Documents the School Issues
Report cards, receipts, transcripts, transfer certificates and ID cards: a fixed catalogue of designs a school takes over one at a time, issued documents filed against the pupil rather than emailed and forgotten, the same file visible to the pupil and the guardian, verification letters years after a pupil left — and the paperwork the school has to collect from its own staff.
The part of the system that leaves the building
A parent will read one screen of this product a term and one document for the rest of their life. The report card goes in a drawer; the receipt gets produced at a tribunal; the transfer certificate decides whether the next school enrols the child; the reference is asked for eleven years later by an employer who has never heard of us. So documents are treated as a first-class part of the platform rather than an export button: a fixed catalogue with designs the school takes over when it wants them, a brand kit the whole catalogue inherits, issued documents filed against the pupil instead of emailed and forgotten, and the same file showing in the pupil’s portal and the guardian’s. The last phase turns the direction round, to the paperwork a school is inspected on: what it has to collect from its own staff, and whether it has.
On this page
A document is the brand, on paper
Branding is not a cosmetic module here — it is where the crest, the palette and the type live, and every document the school issues inherits them. That is why the document catalogue sits inside Branding rather than in Settings: a school changing its logo should not then have to find eight documents and change it eight times.
The crest, the palette, the name on the paper
The school’s identity, held once. Every portal renders in these colours, the careers site is served them, the sign-in page carries the logo — and so does every document below, without any of them holding their own copy.
Eight documents, and the three this school has taken over
A fixed catalogue: report card, mastersheet, invoice, receipt, transcript, verification letter, transfer certificate, admission letter. Each ships with a design that works on day one. A school that has never touched a document still issues every one of them — and the three marked customised are the ones this school decided to make its own.
Taking one over
The report card, opened. A design is an ordered stack of sections — letterhead, identity block, the score table, the affective ratings, the two remarks, the grading key — and the school controls which appear, in what order, and where the page breaks. The content of a section arrives as a file, which is the deliberate part.
Ready to run your school on this?
Every screen in “A document is the brand, on paper” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Issued, and then kept
Most systems generate a PDF and email it, which means the school’s only copy is in a sent-items folder belonging to whoever pressed the button. Here an issued document is filed against the pupil, alongside the documents the family supplied — one file, two kinds of thing in it, and the difference between them visible.
One pupil’s file
Report cards and receipts the school issued, and the birth certificate, photograph and consent forms the family supplied. The ones with no uploader are the ones the school generated — nobody had to remember to keep a copy, because filing is what issuing means here.
And the one document a child carries
The pupil ID card, generated from the record: name, admission number, class, photograph and a QR code that resolves to this pupil at this school. The emergency number on it is the school’s own line — never a guardian’s and never the clinic’s, because a card is carried in public by a child and read by strangers.
See this on your own school’s data.
Every screen in “Issued, and then kept” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
The pupil’s own copy
The same file, read by the person it is about. Nothing is copied or re-issued to make this screen exist — a pupil is looking at their own row of the school’s document vault.
Their documents, whenever they need them
Report cards from every term they have been here, receipts, the consent forms their guardian signed. A pupil asking the office for a copy of last year’s report is a request that stops happening.
Set this up for your team.
Every screen in “The pupil’s own copy” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
And the guardian’s
The same file again, from the other side of the family. A guardian linked to two pupils sees two files, and the boundary is the ward link rather than a role — which is the same rule the whole platform applies to everything a guardian can reach.
Every document for every ward, in one place
The report card the school issued last Friday is here on Friday, not after somebody remembers to email it. And when the school needs a document back — a signed consent form, a copy of an immunisation record — the guardian uploads it into the same file rather than replying to an email with an attachment nobody files.
Ready to run your school on this?
Every screen in “And the guardian’s” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
The documents that outlive the enrolment
The requests that arrive years later are the hardest ones for a school to answer, because the pupil, the file and usually the member of staff who knew them are all long gone. Alumni verification is a queue rather than a favour: a former pupil asks, the office issues, and the record of what was issued stays.
Transcripts and verification letters, as a queue
A former pupil requests a transcript or a letter confirming they attended; the office issues it from the record that is still there, or rejects it with a reason. Both outcomes are on the file — which matters, because the next question is always “did we ever send that?”.
See this on your own school’s data.
Every screen in “The documents that outlive the enrolment” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
And the paperwork the school has to collect
Every phase so far has been about documents going out. The half a school is actually inspected on goes the other way: safeguarding certificates, teaching licences, right-to-work documents, first aid, police clearance. No school can produce those from memory, and an email sent in March is not a record.
What was asked for, from whom, and by when
A request is a tracked ask with a due date and a status, not a message. The row that matters on this screen is the overdue one — a teaching licence that was due a fortnight ago and is still not in the file, which is exactly the row an inspection finds.
And what it looks like to the employee being asked
The same request, in the employee’s own self-service. They see what the school needs, by when, and upload it there — which is the difference between a compliance file that stays current and one that is reconstructed in a panic the week before an inspection.
Set this up for your team.
Every screen in “And the paperwork the school has to collect” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Run your whole school on one connected platform
Start with the base package, switch on the modules you need, and give every parent, student and staff member a single place to log in.