Files on families, students and tutors
Attach signed forms, medical plans and reports to a family, a student or a tutor, and control who can open them.
Updated 18 October 2026
Why this exists
Signed forms, medical plans and school reports often end up in someone's email or a paper folder, out of reach when they are needed. Files on profiles keep them on the family, student or tutor they belong to, where the right staff can open them. Every opening is recorded, and the files never reach parents, students or an AI model.
Staff can keep files on a family, a student or a tutor, such as a signed paper form, a medical plan or a school report.
Before you start
- Reading files needs families.view, held to your campuses.
- Adding or deleting a family's or student's file needs families.edit. A tutor's file needs users.edit.
- If the box says "Files on profiles are not switched on yet", a database update is still to come for your centre.
Add a file
- Open the family page (family files, and each child's files under the child), the student's page, or a tutor's user page.
- Press Add a file and choose the file. Files can be up to 20 MB, and a profile holds up to 40.
- The file is checked, then listed.
To remove one, delete it and confirm. It cannot be brought back.
Who can open what
- Staff with families.view at your campuses can open family, student and tutor files.
- A tutor can open their own tutor file. They can open files on a student they currently teach only if your centre has ticked Tutors can see files on students they teach under Settings > Enrolment agreement.
- Tutors never add or delete files. Parents and students cannot see any of these files.
Good to know
- Every open is a short-lived link and is recorded.
- Files are never sent to an AI model, attached to an email or named in a log.