Using & sharing Resources

Resources is your madrassa's private library of approved teaching files and trusted website links. Admins build and maintain the library. Admins and teachers can then find a published item and share it with the families who need it, with an optional note and notification.

What each role can do

Before you add material

• Check that the material is suitable, accurate and licensed for you to share.
• Remove inappropriate personal data. Resources is for reusable teaching material, not a place for a learner's private record.
• Use a clear title and short description. Categories and comma-separated tags make the item easier to find later.
• For an external site, use its full HTTPS address and check the destination before publishing.

Set up useful categories

In Admin → Resources → Categories, add a small set of one-level categories that matches how staff look for material—for example Quran studies, Arabic, duas or parent information. A resource may also remain uncategorised. Categories organise the library; they do not control who can see an item.

Add a file or website link

1. Open Admin → Resources → Add resource.
2. Choose Upload a file or Add an HTTPS link.
3. Add a title, optional description, category and useful search tags.
4. Choose Draft if another person should check it first, or Published if staff may use and share it now.
5. Select the file or enter the link, confirm the safety and licensing statement, then save.

File uploads accept PDF, modern Word, PowerPoint and Excel files, text, CSV, JPEG, PNG and WebP, up to 10 MB per file. The Add resource page shows the library's storage usage. If storage is nearly full, remove material that is no longer needed or add a trusted HTTPS link instead.

Understand draft, published and archived

• Draft: kept for admin review and not available to teachers or families.
• Published: visible in the staff library and available to share. Publishing an item does not by itself send it to families.
• Archived: hidden from normal staff and family use without deleting the entry. Its previous shares are retained, so review and withdraw any that should not become active again before republishing it.

Use Admin → Resources → Manage to change the title, description, category or tags, replace an uploaded file, and change its status. Replacing a file keeps the same library entry, so verify the replacement is the material recipients should receive.

Find and check a resource before sharing

Open Resources and search by title, description or tag, or filter by category. Open or download the item yourself before sharing it. Check that the file is the intended version, an external link still leads to the expected site, and the description is clear enough for another member of staff or a family.

Share with families

1. Find a published item and expand Share with families.
2. Choose one or more audiences. Admins choose year groups or classes; teachers choose their assigned classes or individual learners.
3. Add an optional note explaining why you are sharing it or how the material should be used.
4. Choose whether to Notify recipients, then select Share resource.

The share makes the resource available in the portal to eligible adult learners and authorised guardians for the selected learners. An eligible recipient is notified once for that share even if selected audiences overlap. Sharing does not create a public link or reveal one family to another.

What notifications do

Notify recipients creates an unread Resources item in each eligible recipient's Messages area and queues a push alert for active browser subscriptions. The alert links back to the shared resource. Recipients without push enabled can still find the alert in Messages, and everyone covered by an active share can find the material directly in Resources.

Leave notifications off when you are quietly making reference material available or correcting an existing library. Turn them on when the recipient should act, read or download something. Use the optional note to provide the context that a file name alone cannot.

Withdraw a share or retire material

Expand Active shares on a resource to see who shared it and when. A teacher can withdraw a share they created; an admin can withdraw any share. Withdrawal removes that active share from the family's view and clears alerts that have not yet been sent. It cannot recall a push alert already delivered or a file already downloaded. It does not delete the library item, so staff can share it again later if appropriate.

Archive an item when staff and families should stop using it but you want to retain the record. Archiving does not withdraw its shares: if the item is published again, those audiences regain access unless an admin withdrew them. Permanent deletion withdraws every share and removes the stored file and record; it cannot be undone. Prefer withdrawal or archiving unless permanent removal is genuinely required.

Run a safe first test

1. Add a clearly labelled test file or trusted link as a draft.
2. Check its details in Manage, publish it, then open it from the staff library.
3. Share it with one test class or learner and include a short note.
4. Turn on notifications and confirm the intended portal account receives the Messages item and can open the resource.
5. Withdraw the test share and confirm it no longer appears for that portal account.

Troubleshooting

A teacher cannot see an item

Ask an admin to confirm that the resource is published and, for a file, that its upload completed. Draft, archived and incomplete uploads are not available for sharing.

The audience is missing

Teachers see only their assigned classes and active learners in those classes. Ask an admin to check the teacher assignment and learner's current class. Admins share by year group or class from the library.

A recipient did not get a push alert

Confirm that Notify recipients was selected and that the recipient has enabled browser notifications on an active, supported device. Push may be delayed or unavailable; check Messages and Resources in the portal, which are the reliable record.

The wrong audience received the material

Withdraw the active share immediately, check the selected audience and share again only if appropriate. If the file or link itself is wrong, an admin should archive or correct the library item before it is reused.

For the family-facing experience, continue to Using the Student & Parent Portal. For other ways to alert or contact families, see Messages, announcements & notifications.