In short. Build a template once, then generate certificates and ID cards from your student and staff records. Uploaded files are held in private storage and served only to people entitled to see them.
Templates
Documents › Templates holds the layouts you generate from. Setting a template up once means every certificate you issue is consistent, and carries your school's details without anyone retyping them.
Certificates
Documents › Certificates generates documents for students from a template — leaving certificates, transfer certificates, awards. Because they are produced from the student record, the names, dates and admission numbers come straight from the system rather than being copied by hand.
ID cards
Documents › ID Cards produces print-ready cards for students and staff, using the photograph on their record. If cards come out without photographs, the photographs are missing from the underlying records.
Uploaded documents
Files attached to people — birth certificates, transfer certificates, previous results, photographs — are stored privately. They are not in a public folder and cannot be reached by guessing an address.
Who can open what
| Role | Can open |
|---|---|
| Administrator | Documents belonging to their own institution |
| Teacher / Staff | Documents their permissions allow |
| Student | Their own documents only |
| Parent | Documents for their own children only |
Every download is checked at the moment it is requested, not just hidden from the menu. A link to a receipt or result sheet passed to somebody else will not open for them. This applies to fee receipts and result sheets as much as to uploaded files.
How long files are kept
Uploaded documents are retained while your subscription is active, and for the retention window described in the Privacy Policy after it ends. Export anything you need to keep before that window closes.