Introduction
Feature Summary: The File Repository lets your organization upload documents, images, and videos and share them by link, on member portal pages, in the portal menu, or in emails.
Use Cases:
Enable the File Repository as a free add-on for the organization
Upload and save documents, images, and video content for club use
Copy a URL to share access to a saved file
Control which staff members can upload and manage files
Only upload files you intend to share
The File Repository is built for sharing club resources, such as rules, schedules, flyers, and blank forms for members to download. It is not private document storage.
Anyone who has a file’s URL can open it without logging in to CourtReserve.
Showing a link only to certain memberships controls who sees the link in the member portal, not who can open the file.
All admins, plus any sub-admin or coordinator with the Allow To Manage File Repository permission, can copy and share any file’s URL at any time.
Do not upload confidential documents, such as completed medical or physical forms, health information, or files with personal details like ID or account numbers. CourtReserve is not designed or offered as a system for storing Protected Health Information (PHI), and has not represented the platform as HIPAA-compliant.
Setup Requirements
The first step is to enable the additional feature.
Log in to the admin dashboard.
Navigate to Settings > ADDITIONAL FEATURES row.
Click Additional Features. A new page displays.
On the new page:
Scroll down to the Essential Features > File Repository heading.
Check the box.
Click the Setup button. A new browser tab displays.
After the initial setup, system users can access the File Repository with a different path:
SETTINGS > PORTAL SETTINGS > Website. Click the File Repository tab.
Uploading Files
On the Add File page, click Select files to upload a file (maximum file size 25 MB) from your device. Enter a unique file name and then click Save. Repeat the steps to add more items.
CourtReserve creates a new table row for each item.
Managing Files
To share a file, click Copy URL. For example, system users can add the link to an email to share resources with others. Anyone with the URL can open the file.
To download a resource, click Edit.
To remove an item from the File Repository list, click Delete, then click Delete again in the confirmation popup. There is no undo option. Note: The file’s URL continues to work after it is deleted.
Sorting and Searching
To sort the list of resources, click the File Type field and select an option. Use the search tool to scan the records. The search tool looks at information in four columns: Name, File Type, Author, and Date.
Managing User Access
These settings control which staff members can upload and manage files. They don’t limit who can open a file once its URL is shared.
All system users with an Admin role can access the File Repository. Admins can grant users who have a Sub-admin or Coordinator (with Sub-Admin permissions) role access to the file repository. To enable this permission:
Go to SETTINGS > ORGANIZATION SETTINGS.
Click the System Users icon.
Click the Sub-Admins or Coordinators tab.
Select a user and click the Edit button.
Scroll down to the Allow To Manage File Repository line.
Check the box to enable access (or uncheck to disable access).
Click Save.
