Sprint Collect Documentation

• WordPress: 6.5 or later (plugin tested up to 7.0.3).
• PHP: 8.0 or later.
• Administrator account: required to install plugins and complete the initial setup.

1. Install and activate Sprint Collect Free.
2. If you have Pro, install Sprint Collect Pro next.
3. Open Sprint Collect > Licenses and activate the Pro key.
4. Create or select the user portal page and add the [sprint_collect] shortcode to it.
5. Create the required document types.
6. Create one or more folder templates.
7. Assign a template to a user to run an initial test.
8. Configure the notification sender address and send a test email.

Display modes simplify administration but do not change permissions or the features that are actually enabled. A hidden screen may still be accessible if the account has the required permissions.

Figure 1 — Administrator dashboard — mock-up based on the plugin interface; sample data.

The dashboard provides an immediate overview of:

• active, closed or disabled folders;
• complete folders;
• received documents awaiting review;
• folders that require a reminder;
• overall document status: missing, awaiting review, requiring correction or expired;
• configuration health: document types, templates, private storage, user page and reminders.

Figure 2 — Document type list and creation — mock-up based on the plugin interface; sample data.

A document type represents a reusable supporting document, such as a medical certificate, identity document, photo or insurance certificate. Each type can define:

• allowed file extensions and maximum file size;
• a document date;
• an expiration date;
• a document source;
• a retention policy after closure: manual, on closure, after a delay or after expiration.

Figure 3 — Template creation and advanced conditions — mock-up based on the plugin interface; sample data.

A template is a reusable checklist of documents. In Free, you can build the template, choose the included document types and mark those that are required. Pro also adds:

• automatic assignment by WordPress role;
• advanced conditions combining AND / OR / NOT;
• conditions specific to an individual document;
• conditional messages for the user;
• assignment rules based on data made available through integrations.

Figure 4 — Folder list and manual assignment — mock-up based on the plugin interface; sample data.

The Folders tab is used to assign a template, filter folders and open those that require action. Progress indicators make it easy to identify incomplete folders or folders awaiting review.

Figure 5 — Detailed folder review — mock-up based on the plugin interface; sample data.

• Missing: no file has been uploaded yet.
• Received: the file has been uploaded and must be reviewed.
• Needs correction: the document must be replaced or completed; the comment explains the required correction.
• Approved: the document has been accepted.
• Expired: the expiration date has passed.

From a folder review screen, the administrator can view the file, change its status, enter dates, add a comment and save the decision. The plugin also handles closing, reopening, purging and deletion according to the account’s permissions.

Figure 6 — WordPress accounts and their folders — mock-up based on the plugin interface; sample data.

This view lists WordPress accounts with or without a folder. It is useful for:

• identifying a member who has not yet been assigned any folder;
• opening a user’s folders directly;
• quickly assigning a template;
• filtering by role or status;
• closing, purging or deleting a user according to the available permissions and safeguards.

Figure 7 — User portal for uploading and tracking supporting documents — mock-up based on the plugin interface; sample data.

The [sprint_collect] shortcode displays the collection area for a logged-in user. Each folder shows the requested documents, whether they are required or optional, their status, administrative comments and the upload form.

• Files remain outside the public WordPress Media Library.
• Users can immediately see documents that are missing, require correction or have been approved.
• File format and size rules are enforced on upload.
• The portal can be used in a representation/delegation context when the permissions configured by the site allow it.

Figure 8 — Manual and automatic Pro reminders — mock-up based on the plugin interface; sample data.

• The list shows folders that require attention.
• Reasons may include documents that are missing, require correction, have expired or are about to expire.
• Multiple folders can be selected for a bulk email.

• enable an automatic daily reminder;
• set a minimum delay between two reminders;
• send reminders ahead of expiration dates;
• choose which situations are included in the automation.

PRO 

Figure 9 — End-of-season workflow and safeguards — mock-up based on the plugin interface; sample data.

The end-of-season workflow is a bulk operation designed to process accounts and folders selected using filters. The workflow includes a preliminary review followed by an enhanced confirmation step before deletion.

• filter by name/email, template and role;
• summary of the number of affected users, folders and files;
• optional reassignment of WordPress content;
• automatic protection of the currently logged-in account and administrators;
• retention of a minimal history without files, file names or administrative comments.

Figure 10 — Settings, notifications and Pro email customization — mock-up based on the plugin interface; sample data.

The main settings cover the portal page, storage, uninstall behavior and messaging. Notifications can be sent to a primary management address and, with Pro, to multiple users or roles.

• choose between the site-wide email template and Sprint Collect styling;
• logo, header name and footer;
• customize the subject and HTML body for each notification type;
• dynamic variables such as the user name, folder or document list;
• preview before saving.

Figure 11 — System status, maintenance and configuration transfer — mock-up based on the plugin interface; sample data.

The essential tools check items such as database tables, write access to private storage, directory protection, the user page and the WP-Cron task. Pro adds more advanced maintenance and export features.

• full diagnostic report and JSON export;
• log of captured technical errors;
• configuration export including document types, templates, roles, notifications and retention rules;
• configuration import and merge on another site;
• advanced CSV exports for folders and documents.

Figure 12 — Sprint Collect add-on management — mock-up based on the plugin interface; sample data.

The core plugin exposes an API that allows add-ons to register document sources and integrations. Pro supports premium add-on management as well as secure imports of files from an external source or integration.

• a source can declare that it supports external imports;
• imports verify the folder, document, status and permissions;
• integrations can use external identifiers to prevent duplicates;
• independent add-on licenses are managed in the Licenses tab.

Figure 13 — Sprint Collect Pro license status — mock-up based on the plugin interface; sample data.

The Licenses tab shows the status of Sprint Collect Pro and, where applicable, independent premium products. The Pro license controls the signed permissions required to load and run advanced modules.

• activate the key;
• manually check the status;
• deactivate the license;
• display the authorized Pro features;
• preserve data and settings if Pro features become unavailable.

• Files are stored in a protected private directory under the WordPress uploads folder.
• They are not added to the public Media Library.
• The plugin also stores folder metadata, statuses, dates, comments and approval information.

• The plugin adds suggested text to the WordPress Privacy Policy Guide.
• It integrates with the personal data export and erasure tools.
• The site administrator remains responsible for the legal basis, access rights and retention periods that apply to each supporting document.

Pro provides a detailed role-based permissions matrix. The “Supporting Documents Manager” role is created automatically, while administrators retain all permissions. Permission checks are enforced server-side, including for AJAX actions.

Where are files stored?

In a private directory under the WordPress uploads folder, outside the public Media Library.

Does Sprint Collect require Sprint Club?

No. Sprint Club is optional and can, for example, provide navigation or inherit display mode settings.

Does the Free plugin impose a limit or expiration?

The Free features described in the plugin are not time-limited. Pro is a separate optional extension.

Why is a test email accepted but not received?

WordPress may accept the send request even if the hosting server, SMTP configuration or anti-spam rules subsequently block the message. Check the SMTP configuration and logs.

Why is a tab not visible?

The display mode may hide some screens. WordPress permissions may also remove certain tabs. Temporarily switch to Expert mode to diagnose the issue.

What happens if Pro is deactivated?

The core plugin remains usable for Free features. Existing Pro settings are designed to be preserved, while the corresponding features become unavailable.

Can the configuration be transferred to another site?

Yes, with Pro: the JSON export can transfer document types, templates, roles, notifications and rules, without users, folders or files.

How can accidental deletion at the end of the season be avoided?

Use the filters, review the summary, check protected accounts, make a backup, then use only the plugin’s designated confirmed action.