Anything you hold on a student can live on their contact record. Signed agreements, ID documents, transcripts, correspondence — attach them to the contact and they sit alongside the contracts, payments and communications for that person, instead of in a shared drive nobody can find.
Who: Any staff member with access to the contact record · Where: Contacts › open the student › Files
Upload a file
1. Go to Contacts and click the student's name.
2. Click Files in the row of tabs across the top of the record.
3. Click Upload Files.
4. In the dialog, drag your files onto the box or click Browse to pick them.
5. Each file turns green and says Upload complete. Click Submit to save them to the record.
A file isn't attached until you click Submit — until then it's only staged, and tap to undo on the green row takes it back out.
You can drop several files at once, which is much faster than going one at a time — a stack of enrollment paperwork can go up in a single drop.
What you can attach
• File types — PDF, DOC, DOCX, JPG, PNG, GIF, TXT, CSV, XLS, XLSX
• Size — up to 10 MB per file
• How many — no limit per contact
A scan that won't upload is almost always over 10 MB. Scanning at a lower DPI, or saving the PDF as "reduced size", usually brings a bulky document well under it.
Rename a file, and say what it is
Files arrive under whatever name they had on your computer, which is rarely a name that means anything to the next person.
Click Edit on the file's row. You can change the File Name and add a Description, then click Submit.
This is the difference between a record someone can use and one they have to open file by file. "Scan_20260814_0003.pdf" tells a colleague nothing; "Enrollment Agreement - Signed.pdf" with a description of when it arrived answers the question without opening it.
Finding and managing what's there
The list shows Name, Source, Uploaded By, Date and Size, so you can see who filed a document and when without opening it. There's a Search box above the list, and the Date column sorts.
Each row has three actions: Download, Edit, and Delete. Delete is permanent — there's no archive or restore, so make sure you have the document elsewhere before removing it.
Who can see these files
Students cannot. Files attached to a contact record are internal to your school and never appear in the student portal. If a student needs a copy of something, send it to them — putting it here doesn't share it.
Any staff member who can open the contact record can view and manage its files, subject to your school's user permissions. Treat that as the access boundary when you decide what belongs here.
Habits worth having
• Name the document, not the scan. What it is, and the date if the date matters.
• Use the description for context a file name can't carry — who sent it, what it settles, what still needs chasing.
• Keep one place per document. A file here and a copy in a drive means two versions and one of them is wrong.
• Upload the paperwork when it arrives, not at the end of the week. The record is only as good as its most recent gap.