Document Requirements
Document Requirements lets you build a checklist of documents that must be collected for students and for each staff position. Once configured, the checklist appears on every student’s and staff member’s profile page, making it easy to see at a glance what has been submitted and what is still missing.
The tab bar at the top of the page has one tab per entity type:
- Student — documents required for student enrolment and records
- One tab per staff position — documents required for each role (e.g. Teacher, Principal, Admin Assistant)
System positions labelled Unassigned are excluded. Switch tabs to view or manage requirements for a different entity type.
Requirement categories
Section titled “Requirement categories”Each requirement is assigned to one of five categories, which are used to group and colour-code the checklist:
| Category | Colour | Typical documents |
|---|---|---|
| Identity | Blue | Birth certificate, national ID card, passport |
| Academic | Purple | Previous school leaving certificate, transcripts, test scores |
| Medical | Rose | Vaccination record, medical fitness certificate, allergy documentation |
| Professional | Amber | Teaching licence, degree certificate, professional registration (staff) |
| Other | Slate | Any document that does not fit the above categories |
Adding a requirement
Section titled “Adding a requirement”-
Select the correct tab (Student or a position name).
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Click Add Requirement.
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Fill in the form:
Field Required Description Label Yes The human-readable name shown on the checklist (e.g. Birth Certificate) Document Key Yes A unique internal identifier used by the system to track uploads (e.g. birth_certificate). Cannot be changed after creation.Category Yes Identity, Academic, Medical, Professional, or Other Description No Optional guidance shown to staff or students uploading the document Mandatory — When enabled, the profile is flagged as incomplete until this document is uploaded Active — When disabled, the requirement is hidden from all checklists. Existing uploads are not affected. -
Click Add to save.
Requirement cards
Section titled “Requirement cards”Each requirement is displayed as a card showing its label, document key, and category badge. Two status indicators can appear on a card:
| Badge | Meaning |
|---|---|
| Required (red) | This document is mandatory — the profile is incomplete without it |
| Inactive (grey, faded card) | Hidden from checklists; existing uploads are preserved |
Editing a requirement
Section titled “Editing a requirement”Hover over a requirement card and click the pencil icon. The same form opens pre-filled with the current values. Update any field except Document Key (which is locked after creation) and click Save.
Deleting a requirement
Section titled “Deleting a requirement”Hover over a requirement card and click the trash icon. Confirm in the dialog.
Deleting a requirement removes it from all checklists going forward. Any documents that have already been uploaded against this requirement are not deleted — they remain in the student’s or staff member’s record.
Stats summary
Section titled “Stats summary”When requirements exist for a tab, a summary row shows three counters:
| Counter | What it counts |
|---|---|
| Total | All requirements defined for this entity type |
| Mandatory | Requirements with the Mandatory toggle enabled |
| Active | Requirements currently visible on checklists |
Who can manage document requirements?
Section titled “Who can manage document requirements?”Only users with the Settings — edit permission can add, edit, or delete document requirements.