Documents
The club's document library and each player's documents, with access levels, expiry dates and a record of who opened what.
Documents are part of the base platform. Documents in the menu is the club's library: club documents such as policies and regulations, together with the documents of every player. Each player profile also has a Documents tab with that player's files.
Where documents live
| Place | Shows | A new upload becomes |
|---|---|---|
| Documents (library) | Club documents and all player documents the member may see | A club document, not tied to a player |
| Documents tab on a player profile | That player's documents | A document of that player |
| Documents tab on a deal | That deal's documents (Recruitment & transfers) | A document linked to the deal |
Access levels
Every document has one access level, chosen under Who can see it when uploading. A member only sees documents that their role is allowed to see; the rest do not appear in any list.
| Level | Intended for | Visible to |
|---|---|---|
| Standard | Registrations, insurance, correspondence, club policies | Every role |
| Financial | Salaries, bonuses, fees and budgets | Football Director, CEO and Owner / Board |
| Confidential | Player contracts, agent agreements | Football Director and CEO |
| Medical | Medical reports and injury records | Football Director and Medical |
Any level other than Standard shows a lock icon in the list. See Roles and permissions.
Upload a document
Only the Football Director can upload, edit, archive and restore documents.
Choose the file
Select Upload, or drop a file anywhere on the list. PDF, Word, Excel, JPG and PNG files up to 20 MB are accepted.
Describe it
The Title is filled in from the file name and can be changed. Choose a Type and an access level under Who can see it; each level shows which roles will see the document.
Add details (optional)
More details adds a Document date, an Expires date and Notes. On a player, the document can also be linked to the player's Contract and, with Recruitment & transfers, to a Deal.
Save
Select Upload.
Player Contract, Contract Variation, Passport, Visa, Medical, Transfer Agreement, Loan Agreement, Agent Agreement, Scouting Report, Registration, Insurance, Correspondence, Club Policy, Internal Report, Other.
The document list
Each row shows the title, type, file format and size, with columns for Belongs to (library only: a player or Club), Access, Expires and Updated.
Filters at the top:
- Search across title, file name, notes, player and type
- Club and players, Club only or Players only (library only)
- All types or a single type
- Any access or a single access level
- Expiring: only documents that have expired or expire within 90 days
Open, download and details
The ⋯ menu on a row offers Open (PDF and images, shown inside Agones), Download and Details; the Football Director also sees Edit and Archive. Clicking a row opens the details panel with:
- Belongs to, Type, Access and who can see it
- Dated, Expires, Linked to and Uploaded by
- Notes
- Activity: every open, download and upload, with who and when (Football Director only)
Edit changes the details or replaces the file with Replace.
Expiry dates
A document with an Expires date gets a colored marker in the list:
| Marker | Meaning |
|---|---|
| Red, Expired | The date has passed |
| Amber | Expires within 90 days |
| Green | Valid for longer |
Documents expiring within 30 days also appear under Needs attention in notifications.
Archiving
Archive hides a document from the list without deleting it. View archived at the bottom of the list shows archived documents, and Restore brings one back. Back to active documents returns to the normal list.
Access log
Every time a document is opened, downloaded or uploaded, Agones records who did it and when. The Football Director sees this record in the Activity section of each document. Changes to documents are also part of the club's activity log.