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File Sharing

File Sharing in ClubPal allows you to securely share files and folders with specific members or groups without giving them full file management permissions. This feature is perfect for distributing documents, resources, training materials, and other content to your club members while maintaining control over who can access what.

Overview​

The File Sharing system provides flexible access control, allowing you to:

  • Share individual files or entire folders
  • Choose specific members or member groups as recipients
  • Control access with view-only or download permissions
  • Track who has access to shared content
  • Revoke access at any time

Unlike the full File Manager (which requires "Manage Files" permission), shared files are accessible to any member who has been granted access, making it easy to distribute content across your club.

Key Concepts​

Share vs. Manage Files Permission​

It's important to understand the difference between these two permission levels:

Manage Files Permission:

  • Full control over the File Manager
  • Can upload, organize, move, rename, and delete files
  • Can create and manage folders
  • Can share files with others
  • Intended for administrators and staff

Shared Access (No Permission Required):

  • View-only access to specific files or folders
  • Can view file lists and download shared content
  • Cannot upload, move, rename, or delete
  • Cannot see files that haven't been shared with them
  • Intended for members who need to access documents

Share Types​

Files and folders can be shared in different ways:

Individual File Share:

  • Share a single file with selected members or groups
  • Recipients can view and download only that specific file
  • Useful for distributing specific documents (e.g., "Code of Conduct.pdf")

Folder Share:

  • Share an entire folder and all its contents
  • Recipients can browse the folder and download any file within it
  • New files added to the folder are automatically accessible
  • Subfolders are included in the share
  • Useful for resource libraries (e.g., "Training Plans" folder)

Share Recipients​

You can share files and folders with:

Anyone with the Link:

  • Generates a unique shareable URL
  • Anyone with the link can access the file (no login required)
  • Perfect for sharing with external parties or public distribution
  • Can set expiration dates for time-limited access
  • Most flexible but least secure option

All Members:

  • Share with every member in your club
  • Includes all membership statuses (active, inactive, guest, pending, expired, suspended)
  • Perfect for club-wide announcements, policies, or general resources
  • No need to manage individual access - automatically includes new members
  • Recipients must be logged in to access

Active Members:

  • Share only with members who have active membership status
  • Includes: Active, Trial, and Lapsed memberships
  • Excludes: Guest, Pending, Expired, and Suspended memberships
  • Ideal for member-exclusive content like training materials or competition info
  • Access is automatically revoked if a member's status becomes inactive
  • Recipients must be logged in to access

Individual Members:

  • Select specific people by name
  • Perfect for sharing sensitive or role-specific documents
  • Each member receives individual access
  • Requires recipients to be logged in

Member Groups:

  • Share with all members of a group (e.g., "Coaches", "Committee")
  • Automatically includes new members added to the group
  • Efficient for team-based content distribution
  • Multiple groups can be selected for the same share
  • Recipients must be logged in to access

Combination:

  • You can select both individuals and groups simultaneously
  • Cannot combine "Anyone with the link" with member/group sharing

Accessing Shared Files​

Members can access files shared with them through the Files page:

Via the Files Menu​

Shared files appear in the main file listing alongside any files you own:

  1. Click Files in the navigation menu
  2. The file list shows all files you have access to:
    • Files you've uploaded (if you have "Manage Files" permission)
    • Files that have been shared with you (shown with a share icon)
  3. Shared files are mixed into the main view - there is no separate "Shared with Me" tab
  4. Look for the share icon (👥) next to file names to identify shared files
  5. Click on any file to view or download it

Note: The Files menu appears for all users who either have the "Manage Files" permission or have at least one file shared with them.

For files shared with "Anyone with the link":

  1. Recipients receive a direct URL to the file (e.g., /files/view?token=abc123)
  2. No login is required for anonymous shares
  3. The link can be bookmarked or shared further
  4. Access is controlled by the share token in the URL

Sharing Files and Folders​

Prerequisites​

To share files or folders, you must have the Manage Files permission. This ensures only authorized staff can control file distribution.

