Documents

Uploading and sharing a document

1. 1

   Choose 'Upload file' and select one or more files (each up to 200MB) — files uploaded together share the same category and access.

2. 2

   Pick a category: general, tournament, FAQ, form, video, or policy.

3. 3

   Choose who can see it: Inherit to follow the folder's access rule, Custom audience — everyone in the studio, whole dance levels, specific families, or any mix — or Staff only to keep it private. A family that matches any part of the audience can see the document. At the top level the picker starts on Custom audience with Everyone selected; inside a folder it starts on Inherit.

4. 4

   Save. The document appears in the library with an 'Ida AI readable' indicator showing whether the assistant can answer questions from it.

Writing a document in IdaWeb dashboard

Not everything starts as a file on your computer. 'New document' writes one right in Ida — a studio handbook, a policy, tournament notes — in a clean editor, and the result lives in the library like any upload: same categories, same folders, same audience choices, same search.

1. 1

   Choose 'New document', give it a title, pick a category, and optionally add a short description.

2. 2

   Choose who can see it — the same choices as an upload — and press 'Create & edit' to open the editor.

3. 3

   Write. Type '/' for headings, lists, quotes, code, and checklists. Changes autosave as you type — a 'Saved' note by the Save button confirms it.

4. 4

   When you're done, head back to Documents. Reopen the editor any time from the document's ⋯ menu → 'Edit document'.

Folders

Folders keep a growing library tidy. 'New folder' creates one right where you are standing (folders nest up to 5 levels deep), the breadcrumb above the table shows where you are, and uploading while inside a folder places the files there. Use a document's 'Move to folder' action to relocate it at any time.

Access can live on the folder instead of on every file. Give a folder its own rule — Staff only or a custom audience — and everything inside set to Inherit follows it, including subfolders; any single document or nested folder can still carry a rule of its own. A document that inherits with no folder rule above it stays staff-only, so nothing is shared by accident. The Access column shows each item's effective rule, marked 'Inherited' when it comes from a folder above.

• New folders inherit access from their parent until you change it — set the rule from the folder's ⋯ menu.

• Rename or delete a folder from the same menu; a folder must be empty before it can be deleted.

• Moving a document keeps its own access setting — though a document set to Inherit follows its new folder's rule. Moved out to the top level, an inheriting document keeps its old folder's rule instead, pinned onto it — the move confirms who can still see it — so nothing quietly changes hands.

Finding a document

The library shows how many documents and folders it holds, and a search box filters as you type — matching a document's title, file name, description, or category. Search looks across every folder at once, and each result shows the folder it lives in, so one file in a deep library is never more than a few keystrokes away.

Every file shows its first page

At studios on Ida's newest look, the library shows each file's real first page instead of a generic file-type tile — a PDF's opening page, the photo or image itself, or the first lines of a written document — so you can tell two similarly named files apart at a glance. First pages appear on the library's rows and cards, in Recently added, on a file's details, and on a family's own Documents page, on the web and in the iPhone app alike; files already in your library get theirs the first time the library is opened. Word files, spreadsheets, slides, video, and audio keep their type tile. A first page follows exactly the same access as its file — a family only ever sees the first page of a document shared with them.

Ask Ida

The library answers to chat, too. Ask Ida what's in Documents, what a policy says, or who has accepted a policy — and who hasn't. At studios with Ida's studio-wide change cards, Ida can also look after the library: write or rewrite a written document, add a file you attach right in the chat, change who sees something, move it to another folder, create, rename, or delete folders, or delete a document — each as a change card you apply. Deleting a document can't be undone, so Ida only proposes it after you've said so plainly, quoting your words on the card — when in doubt, it shares the document staff-only instead, which any card can take back. The Ida AI assistant page of this guide covers how the cards work.

On the iPhone appiPhone app

The Documents screen (under More) carries the same library, folders included. Staff can create, rename, and delete folders, upload straight from the phone — a photo of a paper form, or a file from the Files app, up to 200MB with the upload's progress shown as it goes — and set access as they upload: inherit from the folder, staff only, or a custom audience of everyone, levels, and families. Levels and families are chosen from searchable lists — search, tap to select as many as you need, and the field keeps a running count, with a Clear link to start over. Each document shows its effective audience at a glance, the Sharing button changes it at any time, and Move places a document in a different folder. Files uploaded from the phone are read by Ida AI just like uploads from the web. Families browse the same folders they have access to, tap any shared document to view it, and recently viewed documents stay readable even without a connection. Documents written in the studio's editor open from the app like anything else — tap one and it appears as a formatted page, easy to read — though writing and editing them stays on the web dashboard.