Documents

MyCup stores two different kinds of paperwork, and it is worth knowing which one you need before you start collecting:

If you need to check that every player has an ID on file, use player documents. If you need one signed form from the club, use team documents.

Team Documents#

Uploading team documents#

1. Log into the Participant Panel
2. Click Documents in the sidebar (under Paperwork)
3. Click Upload document
4. Choose a file — drag it onto the field or click to browse
5. Enter a File Name (required) and a Description / Notes (optional)
6. Click Submit

Above the list, a count shows how many documents are shared with the organiser, and you can search them by name. The note under the list says how many documents you can upload and how many slots remain. The Upload document button is disabled once the limit is reached, or after the tournament has finished.

Reviewing team documents#

Team documents appear on the team's page in the admin panel, under the Documents tab. You can upload on the club's behalf (drag a file onto the drop area, or browse), download anything they have filed, rename it, and remove documents at any time.

While the Team Panel is switched off, the Documents tab is marked Off and offers Turn on the Team Panel instead of the list. On a plan without the Team Panel, the tab shows a padlock and links to Plans.

Player and Staff Documents#

Requires the Premium plan. On other plans the document icon does not appear on player and staff rows — except for people who already have documents, so a tournament that changes plan can still open, download and delete what it collected.

This is the feature to use for identity checks: each document is attached to a specific player or staff member, so "has Marco Rossi filed his ID?" is a question you can actually answer.

For team managers#

1. Open Players (or Staff) in the Participant Panel
2. Each row shows a small document icon with a count — click it
3. Drag files onto the drop area, or click it to browse

Uploads start as soon as you choose a file — there is no separate confirm step. Rename or remove anything already there from the same panel.

The icon shows how many documents that person already has, so a roster with gaps is visible at a glance without opening anyone.

For organizers#

1. Open the team from Teams & Players
2. Switch to the Players or Staff tab
3. Click the document icon on any row

The teams list also shows a per-club count of player documents, next to the count of the club's own documents — the two are deliberately separate numbers. Hover any count chip on that list to see what it counts.

Uploading#

Supported file types#

• Documents: PDF, TXT, DOC, DOCX
• Spreadsheets: CSV, XLS, XLSX
• Images: JPG, PNG, GIF, WEBP

For safety, MyCup checks the file's actual contents, not just its name — renaming a file to .pdf will not get it past the check.

Size limits#

• Documents: 2 MB
• Images: 8 MB

The larger image allowance exists because phone photos of documents are big. MyCup automatically downscales uploaded images after storing them, so a photo straight from a phone is fine — you do not need to resize it first.

Naming and descriptions#

Give each document a clear name and, if the purpose is not obvious, a description. Both can be changed after upload — click Rename on any document, on either panel. Only the display name changes; the file itself is untouched, so a document renamed to "Passport" still downloads as Passport.pdf.

Deleting#

The rules differ between the two kinds, because they are collected in different circumstances:

• Team documents — a team manager can delete a document they uploaded themselves, within 30 minutes of uploading it. Anything older, or uploaded by someone else, has to be deleted by the organizer.
• Player & staff documents — can be deleted at any time while the tournament is open for editing, by the team manager or the organizer.

Deleting a personal document erases the file immediately. There is no recycle bin for it, which is deliberate: someone asking you to remove their ID scan expects it to be gone.

Removing a player or staff member also removes their documents.

How Long Documents Are Kept#

Personal documents are not kept forever. 180 days after your tournament finishes, MyCup moves that tournament's documents into an archive:

• The files leave your panel and can no longer be downloaded there.
• MyCup keeps an archived copy. If you need something back, contact support and we will send it to you.
• The clock only starts when the tournament finishes, so an ongoing tournament never loses anything.

Each document shows its archive date in the panel, so nothing disappears without warning.

This exists so that identity documents do not sit in a live system indefinitely after they have served their purpose. If you need a document permanently destroyed sooner — for example because the person has asked you to remove it — delete it in the panel and it is gone immediately.

Staying On Top Of Uploads#

Upload notifications#

You can receive an email every time a team manager uploads a document.

Configure notifications on the Notifications tab of Team PanelSettings:

• Document uploads — Turn upload emails on or off.
• Notification Email Addresses — A single shared recipient list (up to 3 addresses) used by every enabled team-panel notification, including document uploads. Type each address and press Enter. The notification is sent to every recipient on every upload.

Each email includes the document name, team name, uploader, file size, and description. A View in Dashboard button opens the team's page.

Daily digest#

Documents uploaded by team managers also appear in the Roster Change Notifications digest — one morning email covering everything the clubs did, rather than one email per file.

Dashboard#

The Activity feed on your dashboard groups each day's uploads into a single entry naming the clubs, who uploaded, and which files, with its own Documents tab. Each team's page carries a timeline of everything that has happened to that club, uploads included.

Best Practices#

Communicate requirements

• Tell teams exactly which documents you need
• Say whether you need them per team or per player
• Set clear deadlines via announcements

Monitor uploads

• Use the player-document count on the teams list to spot clubs with nothing on file
• Check the Documents tab of the Activity feed rather than chasing emails

Ask for the minimum

• Collect only the documents you genuinely need to verify
• Personal identity documents carry real obligations — the shorter your list, the smaller the problem if something goes wrong

Troubleshooting#

File too large#

Documents are limited to 2 MB and images to 8 MB. Compress a large PDF, or photograph the document instead of scanning it at full resolution.

Unsupported format#

Convert to one of the supported types. HTML, SVG and script files are refused on purpose and cannot be enabled.

Document limit reached#

Each team and each person can hold 5 documents. Delete one before uploading another, or combine several pages into a single PDF.

There is no document icon on player rows#

Player and staff documents require the Premium plan. On other plans the icon only appears for people who already have documents on file.

A team manager cannot delete a document#

Team documents lock 30 minutes after upload. Delete it for them from the team's page in the admin panel.