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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:

TypeUse it for
LegalVendor agreements, terms, contracts, waivers
InformationalMarket rules, load-in instructions, vendor handbooks
AdvertisementPromotional material, marketing packs
Certificate of InsuranceVendor liability insurance certificates
Health PermitFood 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, set either:

  • Days until expiration — a rolling window from the upload date. Good for documents where the term is predictable (“valid one year from issue”).
  • An explicit expiration date — a fixed date. Good when you’re tracking a specific certificate with a specific end date.

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.

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, filtered to what’s waiting on you.

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