---
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 **member or visitor profile**. 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 member or visitor 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:** 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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