IN BRIEF:
The Staff Portal provides visual alerts and restrictions that help staff identify when required family or student policies have not been accepted. These indicators appear during attendance and within student records, and certain actions—such as taking student photos—may be restricted until required policies are accepted.
- Overview
- Accessing the Feature
- Step-by-Step Instructions
- Student Policies Alert for Attendance
- Photo Waiver Restrictions
- Troubleshooting & FAQs
- Related Articles
Overview
Policies created in SETTING>POLICIES are enforced within the Staff Portal. When a required family or student policy has not been accepted, staff are notified through alerts and visual indicators. In some cases, these missing acceptances also restrict specific Staff Portal actions, such as viewing or uploading student photos when the Photo Waiver is enabled.
NOTE: Only Active policies are enforced. Policies that were previously declined but are now inactive are not enforced.
Accessing the Feature
Policy-related alerts and restrictions appear automatically within the Staff Portal. There is no separate menu or setting staff must access to view these indicators.
Staff may encounter policy indicators when:
- Accessing attendance for a class.
- Viewing student records.
- Viewing or attempting to take student photos (when the Photo Waiver is enabled).
Step-by-Step Instructions
Student Policies Alert for Attendance
When attendance is accessed in the Staff Portal, the System checks for required family or student policies that have not been accepted.
What staff will see:
- An initial alert notifying staff that one or more students have not accepted required policies.
- After dismissing the alert:
- A “missing policies” icon appears next to affected students.
- The same icon also appears on class roll sheets for those students.
How staff should use this alert:
- Coaches and other staff can use this notification as a prompt to ask families to accept required policies through the Customer Portal/Mobile App.
Additional Details
- Only Active policies are enforced.
- Policies that were previously declined but are now inactive do not trigger alerts or restrictions.
Photo Waiver Restrictions
The Staff Portal enforces additional restrictions when the special Photo Waiver policy is enabled.
Businesses with Photo Waiver DISABLED
If the special Photo Waiver is disabled under Settings > Student Policies:
- Staff Portal photo functionality remains unchanged.
- Student photos display normally.
- Staff can upload or take student photos without restriction.
Businesses with Photo Waiver ENABLED
If the special Photo Waiver is enabled, restrictions apply to students whose Photo Waiver status is unaccepted or rejected.
For affected students:
- Their photo will not display next to their name in the Staff Portal.
- Staff cannot upload or take new photos for the student.
- A red warning dot appears next to the student photo icon, indicating photo actions are restricted.
If staff attempt to take a photo anyway, an “Unauthorized” message is displayed, indicating the student has not accepted the Photo Waiver policy.
Troubleshooting & FAQs
-
Why am I seeing a missing policies alert when taking attendance?
- One or more students in the class have not accepted required family or student policies that are currently active.
-
Do declined policies always block attendance or photos?
- No. Only policies that are marked as Active are enforced. Inactive policies are ignored, even if they were previously declined.
-
Why can I not upload or take a student photo?
- The Photo Waiver is enabled, and the student’s Photo Waiver policy has not been accepted.
-
What does the red dot next to the photo icon mean?
- It indicates that staff are not authorized to take or upload a photo for the student due to an unaccepted Photo Waiver policy.