> For the complete documentation index, see [llms.txt](https://docs.range-mate.co.uk/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.range-mate.co.uk/for-club-admins/declarations.md).

# Declarations

A **declaration** is something a member confirms to your club. You define each one as a **declaration template**, and members complete it from their **Members Area → Declarations**. Manage your templates under **Club Settings → General → Declaration Templates**.

## Declaration types

Choose a **type** when you create a template — it controls how members complete it:

* **Accept only** — the member reads your wording and ticks to agree. Best for a rules acknowledgement or a Section 21–style confirmation.
* **Upload evidence** — the member uploads a document they already hold (a First Aid certificate, an RO/RCO qualification, and so on) and enters **its** expiry date. Use this when you don't need them to fill anything in — just to see proof.
* **Download, sign & return** — you provide a blank form to download; the member completes and signs it offline and uploads the signed copy. This is the original NRA hand-loading model. The download is optional from the member's side, so if you leave pre-printed copies at the club, members without a printer can sign one and upload it without downloading anything.

## Creating a template

On the template form you can set:

* **Instructions** — the wording the member reads.
* **Requires approval** — for upload-evidence and download-and-sign declarations, turn this on so a club admin must approve each submission before it counts (off = accepted automatically). It doesn't apply to accept-only declarations: there's nothing uploaded to check, so those are always accepted the moment a member agrees.
* **Valid for (months)** — how long an accept-only or download-and-sign declaration lasts before it must be renewed. (Upload-evidence declarations instead take their expiry from the member's own document date.)
* **Renewal window (days)** — how early a member can renew before expiry (defaults to 60 days if left blank).
* **Blank form** — the file members download (download-and-sign only).
* **Disciplines granted** — disciplines added to the member's record on approval; these feed the [NRA Safe Shooter Card](/for-club-admins/nra-safe-shooter-card.md).
* **Roles granted** — roles given to the member on approval, such as RO or RCO.
* **Required** — see [Required declarations](#required-declarations) below.

{% hint style="info" %}
For upload-evidence declarations the member sets the expiry date from their own certificate, so a three-year qualification issued a year ago expires in two years — not three years from today.
{% endhint %}

## Approving submissions

Submissions that need approval appear in your review queue, also surfaced as a **Declarations to approve** action item. For each you can:

* **Approve** — grants any disciplines and roles attached to the template.
* **Reject** — records a reason (shown to the member) and lets them resubmit. Rejecting keeps the submission, so you retain a full history.

## Expiry, disciplines and roles

When a declaration expires, the disciplines and roles it granted are removed automatically — unless the member still holds them from another current declaration. This keeps competency and access records honest without manual tidying.

## Renewals and history

Members can renew a declaration as it nears expiry; the old one stays valid until it actually expires, so there's no gap in cover. On a member's profile you'll see their full **declaration history** — every submission, its status, validity dates and any rejection reasons — so you can confirm they've declared year on year.

## Required declarations

Mark a template **Required** to compel members to complete it. Leave the role list empty to require it of **all members**, or choose one or more roles to require it only of members who hold them — for example requiring a Section 21 declaration of applicants.

A member with an outstanding required declaration is redirected to the declarations page when they sign in and can't use the rest of the app until they complete it. Their outstanding declarations are also flagged on their profile in your member admin view.

{% hint style="warning" %}
A pending (awaiting-approval) declaration counts as completed for this purpose, so members aren't locked out while they wait for you to approve it. Only outstanding, expired or rejected required declarations block access.
{% endhint %}