The Parent Documents function serves as a secure digital archive for storing critical records on parent profiles, such as ID copies, birth certificates, proof of residence and immunisation cards. The system keeps an audit trail of who uploaded a document and when.

My School > People > Parents > Parent Documents

How do I upload a document?

1. Use the Search bar to find the specific parent.

2. Click Choose File next to the parent's name, select the file and click Upload file.

3. The system stores the user's name, date and time automatically.

How do I filter and manage records?

• Status: Switch between Current or Departed parents.

• Type: Filter to a specific document category.

• Show: Identify parents without a required document.

• View/Download: Click on the title link to open the document.

• Remove: Click Remove next to the document to delete it.

How do I create document types?

Go to My School > System > General > Documents: Document Types. Only one document can be uploaded per type per person. Use numbered types (e.g. Therapy report 1) if several similar documents are needed. Duplicate names are not allowed.

Frequently asked questions

Who has access to upload parent documents?

The right 1.3. Learner / Parent Administration is required to manage parent documents. The right 1.1. School Administration is required to create document types.

Why can I not upload a second document of the same type?

The system limits each category to a single file per person to keep the database organised. Create numbered document types if several versions are needed.

Can I attach documents directly to absences?

Currently documents are linked to the individual's profile. The ability to attach documents to specific events such as absences is earmarked for future system development.