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For admins & teachers

Requesting & uploading teacher documents

Collect documents from teaching staff in one place. Admins choose what is needed and review each submission; teachers upload their files and can follow the request through to acceptance. Files are private to the teacher and their madrassa's admins.

Admins start in Settings → Teacher documents to set up document types, then use Teachers → Documents to request and review them. Teachers work from My documents in the teaching portal.

For admins: set up document types and templates

  1. Open Settings → Teacher documents and select Add document type.
  2. Enter a clear name, such as “Training certificate”, and instructions explaining what the teacher should provide.
  3. If staff need to complete a form, attach a PDF or Word template (PDF, DOC or DOCX), up to 10 MB.
  4. Tick Require an expiry date if the document needs one.
  5. Tick Request by default for new teachers if this should be preselected when inviting staff.
  6. Select Save document type.

Creating a type does not send requests to existing teachers. Use Edit to update a type or replace its template. Existing requests keep their original template. Archive this type removes it from new selections while keeping existing requests.

For admins: request documents

When inviting new staff

On the individual teacher invitation form or CSV import review, check Documents to request. Adjust the default selection, add an optional due date and message, then finish the invitation. If the invitation succeeds but document requests fail, retry from the teacher's Documents page without sending another invitation.

For existing teachers

  1. Open Teachers → Documents, or the Documents link on a teacher's record.
  2. Select Request documents and choose one teacher, several teachers or All active teachers.
  3. Choose the document types and, if needed, enter a Due date and Message to teachers.
  4. Select Review request, check the recipients and documents, then select Send requests.

Existing unfinished requests for the same teacher and document type are skipped. Teachers receive an inbox notice linking to their documents. An overview reminder remains while uploads are needed.

For teachers: upload and submit your documents

  1. Open the inbox notice or My documents, then choose the request marked Upload documents.
  2. Read the instructions, message and due date. If provided, select Download form / template, complete it and save your finished copy.
  3. Select Choose files. You can submit one to five PDF, Word (DOC or DOCX), JPG or PNG files, each up to 10 MB.
  4. Wait for uploading to finish and check the listed filenames. Remove any incorrect file from the selection and choose the right one.
  5. Enter the document's Expiry date if required. This is when the document expires, rather than the deadline for uploading it.
  6. Select Submit for review and check that the request changes to Awaiting review.

Choosing files uploads them, but they are only sent for review when you select Submit for review. Reading the notice does not complete the request. Outstanding documents do not block your teaching access.

For admins: review a submission

  1. Open Teachers → Documents and filter Status to Awaiting review.
  2. Open Review submission and download the files in Submission history.
  3. Check the documents against the request and confirm or correct the expiry date.
  4. Select Accept documents if the submission is complete. Otherwise, enter a clear Review note explaining what needs fixing and select Request changes.

If you already have a teacher's files, open their outstanding request and use Upload on behalf of teacher. Submit the files for review, then complete the review step. The history records who uploaded, submitted and reviewed the documents.

For teachers: respond to requested changes

In My documents, open a request marked Changes requestedusing Update documents. Read the admin's reason, prepare the corrected files, upload the complete replacement set and select Submit for review again. Earlier submissions remain in the history. While a submission is awaiting review, ask your admin to request changes if you need to replace it.

Understand the request status

  • Requested: the teacher needs to upload and submit files.
  • Awaiting review: files have been submitted and an admin needs to review them.
  • Changes requested: read the review note and submit replacement files.
  • Accepted: an admin has accepted the submission.
  • Cancelled: the request is closed and no further upload is needed for it.

Filter by Document type or Status; admins can also filter by Teacher. Overdue means an upload is still needed after its due date. Accepted documents can also show Expiring soon within 30 days of expiry, or Expired after it. Due and expiry dates remain current through that date in the madrassa's configured timezone.

For admins: reminders, renewals and cancellations

  • Send reminder: open a request still needing an upload and select this action to send an inbox reminder. Repeat reminders within 24 hours are deduplicated.
  • Request renewal: on an eligible accepted request, select this action, optionally set a renewal due date, then select Send renewal request. The new request links back to the previous accepted document.
  • Cancel request: for an unfinished request that is no longer needed, select this action and then Confirm cancellation. Uploaded history is retained.

Reminders and renewals are manual. Check the overdue and expiry filters regularly and send requests when needed. Open Submission history for earlier files and review decisions, or expand Request history for the record of actions.

If something does not work

  • No requests to show: clear the filters. Teachers should ask their admin to check that a request was sent to their account; adding a document type alone does not create a request.
  • Upload fails: check the file format and 10 MB limit. After an interrupted upload, check which files are already listed before retrying the remaining files. If the message mentions storage capacity, ask an admin to resolve it.
  • Submit for review is unavailable: wait for uploads to finish, make sure at least one file is listed and fill in any required expiry date.
  • A save or review fails: read the error, refresh if the request has changed and retry the action that is still needed. Check the saved status before assuming it is complete.

For invitations, class access and sharing policies for teachers to read or sign, see Managing teachers & access.