Learner Documents

Learner Documents



My School > Learners > Learners: Learner Documents

This function allows you to upload and manage essential files for your learners. To ensure your digital filing system is organised, please follow these steps in order.

Step 1: Set Up Your Document Types

Before you can upload files, you must define what types of documents your school collects.  This can be done under: My School > General > General:  Document Types
  1. Define your needs: Create categories such as Copy of ID, Vaccination Card, or Clinic Card
d6 Tip: Since the system allows one upload per type per person, if you have multiple files for one category (like medical reports), create numbered types such as Therapist Report 1 and Therapist Report 2.

Step 2: Uploading & Managing Learner Documents

Once your types are configured, return to My School > Learners > Learners:  Learner Documents button.

  1. Filter Your Search

    1. Use the following filters to find the specific group or individual you need:
      1. Status: Choose between Current or Left learners to refine your list.
      2. Groupings: Select the specific Grade and Register Class. You may also leave the class filter blank to view the entire grade.
      3. Type: Use the Type drop-down to filter by a specific category (e.g., only show ID copies) or select to see all options.
      4. Display Options: Choose which learners to show
                    -  Both: Shows everyone in the selected group.
                    -  Learners with documents: Shows only those who have already had files uploaded.
                    -  Learners without documents: Helps you identify whose records are still incomplete.
     2.  Find a Specific Learner
    1. If you need to update a single record quickly, simply enter the learner’s name in the Learner Search block.
     3.  Upload the File
    1. Next to the relevant learner’s name and document type, click the "Choose File" (or "Choose") button. Browse your computer for the file and upload it to the platform.

Understanding User Rights

    1. To protect sensitive information, access to this area is strictly controlled by your user rights:
      1. Manage Document Types: Controlled by 1.1 School Administration.
      2. Manage Learner/Parent Documents: Controlled by 1.3 Learner / Parent Administration.
      3. View Documents: Staff can view these files on the Learner Overview if they have the relevant Learner Overview Rights assigned.
d6 Tip: If you are an administrator, you can manage these permissions under My School > Staff > Staff to ensure Annie Admin has the tools she needs to keep the school records up to date.

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