The Learner Documents module is a digital filing system for essential learner records. It allows administrative staff to upload, view, and manage files such as ID copies, birth certificates, and medical records directly on a learner's profile.

My School > People  >  Learners > Learners: Learner Documents

Step 1: Configure document types

Before uploading files, document categories must be defined at My School > General > General: Document Types. Create categories such as Proof of Residence or Clinic Card. If multiple files are needed for one category, create numbered types (e.g. Medical Report 1, Medical Report 2).

Step 2: Upload, view and delete documents

1. Use the Status, Grade, Register Class and Type filters to find the relevant learners. Use Display Options to show all learners, only those with documents, or only those without.

2. To upload: click Choose File next to the relevant learner and document type, select the file, then click + Load File.

3. To view: click the document title link to open or download the file.

4. To delete: click Remove next to the document entry.

Frequently asked questions

Can I upload more than one file per document type?

No. The system allows only one upload per Document Type per learner. If multiple files are needed for the same category, create separate numbered Document Types (e.g. Medical Report 1 and Medical Report 2) in the Document Types setup.

How does the system notify me of missing documents?

If a Document Type is marked as Compulsory in the General Setup, the system triggers a dashboard task showing how many learners are missing that document.

What user rights are needed to upload or delete documents?

Users need the 1.3 Learner / Parent Administration right to upload or delete learner documents. The 1.1 School Administration right is required to create Document Types. Staff also need specific Documents tab permissions on the Learner Overview to view files on individual profiles.