Document fields let your clients upload files and photos, and let you keep files on their records. Use them for vaccination records, proof of insurance, intake paperwork, before and after photos, or anything else you need on file.
Two field types collect files:
- Image collects a photo. JPEG, PNG, and HEIF are supported.
- File upload collects a document or a photo. PDF and DOCX are supported, along with JPEG, PNG, HEIC, and HEIF.
Note: The maximum file size is 10 MB for both.
In this article:
- Creating a Document Field
- Expiration and Review
- Adding a File to a Client's Record
- What Your Client Sees
- Finding and Previewing Files
- Document Fields on Desktop
Creating a Document Field
Go to Settings and tap "Client fields", then tap the "+" in the top right corner. Give the field a title, then tap "Field type".
Choose "Image" or "File upload". Each one lists the file types it accepts underneath its name.
Tap "Show field" to choose where the field appears. "Show on record" controls where you will see the file, and "Show during checkout" controls where the client is asked for it. Turning on an option under "Show on record" automatically turns on the matching option under "Show during checkout", which you can then adjust.
If you turn on an option under "Show during checkout", clients are prompted to upload a file when they fill out your Online Leads form, book a service, order a product, or go through another checkout. For more on getting fields to appear in the right place, see Setup and Use of Client Fields.
Tap "Save" when you are done.
You can also add a document field to a single form instead of to every client. Open the form, tap "Form fields", add a field, and set its "Field type" to "Image" or "File upload".
Note: Both screens are titled "New field", but they are not the same. A client field has a "Show field" row and saves with "Save". A form field has a "Show online" row and saves with "Done".
Expiration and Review
Document fields on a client or sub-account record can expire, which is useful for anything that needs renewing, such as a vaccination record or proof of insurance. Both "Image" and "File upload" fields support it.
Open the field and set "Field expires". "On specific date" lets you or the client enter the expiration date when the file is uploaded, and the rest are recurring intervals: Every month, Every 2 months, Every 3 months, Every 6 months, Every 12 months, Every 18 months, Every 2 years, or Every 3 years. See Document and Form Expiration for how expiration tracking works.
Once "Field expires" is set to anything other than "Never expires", a second setting appears: "Requires review", which asks you to manually review uploaded files at check-in. It is only offered on fields that expire. At check-in, a Document review step lists each file. Open it and choose Accept or Reject. A rejected file means the client has to upload a new one before check-in can be completed.
Keep two things in mind on the field settings screen. First, the field type can’t be changed after the field is created, so if you need a different type, create a new field. Second, “Delete field” (in red at the bottom) removes the field from your account. Deleting a field also removes any documents uploaded to it from your clients’ records and the Documents dashboard, so download anything you want to keep first.
Adding a File to a Client's Record
Open the client, tap "Edit", and scroll down to "More details". Find your document field and tap "Choose a file".
You can choose a photo from your library, upload a file, or take a photo. Choosing a file opens your phone's file browser, so anything in iCloud Drive, Google Drive, or another storage app on your device is available.
Once the file uploads, you'll see its name and size. If the field expires on a specific date, "Add expiration date" appears beside it, and once a date is set the expiry shows with a pencil to change it. Tap "Done" to save the file to the client's record.
Note: Clients can also upload files to their own profile, and to their sub-account profiles, from the client app, without booking anything or filling out a form. See How to Use the Client App.
What Your Client Sees
When a client fills out your online form, books a service, or orders a product, any document field set to show during that checkout appears with an "Upload file" button. If the field is required, its name is marked with a red asterisk and they cannot submit without it.
Once the file uploads, they tap Next on a form, or continue through checkout.
Finding and Previewing Files
Files are saved to the record the field is on, so a client record field appears on the client’s profile, a booking record field on the booking, and a product order field on the order. To see a specific client's file, open their profile and scroll to the field. The file shows with a thumbnail, its name and size, and a green check mark with its expiry date if the field expires.
You can also find every uploaded file on the homepage by tapping the document banner, which opens the Documents screen. It shows All, Expiring, and Expired documents across your clients, and the filters at the top narrow the list by date, by icon, and by document field.
Each entry shows the expiry date, the client, when the file was uploaded, and the file itself. Tap “View file” to open it full size, or “Request update” to ask the client for a new copy, which is the quickest way to follow up on an expiring record.
Document Fields on Desktop
Everything above can also be done at desktop.pocketsuite.io.
To create a document field, go to Settings, open "Client fields", select "Add a field", then "Create a client field". The same settings appear as one page, with "Show field on record" and "Show during checkout" as chips rather than toggles.
To add a file to a client's record, open the client, select "Edit", scroll to "More details" and select "Add" next to it (it says "Edit" if details are already filled in). Under your document field, drag the file in or select "Choose file", then select "Add expiration date" if the field expires on a specific date. Select "Done", then "Save" on the client.
The Documents dashboard is on desktop too, at Home > Dashboards > Documents. It opens on This month, so change the date filter to see older files. It lists each file as a table with the client, the field it came from, when it was uploaded and when it expires, with expired dates shown in red.