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Documents

This guide explains how to use the ChessMint document library to store and share club documents.

What is the Document Library

The document library is a centralized storage area for club documents within the ChessMint workspace. It lets organizers upload, organize, and share files such as club regulations, bylaws, training materials, meeting minutes, and newsletters.

Documents are accessible from the Library section in the sidebar. Access is controlled by permissions, so only authorized club members can view, upload, or manage documents.

Uploading Documents

To upload a document:

  1. Open the Documents page from the sidebar.
  2. Click New to create a new document.
  3. Enter a title. If you leave the title blank, it will be auto-filled from the filename.
  4. Optionally add a description to help others find the document.
  5. Choose a file to upload. Supported formats are PDF, DOC, and DOCX, up to 10 MB.
  6. Click Create to upload.

The file is stored securely and linked to the document record. Only one file can be attached per document entry.

Viewing and Downloading

Each document in the library can be viewed or downloaded:

  • View — Opens the document securely in a new browser tab, so you can read it without downloading it first.
  • Download — Saves the file to your device. On web, the download starts automatically. On mobile and desktop, the file opens in an external application.

Both actions need document access.

Managing Documents

Organizers with the right permissions can manage existing documents:

Action Description
Edit Update the title and description.
Replace file Upload a new file to replace the existing one. The old file is replaced.
Delete Remove the document and its file. A confirmation dialog appears before deletion.

The document list is sorted by title by default. Use the search field to find documents by title or description.

Access

Members with document access can view and download documents; admins add, edit, and remove them. Members without access do not see the Documents page. For who can do what across the workspace, see Roles & Access.

Use Cases

The document library is useful for storing:

  • Club regulations and bylaws.
  • Tournament regulations and entry forms.
  • Training materials and lesson notes.
  • Meeting minutes and agendas.
  • Annual reports and financial summaries.
  • Shared templates for club correspondence.

Keep document titles and descriptions clear so other members can find what they need without browsing every file.

Document Checklist

  • File format is PDF, DOC, or DOCX.
  • File size is under 10 MB.
  • Title is clear and descriptive.
  • Description helps others understand the document's purpose.
  • Old or outdated documents are updated or removed.
  • Permissions are set so the right people can access the library.