Document Library
Store market agreements and vendor uploads, track document expirations, and review submissions before they clear a requirement.
The document library is where you store the paperwork your market runs on — vendor agreements, insurance requirements, health permit templates, market rules — and where vendor-submitted documents land for review. It’s the source that compliance rules point at when they gate booking.
Find it under Market → Edit → Documents.
What goes in the document library?
Two kinds of thing, in the same place:
- Documents you publish — the market rules vendors must acknowledge, the agreement they sign, the insurance requirements they have to meet.
- Documents vendors submit — certificates of insurance, health permits, business licenses, uploaded against the rules you’ve set.
How do I add a document?
Upload the file and set:
- Name — what vendors see. Use the name they’d recognize.
- Description — optional context.
- Document type — see below.
- Expiration settings — if this is a document that goes stale.
What are the document types?
Pick the type that matches what the document actually is:
| Type | Use it for |
|---|---|
| Legal | Vendor agreements, terms, contracts, waivers |
| Informational | Market rules, load-in instructions, vendor handbooks |
| Advertisement | Promotional material, marketing packs |
| Certificate of Insurance | Vendor liability insurance certificates |
| Health Permit | Food handler and health department permits |
| Permit (other) | Fire, electrical, business licenses, anything else |
The type isn’t just a label — it’s how you filter the library, and it’s what tells you at a glance which vendor submissions are the ones with legal weight.
How does expiration tracking work?
Insurance certificates and health permits expire. A file uploaded eighteen months ago tells you nothing about whether a vendor is covered today, which is exactly the situation expiration tracking exists to prevent.
When a document requires expiration, what’s enforced is the expiration date recorded on the uploaded document itself — the vendor enters their certificate’s actual end date when they upload. The rule’s “days until expiration” setting expresses the term you expect (“valid one year from issue”) but doesn’t compute or override the recorded date, so spot-check that vendors’ entered dates look plausible when you review uploads.
Once past its expiry, a document stops satisfying the rule it’s attached to, and the vendor is blocked from booking until they upload a current one. They see the requirement reappear on their checklist without you having to notice or chase it.
The library shows expiration status on each document, so you can see at a glance what’s current, what’s expiring, and what’s lapsed.
Vendors are reminded automatically as the date approaches — 30 days out, 15 days out, the day before, and again on the day it expires. Reminders are counted in the market’s own timezone, so a document expiring today expires today where your market is.
How do I see this across all my vendors?
The compliance dashboard — Manage → Compliance — shows every active vendor as a row and every requirement as a column, so you can find the lapsed insurance certificate without opening vendors one at a time. It marks documents Complete, Expiring soon (within 30 days), Expired, Missing, Awaiting review or Rejected, and exports the whole market to CSV.
It’s also where you chase someone: Send notice attaches their outstanding items to a message and can set a deadline.
How do vendors upload documents?
Through their compliance checklist. When you create a document upload rule, the vendor sees it listed with an upload action, submits the file, and the rule is satisfied.
You can require approval on uploads, meaning a submitted document doesn’t automatically clear the requirement — someone on your team has to look at it first. Use approval for anything where the details matter (does this certificate actually name the market as additional insured?) and skip it for anything where receipt is enough.
Review pending uploads from the Documents tab — submissions awaiting review appear alongside the rest of the library.
How do documents connect to booking?
Documents don’t gate anything on their own. A document becomes a requirement when a compliance rule references it:
- A document acknowledgement rule makes vendors read and accept it, optionally with an e-signature.
- A document upload rule makes vendors send you their own version of it.
So the workflow is always: upload the document here first, then create the rule that points at it.
Common gotchas
- A document with no rule pointing at it does nothing. It sits in the library, visible but unenforced. If you expected it to block booking, check your compliance rules.
- Set expiration before the season, not during it. Adding expiration tracking to an upload rule mid-season can suddenly invalidate documents vendors already submitted.
- Approval is a queue. If you require approval, someone has to work it. Uploads waiting on review are vendors who can’t book.
- Documents are per market. Running the same agreement across several markets means uploading it to each.
- Replacing a document file doesn’t re-request acknowledgements. If you materially change your market rules, create a new document and a new rule so vendors actually see the new version.
Next steps
- Vendor Compliance Rules — turn documents into booking requirements
- Vendor Types — require different paperwork from different categories
- Getting Started — where this fits in the setup sequence