Club documents & e-signatures, sorted

Every club runs on paperwork — codes of conduct, waivers, consent forms, policies and handbooks. ClubApp keeps all of it in one searchable place and lets you collect read-confirmations or signatures right in the app, with a full record of exactly who signed and when. Here's how it works.

One tidy library, not a dozen email threads

In the dashboard, admins build a document library for the club. You can upload files — PDFs, images or documents — or simply add a link to something that lives elsewhere. Everything is organised into folders, so your codes of conduct, insurance papers and committee files each have a sensible home.

To keep things findable, you can tag documents with keywords and drag to reorder them however makes sense for your club. Members then browse and search the library in the app — but it's strictly read-only for them, so there's no risk of a member uploading the wrong thing or overwriting an official file.

Show the right document to the right people

Not every document is for everyone. When you add one, you choose who sees it: target specific teams or share it with the whole club. You can also hide or show a document, which is handy while you're still drafting something or when a policy is out of season.

Read-confirmations and signatures, built in

This is where a document library becomes genuinely useful. Any document can require an acknowledgement, and there are two modes:

• Read — the member confirms they've read the document.
• Read, agree & sign — the member reads it, agrees, and draws a signature on screen with their finger.

When you turn this on, the app notifies the targeted members that there's something to sign. Each acknowledgement records the member's name, email, a timestamp, the signature image and an audit trail — so you're not left wondering whether someone actually saw the policy they ticked off.

See who's signed — and who hasn't

From the dashboard you can see, at a glance, who has and hasn't signed each document. No chasing people across text messages or crossing names off a printed list: the status is right there, and you know exactly who still needs a nudge.

Change the policy? Force a fresh sign-off

Policies evolve. When you update a document, bump its version and everyone is required to re-sign. Older sign-offs then show as stale, so you can always tell who has acknowledged the current version rather than last season's. It's a clean way to make sure a changed code of conduct or updated waiver is seen by everyone again.

Share a document right in team chat

Documents don't have to sit buried in a menu. You can share one as a card in team chat, complete with its sign status — a simple way to put a consent form or policy in front of a team and nudge the stragglers where they're already talking.

What clubs keep in there

Clubs use the library for all the usual suspects: codes of conduct, waivers, consent and permission forms, child-safety and safeguarding policies, membership terms & conditions, parent handbooks and insurance or committee files. If it's a form people need to read or sign — or a file they need to find — it belongs here. For the high-intent paperwork like waivers and consent forms, see our guide to digital waivers & consent forms for clubs.