/Account.

If you just want to notify the Customer that they have a Document that needs to be submitted either in person or electronically outside Enrollsy, then you can create a Required Document that has neither the upload nor download options. In this case, the red banner in the Customer Portal will say "Submit in person or electronically."

It's tempting to store everything online. However, we all know that there is no 100% sure way to keep anything online safe/secure. Enrollsy follows security best practices, but so does the Federal Government, Experian, Target, etc. They've all been hacked and had customer data exposed.

We recommend keeping Documents containing highly sensitive information in a paper file and not requiring the Document to be uploaded online. When you create one of these Documents, you uncheck the box that requires the Customer to upload it. This kind of Document will allow you to mark it as received but will not allow upload by the Customer or the Admin.

When you create a Required or E-signature Document, you have to decide whether the Document is required at the Primary Account Holder, Enrollee, or Enrollment level. It’s important to note that the rules below apply per Enrollment Period. All Required Documents are created at certain levels:

When creating a Required Document, you must select one of these levels.

Here are those choices in more detail:

This means that the Document will only be required once per Primary Account Holder, regardless of how many Enrollees or Enrollments they have in an Enrollment Period.

Jane Doe has two kids, John & Jill. John is enrolled in PreK and After School. Jill is enrolled in Toddlers. The Parent Handbook must be signed by Jane Smith once (per Enrollment Period).

An example of a Document is a Parent Handbook (that is required to be signed). The Document will show up on the Enrollees page > Documents Tab under Accounts:

The Document will only be required once per Enrollee, regardless of how many Enrollments they have in an Enrollment Period.

John Doe has multiple kids so he will need to fill out the Immunization Form for all Enrollees (whereas at the Account level, he would need to complete one, which wouldn’t make much sense).

For example, an Immunization Form is added per Enrollee, which appears on the Enrollees page > Documents Tab under Enrollee (or Child in the example below).

The Document will be required each time an Enrollment happens into any Program that requires it, even if they have already signed that Document.

John Smith enrolls Johnny in Summer Camp and has to sign a permission form. He then enrolls his Johnny in an optional Enrichment Program that requires a permission form. If the permission form is required in both places, John must complete and sign one for each enrollment.

For example, If a Parent Handbook is required per enrollment, each Program that requires it will be added regardless of whether it has been added to that Enrollee. The Document shows up on the Enrollees page > Documents Tab under Enrollment.

To require Document submissions upon enrollment, you will need to add them to your Program(s). From that moment on, every new enrollment into that Program will automatically be asked to provide the Document. Learn the steps to attach a Required Document to one or more Programs.

Customers can view, download, or upload incompleted Required Documents from the Customer Portal. They will see a red banner with the number of documents needed. Required Documents will have a message to upload or download.

NOTE: Customers cannot view documents once they are completed or submitted. Only Admin users can view completed Required Documents.