Sharing a File​

To share a single file:

  1. Navigate to the File Manager (click Files in the navigation)
  2. Locate the file you want to share
  3. Open the share dialog by clicking the three-dot menu (⋮) next to the file and selecting Share
  4. Choose share type:
    • Anyone with the link: Generate a shareable URL for public/external access
    • All members: Share with every member in your club
    • Active members only: Share with members who have active membership status
    • Specific Members: Select individual members by name
    • Groups: Select one or more member groups
  5. For member/group shares:
    • Type names in the search box to find members
    • Or select from the groups dropdown
    • Selected recipients appear as chips below the search
    • Click the X on any chip to remove them
  6. Review the share details:
    • File name is displayed at the top
    • Selected recipients are listed
    • The system shows how many people will receive access
  7. Click "Share" to confirm

Sharing a Folder​

Sharing a folder works similarly but has additional implications:

  1. Navigate to the folder you want to share
  2. Open the share dialog:
    • Click the three-dot menu (⋮) next to the folder and select Share
    • Or enter the folder and click the Share this folder button in the toolbar
  3. Choose share type:
    • Anyone with the link: Generate a shareable URL for public/external access
    • All members: Share with every member in your club
    • Active members only: Share with members who have active membership status
    • Specific Members: Select individual members by name
    • Groups: Select one or more member groups
  4. Select recipients (same process as file sharing)
  5. Important considerations:
    • All files currently in the folder are shared
    • Any new files uploaded to the folder are automatically shared
    • Subfolders and their contents are included
    • Folder structure is preserved for recipients
  6. Click "Share" to confirm

Selecting Recipients​

The recipient selector supports multiple sharing methods:

Anyone with the Link:

  1. Select the "Anyone with the link" option
  2. A unique share URL is generated automatically
  3. Optionally set an expiration date
  4. Copy the link to share externally

All Members:

  1. Select the "All members" option
  2. No additional selection needed - all club members will receive access
  3. Includes members with any membership status
  4. New members automatically gain access

Active Members Only:

  1. Select the "Active members only" option
  2. No additional selection needed - all active members will receive access
  3. Only includes members with Active, Trial, or Lapsed status
  4. Members who become inactive automatically lose access
  5. Members who become active automatically gain access

Search for Individual Members:

  1. Select the "Specific Members" option
  2. Click in the "Share with members or groups" box
  3. Type a member's name
  4. Click on their name in the dropdown
  5. Repeat to add more members

Select Member Groups:

  1. Select the "Groups" option
  2. Click in the "Share with members or groups" box
  3. Scroll down to the "Groups" section
  4. Click on a group name (e.g., "Coaches", "Committee")
  5. All current members of that group will receive access

Remove Recipients:

  • Click the X on any recipient chip to remove them before sharing
  • Note: You cannot remove recipients after sharing; you must use the "Manage Access" feature

Email Notifications​

When sharing files or folders, you have the option to notify recipients via email:

Sending Notifications:

  1. In the share dialog, check the "Send email notification" checkbox (opt-in)
  2. When enabled, recipients receive an email with:
    • File or folder name and description
    • Who shared it with them
    • Direct link to view/download the file or browse the folder
    • File size (for individual files) or item count (for folders)
    • Permission level (View or Edit)
    • Expiration date (if set)
  3. Notifications are only sent to members who have opted in to receive them

Notification Delivery:

  • Emails are sent immediately after sharing
  • Only members who have file sharing notifications enabled in their account settings receive emails
  • Recipients can unsubscribe from file sharing notifications at any time
  • "Anyone with the link" shares do not trigger notifications (no specific recipients)

Important Notes:

