The Document Management feature is a secure digital filing cabinet for storing essential records such as ID documents, birth certificates, proof of residence, immunisation cards and academic reports directly on individual profiles.

My School > Staff > Staff Documents

To create document type categories first: My School > General > Documents: Document Types

How do I upload a document?

1. Navigate to the relevant document screen (Staff, Parent or Learner).

2. Use the Search bar to find the person.

3. Click Choose File next to their name, select the file and click Load File.

4. The system records the uploader’s name, date and time of upload.

How do I filter and manage records?

• Status: Toggle between Current or Left to manage active or archived records.

• Type: Filter by document category (e.g., only ID Documents).

• Show: Identify individuals still missing required documentation. (with/without/both)

• View/Download: Click the document title link to open or download it.

How do I create custom document types?

1. Go to My School > General > Documents: Document Types and add the new type name.

2. The system allows one document per type, per person. To store multiple versions of the same type, create numbered categories (e.g., “Report 1”, “Report 2”). Duplicate type names are not allowed.

User rights required: Manage Document Types (1.1 School Administration), Manage Staff Documents (1.2 Personnel Administration), Manage Learner/Parent Documents (1.3 Learner/Parent Administration). To view documents on the Learner Overview, the “Documents” access right is required.

Frequently asked questions

Why can’t I upload a second document under the same category?

Each document type slot is restricted to one file per person to prevent duplicate or outdated records. Use numbered naming conventions (e.g., “Medical Certificate A”, “Medical Certificate B”) if multiple files are needed.