Uploading & Managing Student Documents

TL;DR: Upload and organize documents per student — birth certificates, photos, TCs, medical records, and any custom files. All documents are securely stored and searchable.

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Uploading Documents

1. Go to Students → [Student] → Documents.
2. Click + Upload Document.
3. Select the file (PDF, JPG, PNG — up to 10MB each).
4. Choose the document type from the dropdown:
   • Birth Certificate
   • Transfer Certificate (TC)
   • Photo (Passport size)
   • Aadhar Card / National ID
   • Previous Report Card
   • Medical Certificate
   • Custom
5. Add optional notes.
6. Click Upload.

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Document Categories

Creating Custom Document Types

Go to Settings → Documents → Document Types → + Add Type to create additional categories.

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Bulk Document Upload

For uploading documents for many students:

1. Go to Students → Bulk Document Upload.
2. Organize files in folders named by admission number or student ID.
3. Zip the entire folder.
4. Upload the zip file.
5. EduSuite OS matches files to students automatically.

Naming Convention

ADM2026001_birth_certificate.pdf
ADM2026001_photo.jpg
ADM2026002_birth_certificate.pdf

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Document Verification

Track whether required documents have been submitted:

1. Go to Students → Document Compliance.
2. See which students are missing required documents.
3. Filter by document type.
4. Send reminders to parents for missing documents.

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Troubleshooting

Q: Upload fails — "file too large". A: Maximum file size is 10MB per document. Compress PDFs or reduce image resolution before uploading.

Q: Can parents upload documents? A: Yes, if enabled. Go to Settings → Parent Portal → Document Upload and toggle ON.

Q: How do I delete an uploaded document? A: Go to the student's document list, click ⋯ → Delete. Deleted documents are moved to trash for 30 days before permanent deletion.

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Need to digitize paper records? Ask about our scanning service.