  • Email notifications are opt-in by default - you must check the box to send notifications
  • Recipients control whether they receive these emails via their account notification preferences
  • If a recipient has disabled file sharing notifications, they will not receive the email (but still gain access to the file/folder)
  • Notification emails include an unsubscribe link specific to file sharing notifications
  • Managing existing shares (adding/removing recipients) does not re-send notifications

User Notification Preferences​

Members can control whether they receive file sharing notification emails:

Managing Preferences:

  1. Click Account in the navigation menu
  2. Select Manage > Notifications
  3. Find the "File Sharing" option under Email Notifications
  4. Check or uncheck "Receive a notification when someone shares a file or folder with you"
  5. Click Save to update preferences

Default Setting:

  • File sharing notifications are enabled by default for all members
  • Members must explicitly disable them if they don't want to receive these emails

Unsubscribing:

  • Every file sharing notification email includes an "Unsubscribe from these emails" link in the footer
  • Clicking the link takes members to their notification preferences page
  • They can re-enable notifications at any time from their account settings

Share Confirmation​

After clicking "Share":

  • The dialog closes immediately
  • Email notifications are sent (if enabled and recipients have opted in)
  • Shared access is granted instantly
  • The share button now shows "Manage Access"

Managing Shares​

After sharing a file or folder, you can review and manage who has access.

Viewing Current Access​

To see who has access to a file or folder:

  1. Navigate to the shared file or folder
  2. Click the three-dot menu (⋮) or open file details
  3. Click Manage Access (replaces the "Share" button once shared)
  4. The "Manage Access" dialog appears showing:
    • Direct Access: Members who have individual access
    • Group Access: Member groups with access
    • Shared With: Combined count of all recipients

Understanding Access Types​

The "Manage Access" dialog distinguishes between two types:

Direct Access (👤 icon):

  • Individual members who were explicitly selected
  • Members who belong to a shared group are listed here too
  • Shows member names individually

Group Access (👥 icon):

  • Member groups that were selected for sharing
  • Shows the group name (e.g., "Coaches")
  • All current members of the group have access

Note: If a member appears in a group that has access, they will be listed under "Direct Access" because they effectively have access as an individual. The system resolves group memberships to show actual people with access.

Removing Access​

To revoke access from members or groups:

  1. Open the Manage Access dialog
  2. Locate the member or group you want to remove
  3. Click the X button next to their name
  4. Confirm the removal
  5. Access is revoked immediately

Important Notes:

  • Removing a group removes access for all its members
  • Removing an individual member only removes their direct access
    • If they're also in a shared group, they retain access through the group
  • Recipients do not receive a notification when access is removed
  • Removed members can no longer see the file in their file list

Re-Sharing or Adding Recipients​

To grant access to additional people:

  1. Open the Manage Access dialog
  2. Notice the search box at the top (same as initial sharing)
  3. Search for and select new members or groups
  4. Click Add or Share to grant them access
  5. New recipients receive email notifications

This allows you to incrementally expand access without removing existing recipients.

Shared Files User Experience​

For Recipients​

When a file or folder is shared with you:

Accessing Shared Files:

  1. Log into ClubPal (unless the share is "Anyone with the link")
  2. Click Files in the navigation
  3. Shared files appear in the main file list mixed with any files you own
  4. Look for the share icon (👥) next to file names to identify shared files

Identifying Shared Files:

  • Shared files display a share icon (👥) next to their name
  • You can navigate into shared folders like any other folder
  • The breadcrumb navigation shows your current location
  • Use the search box to filter files by name

Viewing Shared Files:

  • Click on a file name to view or download it
  • Click on a folder name to browse its contents
  • Use breadcrumbs to navigate within shared folders
  • All standard file viewing features work for shared files

Permissions:

  • You can view and download any shared file
  • You cannot upload, move, rename, or delete shared files (unless you also have "Manage Files" permission)
  • You cannot share files further (no re-sharing)
  • You can only see files that have been explicitly shared with you

Shared Folder Navigation​

When browsing a shared folder:

