How Do I View/Update Student Details in the Staff Portal?

Learn how to access student details in the Staff Portal mobile interface, how to enter student notes, and how to upload/update student photos (if allowed).

Viewing Student Details

Some important student information is called out with easy to see icons next to a student's name when taking attendance. We call those icons Student Indicators and they are used to indicate special information such as potential medical issues, nearby birthdays and more. (Note: with the exception of "Notes", these details cannot be edited from the Staff Portal.)
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More detailed information such as contact info and emergency details can be found in the Staff Portal by viewing the student's Profile. This is accessed by clicking on the student's name, then clicking on the light blue student profile icon.

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Entering/Editing a Student Note

  1. Filter the classes/camps by a date that the student was enrolled and attending class.
  2. Click on the class or camp the student attended.
  3. Click on the student's name in the list of students shown.
  4. Click the orange Notes section.
  5. Click on the plus sign next to a note to view existing comments, or click Add Note at the bottom of the screen to create a new note.
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    Note: To create and edit notes, a staff member must have the Full level of permissions set for Families/Students in his/her user group or advanced user permissions.

Taking a New Student Photo

If the Student Photo Waiver policy is enabled and the student has accepted the policy, Staff members can be given permission to take a student's photo and upload it directly to the iClassPro application through the Staff Portal. This can help coaches identify students for roll and learn names more easily.

A red warning dot appears 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 the policy is declined).

To make sure this feature is enabled, go to Settings > Staff Portal > General Settings and check the option to Enable Student Images in Staff Portal.

Note: Any settings enabled in this section apply to all staff members with permission to access the Staff Portal.

Once enabled, staff members can follow these steps to upload a new student photo:

  1. Filter the classes/camps by a date that the student was enrolled and attending class.
  2. Click on the class or camp the student attended.
  3. Click on the circle to the left of the student's name.
  4. Click on Take New Photo to select an app on your device to us to take and upload the photo.
    • NOTE: The system will automatically center the photo vertically and horizontally based on the photo that is taken.

Note: Click View existing photo to see the full current photo on file for the student.

Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).