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School Admin Guide / Documents

Documents

1 min readSchool Admin Guide
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Purpose

The Documents module is a secure store for the paperwork the school needs to keep on file for students and staff — birth certificates, transfer certificates, ID proofs, past report cards, and similar records. As School Admin, you upload these on behalf of the school, organize them by student or staff member, and control who can view or download them.

When to Use

  • When a new student or staff member is onboarded and their documents need to be filed.
  • When a document needs to be shared with a parent or staff member — for example, an official transfer certificate.
  • When preparing documents for an audit, inspection, or admission verification.
  • When an existing document needs replacing (a corrected certificate, an updated ID proof).

How to Use

  1. Open Documents from the Admin dashboard and select whether you're working with a student or staff record.

  2. Search for the student or staff member and open their document folder.

    Screenshot placeholder

    A student's document folder, showing a list of uploaded files with type, upload date, and download option.

  3. Select Upload, choose the document type (certificate, ID proof, report card, etc.), and attach the file.

  4. To replace an outdated document, upload the new version — the old one is retained in history rather than being silently overwritten.

  5. Use Download to retrieve a document when needed for verification, printing, or sharing.

TipLabel documents with a clear type and date when uploading — it makes them much faster to find later, especially for students with several years of records on file.
Common MistakeThese documents often contain sensitive personal information — only share downloads with the parent, staff member, or authority the document actually concerns.