> 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/documents.md).

# Documents

The **Documents** area is your club's shared library — club rules, policies, safety guidance, committee papers, meeting minutes, induction material and anything else you want to keep in one place. You organise it into folders and pages, and you decide who can see and edit each part.

## Folders and pages

Documents are arranged in a folder tree, like the files on a computer:

* A **folder** groups other folders and pages together.
* A **page** holds content.

Every Documents view shares the same **top bar**: the breadcrumb trail on the left shows where you are and lets you step back out, and the controls sit on the right. Use **New page** and **New folder** to add to the folder you're viewing, **Upload** to add files, **Rename** to rename the folder you're in, **Permissions** to control who can see and edit it, and **Delete** to remove the item you're viewing. **Sort** orders a folder's contents by name, date or type. You can also drag an item **onto a folder** to move it in, or **onto a breadcrumb** (or **Documents**) to move it back up a level.

The **Info** menu shows details about the item you're viewing — who created it, when it was last updated and its size — or, on the library home, your total document count and storage size.

Each folder and page has its own web address, shown in your browser as you move around — copy it to share a direct link. The link keeps working even if you rename the item later, and it still respects permissions (someone without access to a restricted page can't open it just because they have the link).

{% hint style="danger" %}
**Delete** is permanent. Deleting a **folder** doesn't delete what's inside it — those items move up a level — but deleting a **page** removes it for good.
{% endhint %}

## Building a page

Choose **New page** and you go **straight into the editor**, with the title ready for you to type — give it a name, then press **Tab** (or **Enter**) to drop into the body and start writing. There's no separate "create" step, and the page **saves itself as you work**.

Pages are built from **blocks** — a paragraph, heading, list, to-do, quote, divider or image per block. In the editor you can:

* **Add a block** by pressing **Enter** for a new line, or the **+** in the left margin to pick a block type.
* **Change a block's type** from the same menu — turn a paragraph into a heading, a to-do, a quote, and so on.
* **Reorder** blocks by dragging the handle beside them.
* **Format text** — select it to make it **bold**, *italic*, highlighted or inline code.
* **Add an image** with the **+** menu → **Image**; it's uploaded with the page and access-checked like everything else.

{% hint style="info" %}
Pages created in the older editor keep working exactly as they are. To move one to the new editor, open it and choose **Convert to new editor** (top right) — its content is brought across into blocks, and the original is kept, so the change is safe and reversible. If you'd like every old page converted in one go, ask your RangeMate contact.
{% endhint %}

{% hint style="info" %}
A page **saves automatically as you type**. If two admins have the same page open at once, the most recent save wins — so it's best not to edit the very same page at the same time.
{% endhint %}

## Uploading files

To add a file — a PDF policy, a form, a photo — open the folder and use the **Upload** button, or drag files straight from your computer onto the list. Each file appears as a downloadable item alongside your folders and pages.

{% hint style="info" %}
Files **inherit their folder's permissions**, and downloads are access-checked — a file in a committee-only folder can't be reached just by sharing its link.
{% endhint %}

## Who can see what — permissions

By default, **every document is visible to all your members**, and only club admins can create, edit or organise documents. You can change that on any folder or page using **permissions**.

Permissions answer two questions for each folder or page:

* **Who can view it?**
* **Who can edit it?** (editing also lets that person add pages and sub-folders inside a folder)

### Inherit or custom

Open the folder or page, then choose **Permissions** (top right). Each document is set to one of two modes:

* **Inherit from parent** *(the default)* — it takes the permissions of the folder it sits in. At the very top level, that means visible to all members.
* **Set custom permissions** — it defines its own access, which then applies to everything inside it (unless something inside sets its own).

### Restricting a folder to certain roles

To make a folder **committee-only**, for example:

1. Open the folder.
2. Choose **Permissions**.
3. Select **Set custom permissions**.
4. Set **All members** to **No access**.
5. Find the **Committee** role and set it to **Can view** (or **Can edit** if the committee should be able to add and change documents there).
6. **Save permissions**.

The folder now shows a **lock** in the list, and members who aren't in the chosen roles won't see it at all.

### How inheritance cascades

A folder's custom permissions flow down to everything inside it. So if you restrict a **Committee** folder to the committee role, every sub-folder and page inside it is committee-only too — you only have to set it once, at the top.

A document set to **Inherit from parent** always reflects the nearest folder above it that has custom permissions. Change that folder's permissions and everything inheriting from it updates automatically.

### Overriding a single page

You can override any single page or sub-folder, in either direction:

* A page set to **custom** inside a restricted folder can be opened up — e.g. set **All members → Can view** to publish one notice from inside a committee folder.
* A page inside an otherwise-open folder can be locked down on its own.

The nearest custom setting always wins, so a page's own permissions override whatever it would otherwise inherit.

{% hint style="warning" %}
Restricting a folder hides it — **and everything inside it** — from members who aren't included. Before you move sensitive papers into a folder, check who that folder is shared with.
{% endhint %}

{% hint style="info" %}
**Club admins always have full access** to every document and are the only people who can change permissions — so you can't accidentally lock yourself out. Granting **edit** to a role (say, the committee) lets those members add and change documents in that folder, but not change its permissions.
{% endhint %}

{% hint style="info" %}
Permissions are **role-based** today. Sharing a single document with one named member (the way you'd share a file in Google Drive) is planned for a future update.
{% endhint %}

## Exporting a page

Open a page and choose **Export** (top right), then pick **PDF** (for printing or sharing) or **Markdown** (for backups or moving content elsewhere).

{% hint style="info" %}
Export is available to club admins and anyone with **edit** access to the page. Members with view-only access can read a page but can't export it.
{% endhint %}

## Exporting the whole library

To take everything with you, open the **More** menu (**⋯**) at the top level of the Documents area and choose **Export everything**. You'll get a single `.zip` that mirrors your folder structure — each page as both a PDF and a Markdown file, with uploaded files included as their originals.

{% hint style="info" %}
Export-everything is **club-admin only**, and packages the whole library in one go, so it's best used occasionally (for a backup or a move) rather than routinely.
{% endhint %}