Manage legal documents and consents

Legal documents and consents serve different purposes. A document contains the text and its versions; a consent records an authorised person’s response to a specific version.

Before you start

Have the appropriate person at the club validate the content and decide when it should be requested. Avoid replacing a version someone has already accepted: create a new one to keep a record of what each person saw.

Step by step

1. Create the legal document

Under Legal documents, select Add document. Choose the type, enter a title and decide whether acceptance in forms is Required or Optional. You can use Markdown to structure headings, lists and links without uploading an external file.

This choice also applies when a family responds under Documents in the guardian app: an optional document offers Decline document as well as a signature. A required document cannot be declined.

2. Publish a current version

Review the text in Preview and select Add document. To update it, select Edit; the screen says that saving will publish a new version, for example Publish v2. Previous versions remain in the history; open the version counter to review them.

View document opens a version’s file in a new tab. In the manager, you need a connection to load it; closing the tab releases its temporary copy. If you save it to Files or download it, that copy remains on your device and is not deleted when you sign out.

3. Request signatures from a team

Under Legal documents, select Request signatures on the document you need. Choose the Team and review the version and summary: how many athletes have signed it, how many have a pending request and how many will receive a new one.

• Only active athletes who remain on the team are included. The request goes to each person’s main guardian, active or invited and with an email address.
• Open View recipients to check names. Rejections, revocations and signatures of previous versions are highlighted. Requesting again does not change an earlier response.
• If No main guardian available appears, expand the names and assign a guardian in each profile before trying again. Those cases are excluded from the send.
• Confirm with Send N requests. Choosing a team does not send anything. If nobody needs a new request, the button remains disabled.

When you confirm, Clybo’ checks the version, signatures, requests and team members again. It skips cases that no longer apply and shows how many requests it created. People who joined after the review are not added automatically. If the document version changed, review it and confirm again.

Guardians receive the request in the app, and an email and push notice are scheduled. If a notice fails, the request remains available under Documents → Consents. Repeating the send does not duplicate pending requests. You can use the same flow for new team members; it is not sent automatically when they join a team.

Available to managers with access to the club, in every country and with no additional activation. The club must allow changes. Each send supports up to 500 active athletes per team; a larger team shows a notice and is not sent partially. Only active teams and unarchived documents with an available version are offered. This flow requests legal consents; bank mandates are managed in their own section.

4. Check consents by athlete

Open the athlete’s profile and select Consents. Check the document, version, responsible guardian, date and status for each request.

When a guardian declines an optional document, the response is kept and the request is no longer pending. The family can later open the rejected document and select Accept document: they will review the current version and confirm acceptance. This new response keeps the previous rejection in the history.

5. Remind people or cancel requests

Select Resend when a request is still valid and pending. Use Cancel if it was sent by mistake or is no longer needed. Do not record acceptance on behalf of the family.

6. Upload documents or music to an athlete’s profile

With the manager role, open Athletes, select a profile and open Documents. Select Upload document in the header. A window opens where you can choose the File and its Visibility. This choice applies only to the new file, not documents already on the profile:

• Private · managers only: only club managers can view and open the file. This is the default for new manager uploads.
• Shared with guardians: the athlete’s linked guardians can also open it. It is not published on the internet or shared with other families or clubs.

You can upload PDF, PNG, JPG or MP3 files up to 10 MB each. Selecting a file does not start the upload: check its visibility and confirm with Upload document in the window. Each new upload starts as private. Cancel or Escape closes the window without uploading anything; controls and closing are disabled while it transfers. If it fails, the window keeps the file and choice so you can retry.

Each row shows the name, type, size and date. A padlock with Private · managers only identifies private files; a people icon with Shared with guardians identifies shared files. The icon and text describe that file’s status.

Use View document to preview PDFs and images. For an MP3, select Listen to audio: the player opens in its own row. After loading, press play to listen, pause or move through the recording. Download is also available. Close player stops playback and releases the loaded audio; opening another MP3 closes the previous one. If loading fails, close and reopen the player to try again.

Select Share with guardians or Make private to change visibility later. Existing files keep their previous visibility. This option applies to personal and medical documents, not profile photos, message attachments or versioned legal documents. To publish a legal document, upload it under Legal documents; a file already used in a legal version cannot be made private from the profile.

The change prevents new links from being created for guardians. A link that has already been opened may keep working for up to 60 seconds; a copy downloaded earlier cannot be withdrawn. This feature is available in all countries, with no additional activation.

The video guide in the Spanish original shows basic legal document management; team requests and the music and visibility options are described in these steps.

7. Delete obsolete personal files

In the documents on a guardian or athlete profile, select the bin button Delete document when you have permission and a valid reason. Confirm only after checking the name and owner: deletion is permanent. Do not use this action to rewrite the history of an accepted legal document.

8. Archive retired legal documents

Select Archive document when a document is no longer used. It moves to Archived and is no longer offered in new forms. If it is needed again, select Restore; previous versions are kept.

If something goes wrong

• An acceptance is missing: check that the family opened the request and that it is for the current version.
• The document needs to change: create a new version and decide whether another acceptance is required.
• A file cannot be downloaded: generate a new link from Clybo’; private links are temporary.
• An athlete does not receive another request: check whether they have already signed the current version or have a pending request. For the latter, select Resend from their profile.
• Delete is not shown: check your permissions and the file type; some documents must be retained or managed through versions.

Next step

To review the rest of an athlete’s details, see Complete and maintain an athlete’s profile. Families can use View and provide documents.