  1. The folder opens showing its file listing
  2. Breadcrumb navigation shows the folder path (e.g., Files > Coaching Resources)
  3. If the folder contains subfolders, you can click into them
  4. All files within the folder structure are accessible
  5. Click Files in breadcrumbs to return to the root directory

Downloading Shared Files​

To download a shared file:

From the List:

  • Click the file name - it downloads immediately

From a Shared Folder:

  • Navigate into the folder
  • Click on any file name to download
  • Or use the three-dot menu (⋮) and select Download

Use Cases and Examples​

Club-Wide Announcements (All Members)​

Scenario: Share important club documents with everyone

Steps:

  1. Upload "Club Constitution.pdf" to the Files area
  2. Click Share on the file
  3. Select All members
  4. All current and future members can access the document

Benefits:

  • Reaches everyone regardless of membership status
  • Includes guests, pending members, and inactive members
  • Perfect for public club policies and general information
  • No need to maintain distribution lists

Member-Exclusive Content (Active Members Only)​

Scenario: Share training resources only with paying members

Steps:

  1. Create a folder called "Member Training Resources"
  2. Upload training videos, workout plans, and technique guides
  3. Share the folder with Active members only
  4. Only members with Active, Trial, or Lapsed status can access
  5. If a member's subscription expires, they automatically lose access

Benefits:

  • Protects premium content for paying members
  • Automatically enforces membership requirements
  • No manual access management needed
  • Access granted/revoked based on membership status

Distributing Training Materials (Groups)​

Scenario: Share coaching resources with all coaches

Steps:

  1. Create a folder called "Coaching Resources"
  2. Upload training plans, drill sheets, and videos to the folder
  3. Share the folder with the "Coaches" group
  4. New files added to the folder automatically become available to coaches
  5. When new coaches join the group, they automatically gain access

Benefits:

  • Centralized resource library
  • No need to email files individually
  • Always up-to-date with new content
  • Easy to add or remove coaches

Sharing Meeting Minutes (Groups)​

Scenario: Distribute committee meeting minutes to committee members

Steps:

  1. Create a folder called "Committee" and a subfolder "Meeting Minutes"
  2. Upload each meeting minutes PDF to the subfolder
  3. Share the "Meeting Minutes" folder with the "Committee" group
  4. After each meeting, upload the new minutes PDF
  5. Committee members automatically see the new document

Benefits:

  • Historical record accessible anytime
  • No need to maintain email distribution list
  • Members can reference old minutes easily

Individual Document Sharing​

Scenario: Share a policy document with specific members

Steps:

  1. Upload "Safeguarding Policy.pdf" to the "Policies" folder
  2. Click Share on the file
  3. Select individual members who need access (e.g., coaches, specific committee members)
  4. Each selected member receives access

Benefits:

  • Targeted distribution
  • Control over sensitive documents
  • Can revoke access if needed

Team Resource Hub​

Scenario: Create age-group-specific resources for different teams

Steps:

  1. Create folders: "U12 Team", "U14 Team", "U16 Team"
  2. Upload team-specific training plans, schedules, and documents to each folder
  3. Share "U12 Team" folder with U12 coaches and the U12 member group
  4. Repeat for other age groups
  5. Each team only sees their relevant resources

Benefits:

  • Organized by team
  • Age-appropriate content
  • Prevents information overload

Permissions and Security​

Who Can Share Files?​

Only users with the Manage Files permission can share files and folders. This ensures:

  • Controlled distribution of club content
  • Only authorized staff can grant file access
  • Accountability for shared content

Who Can Access Shared Files?​

Any club member can access files shared with them, regardless of other permissions. They need:

  • An active ClubPal account
  • To be logged in
  • To be explicitly included as a share recipient (individual or via group)

What Recipients Can Do​

With View permission, members can:

  • ✅ View shared files and folders in the file list
  • ✅ Download files to their device
  • ✅ Browse shared folders and subfolders
  • ✅ Search within shared content

