# Track medicals, certificates and other documents

> Set the document types your school requires, upload on somebody's behalf, and get told before one expires.

Source: https://www.aerscheduler.com/docs/getting-started/member-documents
Section: Getting started. For: Owners, Admins, Instructors, Students, Renters.

An admin sets up the categories on
`Settings → School → Document types` (web console). Members file their own from
`You → Documents` (web console). Admins file one on somebody's behalf from that
person's record, under **Compliance**.

## Set up your document types first

Nothing can be uploaded until at least one type exists. A type is the category a document
is filed under: Medical Certificate, Photo ID, Renter Agreement, and whatever else your
school insists on.

**Who can do this:** Owners, Admins

Each type carries four settings:

| Setting                   | What it does                                                                        |
| ------------------------- | ----------------------------------------------------------------------------------- |
| Admin upload only         | Members do not see this type in their own upload picker. An admin files it for them |
| Has an expiry date        | Makes the expiry field appear when the document is uploaded                         |
| Warn this many days ahead | How much notice you want before it expires. The form starts at 30 days              |
| Active                    | Turn a type off to retire it without deleting anything                              |

> **Note:** **Admin upload only** is about uploading, not reading. It does not hide a filed document
> from the member. Use it for the paperwork you want to control the copy of, such as a signed
> rental agreement.

## Upload your own document

1. **Open Documents under You in the left rail**

   Or go to your own record and look under **Compliance**.

2. **Press Upload and choose the type**

   The picker shows only the types your school has marked active and has not restricted to
   admins.

3. **Add the expiry date if you are asked for one**

   Only types set to expire ask.

   ![Upload a document modal](https://www.aerscheduler.com/docs/me-documents-upload.png)

## Upload on somebody's behalf

Open the person from `People` (web console), go to the **Compliance** section of
their record, and upload there. Admins can file any type, including the ones marked admin
upload only.

## Who can see whose documents

| Role                        | Whose documents they can read |
| --------------------------- | ----------------------------- |
| Owner, Admin                | Anybody's                     |
| Dispatcher                  | Anybody's                     |
| Instructor                  | Their own                     |
| Student, Renter, Technician | Their own                     |

An instructor being unable to see a student's medical surprises people, since instructors
can see that student's training record and endorsements. The two are scoped differently on
purpose.

## Expiry warnings

A type with an expiry date and a warning period generates a **Document expirations**
notification the set number of days ahead, by email and by push. Members can turn that
category off for themselves under
[notification settings](https://www.aerscheduler.com/docs/getting-started/notifications-and-emails).

If a document lapses anyway, **Missing or expired documents** and **Medical certificate
expired** are both standard grounding reasons. See
[Ground, archive or remove a member](https://www.aerscheduler.com/docs/getting-started/ground-archive-or-remove-a-member).

## Two things that catch people out when editing a type

> **Careful:** Turning **Has an expiry date** off on a type clears the expiry date on every document
> already filed under it. Those dates do not come back if you turn the setting on again.

> **Careful:** Deleting a document type does **not** delete the documents filed under it. The confirm
> dialog says so, and it is easy to read past. If you want a category to stop being used, set
> it to inactive rather than deleting it.

## Documents are per school

Documents belong to your membership of one organization, the same as your roles. If you fly
at two schools you file your medical at each of them.