IN BRIEF
The Staff Portal allows instructors to quickly view important student details while taking attendance or reviewing class information. Staff can view Student Indicators, open the student's Profile to access contact and emergency details, create or edit Notes (with appropriate permissions), and—when permitted—take and upload new student photos directly from a mobile device.
Overview
The Staff Portal highlights important details about each student so instructors can quickly identify medical alerts, birthdays, balance concerns, and other relevant information. These details appear as Student Indicators next to the student’s name when taking attendance. Most Student Indicators are view-only; however, instructors with appropriate permissions can add or edit Student Notes.
From the student’s Profile, staff can view additional information such as guardian contacts, emergency details, policy acceptance history, student photos, and other profile data.
Accessing the Feature
- Student details are accessed through the Staff Portal interface when viewing classes or camps for a selected date.
- Selecting a student’s name opens their Profile, which includes contact and emergency details, policy information, and student photos (if enabled).
- Additional student management options—such as entering Notes or uploading a student photo—are available depending on staff permissions and policy settings.
Step-by-Step Instructions
Viewing Student Details
When taking attendance, the Staff Portal displays Student Indicators next to each student’s name. These icons highlight important reminders such as medical concerns or birthdays. All details represented by indicators are view-only in the Staff Portal, except for Notes.
For camp enrollments, answers to any User Defined Questions will also be displayed.
To view extended student information, staff can:
- Select the student’s name.
- Select the student profile icon to open the student’s Profile page.
- Review details such as:
- Primary and secondary guardian information
- Primary phone number and email address
- Policy acceptance statuses
- Birthdate, gender, and anniversary date
- Emergency contacts and other profile details
Entering or Editing a Student Note
Permissions
Staff must have Full permissions for Families/Students in their user group or assigned advanced user permissions.
- Filter the classes or camps by a date that the student was enrolled and attending.
- Select the class or camp the student attended.
- Select the student’s name in the student list.
- Select the Notes section.
- Choose one of the following:
- Select the plus sign next to an existing note to view its comments.
- Select Add Note to create a new note.
- Enter the note details and save.
Examples
Some examples of notes that may be recorded for students:
- Behavior observations
- Incident details
- Attendance follow-up messages
- Instructor reminders
Taking a New Student Photo
Permissions and policy requirements apply when uploading new student photos.
Before staff can take student photos:
- The Student Photo Waiver policy must be enabled.
- The student must have accepted the policy.
- The following system setting must be enabled:
- SETTINGS>STAFF PORTAL>GENERAL SETTINGS>Enable Student Images in Staff Portal.
- When a student cannot be photographed, a red warning dot appears next to the student photo icon. This may occur when:
- The Student Photo Waiver has not been answered.
- The policy was declined.
It is important to remember that only Active policies will be enforced throughout the application. This means that even if the policy was previously active and a family declined the policy, this will not be enforced if the policy is currently inactive.
Taking a new photo
- Filter the classes or camps by a date the student was enrolled and attending.
- Select the class or camp the student attended.
- Select the circle to the left of the student’s name to open photo options.
- Select Take New Photo.
- Choose an app on your device to capture or upload the image.
- The system automatically centers the image vertically and horizontally.
- Optional: Select View existing photo to view the current student image on file.
Photo Tips
- Use a well-lit space to ensure a clear image.
- Have the student face forward with minimal background distractions.
- Verify that photos display clearly in the Staff Portal after upload.
Troubleshooting & FAQs
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Why can I not edit certain student details in the Staff Portal?
- Only Notes can be edited in the Staff Portal. All other student details—including medical information, contact information, and birthdays—must be updated from the Office Portal.
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Why is there a red indicator next to the student photo icon?
- A red warning dot will appear next to the student photo icon whenever Staff is not allowed to take a photo of the child (meaning that either the Photo Waiver policy has not been answered at all or that the policy was declined). The system will also prevent staff from taking or uploading photos for any students when this indicator is shown.
- It is important to remember that only Active policies will be enforced throughout the application. This means that even if the policy was previously active and a family declined the policy, this will not be enforced if the policy is currently inactive.
- A red warning dot will appear next to the student photo icon whenever Staff is not allowed to take a photo of the child (meaning that either the Photo Waiver policy has not been answered at all or that the policy was declined). The system will also prevent staff from taking or uploading photos for any students when this indicator is shown.
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Why can I not add a new student note?
- Notes require Full permission for Families/Students. Verify your user group permissions or contact your administrator.
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When I select Take New Photo, nothing happens. What should I check?
- Confirm that device permissions allow camera and photo app access.
- Verify that Student Images are enabled in SETTINGS>STAFF PORTAL>GENERAL SETTINGS.