A Required Document is any document you need from at least one Customer. Customers download, complete, or sign the document and upload it back to you in the Customer Portal. You choose who receives each document, and you can also use Required Documents for optional paperwork.
Required Documents don't support electronic signatures. For e-signatures, use an E-Signature Document instead.
Types of Required Documents
Download, Fill Out, and Upload
The Customer downloads a blank document, fills it out, and uploads it back to you. A food program form is one example. A red banner in the Customer Portal shows a download icon for the document.
Upload Only
The Customer uploads a document that someone else has already filled out, such as an immunization record from a physician. The red banner in the Customer Portal shows an Upload button for the document.
If a Customer emails you the document or brings it in, an Admin can upload a copy to the Enrollee or Account.
Use this Customer Document Instructions template to write instructions for your document. Make a copy and edit it to fit your needs.
Submit in person or electronically
Use this type when the Customer needs to submit a document outside of Enrollsy. Don't add a file for download, and leave Require upload unchecked. The red banner in the Customer Portal will show Submit in person or electronically.
Sensitive documents — keep on paper
We recommend keeping highly sensitive documents in a paper file rather than storing them online. When you create one of these documents, leave Require upload unchecked. Admins can mark the document as received, but neither Customers nor Admins can upload it.
Documents that shouldn't be Required Documents
Download-only documents: Add reference documents that Customers only need to keep, like a Parent Handbook, as Content.
Documents that need an electronic signature: Create an E-Signature Document. This is an add-on feature, and you need permission to use it.
Choose a level — Primary Account Holder, Enrollee, or Enrollment
Every Required Document is set at one of three levels. The level controls how often a Customer has to submit the document. These rules apply per Enrollment Period.
Primary Account Holder level — once per account
The document is required once per Primary Account Holder, no matter how many Enrollees or Enrollments they have.
For example, Jane Doe has two kids, John and Jill. John is enrolled in PreK and After School, and Jill is enrolled in Toddlers. Jane only signs the Parent Handbook acknowledgment once.
The document shows under Account on the Enrollees page > Documents tab.
Enrollee level — once per Enrollee
The document is required once per Enrollee, no matter how many Enrollments that Enrollee has.
For example, Jane Doe submits one Immunization Form for John and one for Jill.
The document shows under Enrollee (or Child) on the Enrollees page > Documents tab.
Enrollment level — once per Enrollment
The document is required every time an Enrollee enrolls in a Program that requires it, even if the Customer has already submitted it.
For example, John Smith enrolls his son in Summer Camp and in an Enrichment Program. Both Programs require a permission form, so John completes a separate form for each enrollment.
The document shows under Enrollment on the Enrollees page > Documents tab.
Create a Required Document
Step 1 — Open the Documents page
Go to My Company > Forms > Documents. If this is your first document, click Add Required Document. If not, click the plus button under Required Documents.
Step 2 — Enter the document details
Title: Enter the name that Customers and Admins will see.
Expires in months: This is optional. Set how many months the document stays valid before the Customer has to submit it again.
Required at: Choose the Primary Account Holder, Enrollee, or Enrollment level.
Require upload: Check this box if the Customer needs to upload the document. Leave it unchecked for sensitive documents or documents submitted outside Enrollsy.
Upload file: This is optional. Upload a blank copy if the Customer needs to download the document.
Important Tips About Uploading
You can only upload PDF files. Image files like JPG or PNG aren't supported.
Customers can only upload one PDF per document. To send multiple files, they can combine them into one PDF with a free tool like www.ilovepdf.com.
Step 3 — Save the document
Click Save.
Attach a Required Document to Programs
To collect a document at enrollment, attach it to one or more Programs. Every new enrollment in that Program will then be asked for the document. Learn how to attach a Required Document to a Program.
What Customers see in the Customer Portal
After enrolling, Customers are prompted to log in to their Customer Portal.
A red banner at the top of the screen shows how many documents they still need to complete.
From the banner, Customers can download, complete, and upload each document.
Once a document is submitted, Customers can't view it anymore. Only Admins can view completed Required Documents.
To learn more, see How to Download or Upload a Document in the Customer Portal.