What is the Docs and Files Tab?
The Docs and Files tab is your central hub for storing all documents related to a specific family. Upload enrollment forms, contracts, medical records, photo permissions, and more — all organized automatically under one roof.
No more digging through text messages or email attachments to find that signed permission slip. Everything stays with the family record, ready when you need it.
Key Benefits
Managing documents for dozens of families doesn't have to be chaotic. Here's what makes this feature essential:
- Auto-organized folders: Files sort themselves into Internal, Sent, Received, and Custom Fields
- Upload up to 10 files at once: Drag and drop multiple documents (up to 250 MB total)
- Multiple file types supported: PDF, DOCX, JPG, PNG, PPT, GIF, and more
- Preview without downloading: Click to view PDFs and images instantly
- Team access: Everyone with permission can see and add files
How to Access Docs and Files
Whether you're at your desk or on the playground with your phone, accessing family documents is simple.
On Desktop:
- Open any family record from your dashboard
- Click the Docs and Files tab
- Click Upload to add files from your computer
On Mobile:
- Make sure you're running version 3.97.3 or above
- Tap any family to open their profile
- Swipe to Docs and Files
- Tap Upload and select files from your gallery, camera, or device storage
Understanding Your Folders
Files automatically sort into folders based on how they're added. Here's what each folder means:
Internal
Files you or your staff upload directly. Think enrollment forms, immunization records, or staff notes.
Sent
Documents you've sent to this family through messaging. If you texted a tuition invoice or emailed a handbook, it shows up here.
Received
Files parents send you via text or email. That photo of their child's new inhaler prescription? It's automatically filed here.
Custom Fields
Files linked to custom field uploads — like photo permissions, emergency contact forms, or ID verification. These nest under Internal but stay grouped together for easy reference.
[SCREENSHOT: Docs and Files tab showing all four folder types with example files in each]File Types and Upload Limits
Upload confidently knowing your files are supported:
- Accepted formats: DOC, DOCX, PDF, JPG, PNG, PPT, GIF
- Files per upload: Up to 10
- Maximum total size: 250 MB per upload
Frequently Asked Questions
Are files private or shared with my team?
Files are shared with team members who have permission to view that family's record. This keeps everyone on the same page without duplicate uploads.
Can I delete or rename documents?
You can delete documents, but renaming isn't supported yet. Label files clearly before uploading.
Can I preview files before downloading?
Yes! PDFs, images, and PowerPoints open in a preview window. No need to download unless you want to save a copy.
What determines which folder a file goes into?
Manual uploads go to Internal. Files you send via messaging go to Sent. Files parents send you go to Received. Custom field uploads group under Custom Fields.
Can I upload from my phone or tablet?
Absolutely. The mobile app lets you upload from your gallery, files app, or camera. Perfect for snapping a quick photo of a permission slip.
Can I tag or categorize files beyond folders?
Not yet, but custom fields help structure certain uploads. For example, create a "Medical Records" custom field to keep immunization records grouped together.
Next Steps
- Update your mobile app to version 3.97.3 or later
- Start uploading essential documents to each family record
- Set up custom fields for required enrollment forms
- Train your staff to use Docs and Files as your go-to document hub