Attaching documents to student and staff profiles is a great way to store, track, and manage the important files that you need.
This feature enables administrators to add attachments directly to an individual profile for download later, share with staff, parents, and family, and report on expiring documents that need to be renewed.
Please Note: Administrators can add up to 100 files per student and staff member within their school. Each attachment cannot exceed 15MB at this time.
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Student Profile Attachments
Administrators can add documents to the student profile and choose to allow visibility to teachers, parents, and/or family contacts. Here's how:
From the Students or Rooms sections, locate the student you wish to upload a file for and click on their name to open the Student Profile
Choose on the Attachments tab
Click the Upload an Attachment button
Drag and drop the file onto the popup or click the link to open the file picker and choose your attachment
Select the attachment type from the dropdown or type a custom name to add it to the drop down for future uploads
Complete the prompts and select the user types that should be able to download these files and click Save Attachment
Please Note: Only administrators are able to upload, edit, or delete attachments. Teachers, parents, and family can only download the file if visibility has been granted. This setting can be updated at any time by an admin. The note and expiration date are visible to users which are granted access.
Staff Profile Attachments
Adding attachments to staff profiles is also easy to do by administrators on the web, these files are only accessible by administrators:
Navigate to the Staff section of the web app
Locate the staff you are attaching the file to and click Action > View/Edit
Click the Upload an Attachment button
Drag and drop the file onto the popup or click the link to open the file picker and choose your attachment
Select the attachment type from the dropdown or type a custom name to add it to the drop down for future uploads
Complete the prompts and click Save Attachment
Expiring Attachments Report
Premium Feature
When uploading an attachment, the administrator can select an expiration date for when this attachment should be updated or renewed. Brightwheel has created a report so that these expiring documents can be reported on from a single place.
Let's walk through an example. Let's say we want to find out which of our staff members have their CPR Certification expiring within the next 3 months. Also, let's make sure we have the certification on-file for all staff.
From the web app, navigate to the Reports section
Choose the Attachments tab
Click on Staff to switch the report to show staff attachments
Select CPR Certification for the Attachment Type
Change the Expires on or before date to 3 months in the future
Check the box for Show staff missing this attachment so that we also see any staff members without any CPR Certification on-file
Click Apply to view the results. You can also click Export to download the report as a CSV.
