Manage Organization Documents and Versions

Applies to: Organization admins · Event organizers

Rules, regulations and policies change. A document lineage is how your organization publishes them without breaking the links events already rely on. You create one named series, such as "Kick Boxing Rules", and upload each new edition into it. The newest upload becomes the current version and the earlier ones are kept as archived versions.

Academies have the same Documents page in their own admin area, with the same steps. The only difference is the section called Academy Modules instead of Organization Modules.

These are documents your organization publishes. Documents that athletes upload about themselves, and the conduct rules coaches confirm, are covered in Require Documents for Your Event and Require Conduct Acknowledgment for Your Event.

Open the Documents page

Open your organization admin area and choose Documents. If the page redirects you back to the dashboard with a message that documents are not enabled, the feature is not switched on for your organization.

The page is split into four sections, shown as tabs:

Rules & Regulations
Organization Modules
Safeguarding Policy
Code of Conduct

Documents in a section are publicly downloadable from your organization page. Put only what you are happy to share with anyone.

[Screenshot placeholder: Documents page with the four section tabs and one lineage card]

Create a lineage

Pick the section that fits the document.
Select New Lineage.
Type a Name, for example "Kick Boxing Rules". Use a name that will still make sense when you upload next year's edition.
Select Create Lineage.

There is a cap on how many lineages an organization can have. If you reach it, Hajime tells you the maximum and you can retire lineages you no longer use.

Upload a version

On the lineage card, select Upload, then click or drag a PDF into the box. Only PDF files are accepted, up to 20MB, one file at a time. Select Upload Document to finish.

The new file is marked Current. The one it replaces moves to Previous versions and is marked Archived.

Hajime keeps only the last few versions of each lineage. When yours is full, the upload window warns you which file will be permanently deleted before you confirm, and the confirmation message names it afterwards.

Update events that use the old version

If events already link to the lineage, uploading a new version opens the window Update events using the previous version?. It lists the events that have not started yet and still show the old file, each ticked by default. Select Update Selected to move them to the new version, or Skip to leave them as they are. An event you skip keeps showing the previous file, labelled Outdated version on its own Documents screen.

Retire or delete a lineage

The archive button on a lineage card retires it. A retired lineage shows a Retired badge, accepts no new uploads and appears dimmed. The circular arrow button brings it back. You can permanently delete a lineage only after retiring it and only when it holds no documents.

Link a document to an event

Organizers do this from the event, not from the organization page.

Open your event and go to Documents.
Under Link a Document, choose a Lineage.
Choose a Visibility: Public, Registered athletes or Confirmed athletes only.
Select Link.

The list covers lineages from your academy and your organization. If it is empty, ask an admin to upload a document first. Select the bin icon on a linked document to remove it from the event.

Your visibility choice is a request, not a guarantee. If the document's owner has restricted it to a tighter audience, the event shows a note that the document is limited by the owner's settings and your choice is not applied.

Frequently Asked Questions

Do events always show the newest version?

Only if you choose to update them. Events that have not started offer the update when you upload. After an event has started it keeps what it had.

Can I upload something other than a PDF?

No. PDF is the only format.