Managing teachers & access

A teacher's class assignments determine the students and day-to-day teaching tools they can use. Keep access aligned with current responsibilities, especially when cover arrangements or employment changes.

Invite a teacher

Open Admin → Teachers, add the teacher's identity and contact details, then select every class they teach. Saving sends an invitation, so confirm the email and assignments first. For a staff intake, use the CSV review step before confirming the batch.

Collect documents from teachers

Follow Requesting & uploading teacher documents for the full admin and teacher walkthrough, from setting up templates to reviewing files and requesting renewals.

Open Settings → Teacher documents to configure document types, instructions, optional PDF or Word templates, and whether an expiry date is required. Mark types to request by default when inviting new teachers. You can adjust the selection on the individual invitation form or CSV import review, and add a due date and message.

For existing teachers, open Teachers → Documents or the Documents link on their record. Select one teacher, a group, or all active teachers, choose the documents, then review and send. Existing unfinished requests are skipped. Teachers receive an inbox notice linking to My documents; an overview reminder stays visible until they submit the requested files.

Teachers can submit up to five PDF, Word, JPG or PNG files, each up to 10 MB. Admins can also upload on their behalf. Uploads await admin review: accept the documents or request changes with a reason. Submission history records the uploader and reviewer and retains earlier versions. Files are private to the teacher and their madrassa's admins.

Filter requests by status, overdue dates, or expiring documents. Accepted documents are flagged within 30 days of expiry. Send reminders manually, or request a renewal while keeping the previous accepted document. Reading an inbox notice does not complete a request, and outstanding documents do not block teaching access.

Understand the role boundary

Teachers work with assigned classes: registers, student learning records, tasks and eligible guardian conversations. Management retains the madrassa-wide roster, structure, reporting, fees and access controls. Do not share an admin login to work around a missing assignment.

Change class assignments

Open the teacher record and tick or untick classes, or open a class under Admin → Classes and maintain all of its teachers together. The saved selection replaces the previous set and changes current teaching access immediately. Give temporary cover staff only the classes they need, and remove the assignment when the cover ends. Draft rollover changes do not affect access until publication.

Assign individual pupils for supplementary teaching

For support, extension or other supplementary lessons, open the teacher record under Admin → Teachers and find Individual student access. Select a pupil, choose Include, then select Set exception. Individual access changes save immediately, separately from the teacher details.

Include grants dossier access and progress recording. Eligible pupils outside the teacher's own classes appear in Assigned Pupils in Students and Progress, even if the teacher has no assigned classes. Existing include assignments grant this access automatically. Pupils already in the teacher's classes stay in their class tabs without duplication. Each pupil keeps their usual class and its books and subjects; the teacher gains no access to that class's register or other pupils.

Individual exceptions override normal class assignments: Exclude removes individual access. Select Remove beside an exception to remove the override and restore access based on saved class assignments. Removing an include ends supplementary access immediately while retaining recorded history. Pupils without a class retain dossier access but need a class before marking; withdrawn pupils cannot receive new marks.

See Recording progress & setting tasks for the pupil selector, saving and same-day corrections.

Owner-teachers

Someone who manages the madrassa and teaches can use one account, then switch between Admin and Teaching. Do not invite the same person on a second email. Follow Running a madrassa on your own for setup and troubleshooting.

Open Admin → Settings → Policies to share documents with teaching staff and see who has opened or accepted each version. Policies appear as cards: select a card heading to expand its controls, then select it again to collapse it. The summary stays visible so you can check progress without opening every report.

Upload a policy

Enter a clear policy title, such as “Safeguarding policy”.
Choose a PDF or Word document (PDF, DOC or DOCX), up to 10 MB.
Leave Require acceptance checked if teachers must sign to confirm they have read and accepted the document. Uncheck it for a reference-only document.
Select Upload policy. The document becomes available in the teaching portal’s Policies page.

New uploads default to requiring acceptance. Policies that were already in the system before acceptance tracking was introduced remain reference-only until you enable it. Uploading a policy or switching on Require acceptance does not send an alert, email or reminder to teachers. Let staff know through your usual communication channel when they need to review a policy.

For teachers: open and sign a policy

Open Policies in the teaching portal. Each collapsed card shows its document version, opening status and whether acceptance is needed.
Expand the card and select Open / download. Read the document, then return to the policy card.
If acceptance is required, enter your full name in Full name as signature, tick I have read and accept this policy, and select Sign and accept.
Check for the saved acceptance showing your signed name and signing date. The date is recorded automatically and cannot be backdated. Submitting again keeps the original signature and date.

Opening records a request to access the document; it does not prove that it has been read. Your signed declaration confirms reading and acceptance. Reference-only policies do not need a signature, and an outstanding signature does not block other teaching features.

Not opened: no document opening has been recorded for you on this version.
Opened: document access has been recorded. If acceptance is required, your signature is still pending.
Accepted / Read confirmed: your signed acceptance is saved for this version.
Acceptance not required: the policy is available for reference.

If a document was replaced or archived while you had the page open, refresh the policies page and review the current document before trying again. If a save fails, check the error and retry; acceptance is only complete when the saved confirmation appears.

Find the policy you need

Both admin and teacher lists have Search policies for titles and filenames. Use Sort by to choose date added, last modified or alphabetical order, in either direction. The default is newest added first. Last modified reflects changes to the policy, such as a replacement, rename or acceptance setting; it is not the last time a teacher opened or signed it.

Use Filter policies to narrow the results. Admins can find policies that require acceptance, reference-only documents, outstanding signatures or policies accepted by all current teachers. Teachers can find policies awaiting their signature, accepted policies and documents they have or have not opened. Search and filters work together, and the result count shows how many policies match. Select Reset list to clear them and return to the default sort. These controls also work in the admin Archived view and on mobile.

Track teacher progress

Each admin card shows opening counts and, where required, acceptance counts for its current version. Expand the card, then open Teacher tracking to see each teacher’s status, first opening date, signed name and acceptance date. Current counts include active teachers and management accounts with teaching enabled. New teaching staff automatically appear as pending where acceptance is required; former staff’s recorded activity is kept separately. Teachers can see their own acceptance, while management can view the report.

Select Refresh tracking to load the latest activity after teachers open or sign documents. The report does not update live while you leave the page open. Refreshing does not send notifications or reminders, and downloading a document from the admin page does not record teacher activity.

Replace, rename or archive a policy

Replace file: choose the revised document under Replace document, then select Replace file. This publishes a new version. If acceptance is required, teachers must sign the new version; previous signatures do not count towards it. Open Version history to download earlier documents and view their acknowledgement records.
Rename: changing the title keeps the same document version and saved signatures.
Require acceptance: turning this off removes the outstanding requirement and preserves saved records. Turning it back on honours signatures already saved for the same document version.
Archive: removes the policy from teachers’ current list and retains its documents and acknowledgement history. Use the admin Archived view to find it later.

When a teacher leaves

Remove current class and individual pupil access promptly and use the guided teacher-removal flow when their account should no longer belong to the madrassa. Read the summary in the confirmation dialog before proceeding, particularly where the teacher has messages or historical teaching activity.

For staff-to-family updates, see Messages, announcements & notifications. For class and term setup, use Classes, terms & madrassa settings. For rosters, live teacher assignments and rollover, use Managing classes & rollover.