The Learner Documents module serves as a digital filing system for essential learner records. It allows 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 — Set up Document Types

Before files can be uploaded, document categories must be defined at My School > General > General > Documents > Document Types. Create the required categories (e.g. Proof of Residence, Immunisation Card). If multiple files are needed for one category, create numbered types such as Therapy Report 1 and Therapy Report 2.

How do I filter the learner list?

• Status: Select current, registered or departed learners.

• Groups: Select a specific grade and register class.

• Type: Filter by a specific document category to see submission status.

• Show options: Choose both, learners with documents (complete records) or learners without documents (incomplete records).

How do I upload, view or delete a document?

• Upload: Click Choose File next to the relevant learner and document type, select the file and click Upload File.

• View: Click the document title link to open or download the file.

• Delete: Click the Delete button next to the document entry.

Frequently asked questions

Why can I not upload more than one file per document type?

The system allows only one upload per document type per person to keep data clear and prevent redundant or unlabelled files. Create numbered types if more than one file is needed.

What rights do I need?

Creating/managing document types requires 1.1 School Administration rights. Uploading or deleting documents requires 1.3 Learner/Parent Administration rights. Viewing documents on individual learner profiles requires specific Learner Overview Documents tab permission.