With Edit permission, members can:

  • ✅ All View permission capabilities above
  • ✅ Replace/update existing files with new versions
  • ✅ Upload new versions of shared files

Regardless of permission level, shared access members cannot:

  • ❌ Upload new files to folders (only replace existing files with Edit permission)
  • ❌ Rename files or folders
  • ❌ Delete files or folders
  • ❌ Move files to different folders
  • ❌ Re-share files with others
  • ❌ See files outside of what's been shared with them
  • ❌ Access the main File Manager (unless they have "Manage Files" permission)

Data Privacy​

File sharing respects member privacy:

  • Members only see files explicitly shared with them
  • Folder shares do not expose the entire file system
  • Members cannot browse outside of shared folders
  • Access logs may be maintained (future feature)

Best Practices​

Organizing for Sharing​

Create Share-Friendly Folder Structures:

Files/
├── Public Resources/          ← Share with all members
│   ├── Club Policies/
│   └── Member Handbook/
├── Coaching/                  ← Share with coaches group
│   ├── Training Plans/
│   └── Drill Library/
├── Committee/                 ← Share with committee group
│   ├── Meeting Minutes/
│   └── Reports/
└── Teams/                     ← Share team-specific folders
    ├── U12/
    ├── U14/
    └── U16/

Benefits of Good Organization:

  • Easier to share entire categories (share the folder, not individual files)
  • Clear ownership and access patterns
  • Less management overhead
  • Logical for recipients to navigate

Choosing Recipients Wisely​

Use Groups When Possible:

  • More maintainable than individual lists
  • Automatically includes new group members
  • Simpler to remove access (remove the group, not individuals)

Example:

  • ❌ Don't: Select 15 individual coaches by name
  • ✅ Do: Select the "Coaches" group

Use Individuals for Sensitive Content:

  • Board meeting minutes
  • Personnel documents
  • Financial reports
  • Selective policy distribution

Keeping Shares Current​

Regular Reviews:

  • Periodically review who has access to sensitive folders
  • Remove access for members who have left or changed roles
  • Update group memberships rather than file shares

Folder Maintenance:

  • Remove outdated files from shared folders
  • Archive old content to reduce clutter for recipients
  • Keep folder names clear and descriptive

Communicating with Recipients​

When Sharing:

  • Enable email notifications by checking the "Send email notification" box in the share dialog
  • Email notifications include all relevant details (file name, link, permissions, expiration)
  • For important shares, consider enabling notifications to ensure recipients are aware immediately
  • For routine or bulk sharing, notifications can be left disabled to reduce email volume
  • Provide context on how to use the materials
  • Let recipients know if they should expect regular updates

Notification vs. No Notification:

With Notifications Enabled:

  • Recipients receive immediate email alerts with direct access links
  • Best for time-sensitive documents or important announcements
  • Members can opt out via their notification preferences

Without Notifications:

  • Recipients must discover shared files by visiting the Files page
  • Best for routine updates or non-urgent content
  • Reduces email volume for frequently shared content
  • Consider sending a manual message for context

Example Email Notification:

"John Smith shared 'Training Plans' folder with you"

The shared folder contains training resources for the season. You have View permission and can browse all files within the folder. Click here to access: [View Folder]

This share does not expire."

Security Considerations​

Sensitive Documents:

  • Limit shares to only those who need access
  • Use individual member selection, not broad groups
  • Regularly audit access via "Manage Access"
  • Remove access promptly when members leave

Public Content:

  • Use member groups for broad distribution
  • Keep content organized in well-named folders
  • Ensure files are appropriate for all group members

Troubleshooting​

Recipients Can't See Shared Files​

Problem: Member says they didn't receive access

Solutions:

