---
title: Document Management
description: Learn how to create, manage, and send documents in Gymdesk, including templates, placeholders, draft vs finalized documents, and signature settings.
---

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# Document Management

### **What** **Are Documents?**

In Gymdesk, Documents are files attached to an individual visitor, lead, or member profile. Documents cannot be attached to staff profiles (managers, instructors, or front desk users). They’re typically used to store agreements and forms—such as waivers, contracts, or membership agreements—and can optionally require a signature. Documents can be created individually on demand, or using templates for documents you use often at the gym.

 

### **Common Uses for Documents**

Documents are primarily for record-keeping, helping you keep all important paperwork tied to a person’s account in one place. They do not control memberships, billing, facility access, or attendance. Common examples include:

- **Membership Agreements**  
  Written terms outlining gym policies such as billing, cancellations, freezes, or conduct.
- **Liability Waivers**  
  Forms acknowledging risk, commonly used for both members and visitors.
- **Booking Cancellation Policy**  
  Includes acknowledgement of booking cancellation window and no-show fees.
- **Discount or Eligibility Documentation**  
  Supporting files such as military orders, student verfication, or other proof used to apply special pricing or discounts.
- **Custom Reference Documents**  
  Any additional files you want saved to a profile, that may or may not require a signature.

### **Creating Document Templates**

All of your gym’s reusable documents are stored as templates in the [**Member Documents**](https://app.gymdesk.com/manager/docs/manage) section. Templates can include placeholders that automatically pull in member or visitor details, and can be attached to memberships, sign-up or booking forms, or added directly to a profile. The first template that is available for use is the legal waiver *(cannot be removed)*.

**![NewDocumentTemplate-1](https://docs.gymdesk.com/hs-fs/hubfs/NewDocumentTemplate-1.png?width=670&height=231&name=NewDocumentTemplate-1.png)**

To create a new document template,   
go to **Members** → **Documents**, then click **New** **Document Template**.

![DocumentTemplate](https://docs.gymdesk.com/hs-fs/hubfs/DocumentTemplate.png?width=585&height=445&name=DocumentTemplate.png)

### **Using Document Placeholders**

 Document placeholders let you automatically insert member or visitor details into a document template. When you add the template to a profile, each placeholder is replaced with that person’s actual information, saving you from retyping and keeping documents consistent. Placeholders are added using curly braces “**{ }**” around the placeholder name.

Here are the available placeholders you can use in Documents:

- **Member Information**

    - {first\_name} - First name
    - {name} - Full name
    - {dob} - Date of birth
    - {address} - Member address
    - {phone} - Phone number
    - {contact\_name} - Emergency contact (if member has any)
    - {contact\_phone} - Emergency contact phone
    - {contact\_relation} - Emergency contact relation
    - {sign\_date} - Date document was signed (if applicable)
    - {sign\_name} - Name of the member or guardian signing the document (if applicable)
    - {initials} - Member clicks to add their initials
    - {checkbox} - A box the member can optionally check
    - {input} - Text input
    - {input required} - Required text input
    - {file} - File upload
    - {file required} - Required file upload
    - {login\_link} - Members portal link
- **Membership Information**  
    - {start\_date} - Membership start date
    - {expiration\_date} - Membership expiration date (if applicable)
    - {signup\_fee} - Membership sign-up cost
    - {membership\_duration} - The duration of the membership
    - {membership\_title} - Membership title
    - {membership\_fees} - Membership fees (either recurring or one time)
    - {membership\_recurrence} - The recurrence of the membership, if applicable (for example, "1 month")
    - {membership\_total\_amount} - The total cost of membership (limited duration or one-time payment memberships)

 

### **Adding Documents Directly To Profiles**

From a visitor, lead, or member profile, open the Documents section and click **ADD**. You can then attach documents to that profile in three ways:

1. **Add Document**  
   This will open the **Edit Document** screen for creating a one-off document for this specific Member or Visitor.
2. **Use Template**  
   Use this option to generate a document from an existing document template, with placeholders automatically populated\*.
3. **Upload File**  
   Upload an existing file (such as a PDF or image) that you want stored for reference.

**![AddDocumentToProfile](https://docs.gymdesk.com/hs-fs/hubfs/AddDocumentToProfile.png?width=670&height=243&name=AddDocumentToProfile.png)**

**Note:** At this time, we unfortunately do not offer the functionality to attach a document to a staff profile as this capability is only possible within visitor, lead, and member profiles.

**\*\*Note:** You won’t see placeholders populate while you’re still in **Edit**mode. First, save the document as a draft, then click **Read** to view the populated version.

### **Viewing Documents In Draft Mode**

When you add a document to a member or visitor profile, you can save it as a **draft** while you review the content, confirm placeholders are populating correctly, **or if you plan to send it to the member at a later date**. Drafts are listed in the **Documents** section of the profile and are not visible to members or visitors.

![DocumentSaveDraft](https://docs.gymdesk.com/hs-fs/hubfs/DocumentSaveDraft.png?width=560&height=181&name=DocumentSaveDraft.png)

![ViewDocumentDraft](https://docs.gymdesk.com/hs-fs/hubfs/ViewDocumentDraft.png?width=670&height=194&name=ViewDocumentDraft.png)

**Note:** Documents saved as drafts **will not be visible to members**. Once you finalize a document, members can access it through their online account.

 

### **Finalizing and Sending Documents**

When you’re ready to make a draft document available to a member, open the **Documents** section on the profile, click the **⋮** menu next to the document, and select **Edit**. This reopens the document edit screen, where you can click **Finalize**. If prompted, you can also choose whether to **notify the member by email**. 

![FinalizeDocument](https://docs.gymdesk.com/hs-fs/hubfs/FinalizeDocument.png?width=604&height=206&name=FinalizeDocument.png)

Once documents are finalized, the document becomes visible in the member or visitor’s online account.

 

### **Document Settings**

Document settings apply **globally** across your account and control how document signatures are handled, particularly for minors.

![DocumentSettings\_!](https://docs.gymdesk.com/hs-fs/hubfs/DocumentSettings_!.png?width=566&height=404&name=DocumentSettings_!.png)

From this screen, you can:

- Require a **guardian signature** for minors
- Define the **minor age** used by your gym
- Choose whether to require **both minor and guardian signatures**
- Select who receives **emailed copies of signed documents**
- Enable automatic **email delivery of membership contracts for signature**

These settings affect how documents behave when signatures are required but does not change existing documents retroactively.

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