  1. Check that the member is logged in with the correct account
  2. Verify the member was included in the share (check "Manage Access")
  3. If shared via group, confirm the member is in that group
  4. Ask them to look for the file in the main Files list (it should show a share icon)
  5. Have them navigate to the correct folder if it's a folder share
  6. Try removing and re-adding them to the share

Cannot Remove Access​

Problem: X button doesn't appear or doesn't work

Solutions:

  1. Ensure you have "Manage Files" permission
  2. Refresh the page and try again
  3. Check that you're in "Manage Access" mode, not "Share" mode
  4. Try removing the entire share and re-sharing with correct recipients

Shared Folder Shows "Empty"​

Problem: Recipient sees an empty folder despite files being present

Solutions:

  1. Verify files exist in the folder (check as file manager)
  2. Ensure the folder share was successful (check "Manage Access")
  3. Ask recipient to refresh their browser
  4. Check that files weren't recently deleted or moved
  5. Verify recipient has permission to see the folder (check share settings)

Files Missing from Shared Folder​

Problem: Some files don't appear in recipient's view

Solutions:

  1. Only files in the exact folder path are shared
  2. Files in sibling folders are not included
  3. Files moved after sharing may not be visible
  4. Check file permissions if using external storage
  5. Ensure files weren't deleted or moved outside the shared folder

Frequently Asked Questions​

Q: Can I share files with people outside my club?
A: Yes! Use the "Anyone with the link" share type to generate a unique URL that can be shared with anyone, including people outside your club. No login is required for anonymous shares, making them perfect for external distribution, sharing with parents, sponsors, or the general public. You can optionally set an expiration date to limit how long the link remains active.

Q: Do recipients get notified when I share a file with them?
A: Yes, if you check the "Send email notification" checkbox in the share dialog! Recipients receive an email with the file/folder details, a direct access link, and permission information. However, recipients only receive the email if they have enabled file sharing notifications in their account settings. Notifications are opt-in when sharing (unchecked by default), so you control whether emails are sent for each share.

Q: Can I see who has downloaded a shared file?
A: Not currently. Download tracking may be added in a future update.

Q: What happens if I delete a shared file?
A: The file is immediately removed and recipients can no longer access or download it. The file will simply disappear from their Files list.

Q: Can a recipient share a file I shared with them?
A: No, re-sharing is not permitted. Only users with "Manage Files" permission can share content.

Q: How do I share multiple files at once?
A: Put the files in a folder and share the entire folder. This is more efficient than sharing individual files.

Q: Can I set an expiration date for shared access?
A: Yes! When creating or editing a share (particularly "Anyone with the link" shares), you can set an optional expiration date. After this date, the share automatically becomes inactive and recipients lose access. This is useful for time-limited content distribution.

Q: What happens to shares if I move a shared folder?
A: Shares are maintained. Recipients still see the folder in their file list at its new path. The share remains valid even after moving.

Q: How do members stop receiving file sharing notification emails?
A: Members can disable file sharing notifications in their account settings (Account > Manage > Notifications). They can also click the "Unsubscribe from these emails" link in any file sharing notification email, which takes them directly to their notification preferences. They can re-enable notifications at any time.

Q: Can members comment on or annotate shared files?
A: Not currently. Shared files are read-only. Collaboration features may be added in a future update.

Q: Is there a limit to how many people I can share with?
A: No, you can share with any number of individual members or groups. However, for large audiences, using member groups is recommended for easier management.

Q: Can I share the same file in multiple folders?
A: Files can only exist in one location, but you can share different folders containing different files with the same people or groups.

Q: Do shared files count toward recipients' storage quota?
A: No, shared files only count toward the file owner's (club's) quota. Recipients do not consume their own storage by accessing shared files.

  • File Manager Overview: Learn about uploading, organizing, and managing files
  • Permissions: Understand user roles and the "Manage Files" permission
  • Member Groups: Learn how to create and manage groups for efficient file sharing

Need Help?​

If you encounter issues with file sharing or need assistance, please contact ClubPal support.