Library and resource manager: uploading and sharing materials

What the resource library is for

The resource library is a central file store for educational materials. Teachers upload resources here; students and parents access them via the portal. Common uses:

• Homework worksheets (PDF)
• Term schemes of work (PDF or DOCX)
• Reading lists and study guides
• School policies distributed to parents (e.g. uniform policy, fee schedule)
• Photo permission forms or other administrative documents

Uploading a resource

1. Go to Library from the sidebar and click Add resource.
2. Enter a title and optional description.
3. Select a category: Worksheets, Scheme of Work, Policy Documents, Reference Materials, or Other.
4. Click Choose File and select the file. Supported formats: PDF, DOCX, XLSX, JPEG, PNG. Maximum size: 20 MB per file.
5. Set the access level:
   • Staff only, visible to all staff, not to parents
   • Specific class(es), visible to parents of children in selected classes
   • All parents, visible to all parents in the school
6. Click Upload.

Sharing a resource link

1. Go to Library and find the resource.
2. Click Share.
3. Copy the in-app link. You can paste this into a direct message or class broadcast, parents who click it are taken directly to the resource in their portal.
4. Only parents with access to the resource (based on the access level you set) can view the link destination.

Organising the library

• Use clear, consistent file naming: Term-2-2026_Nursery-1_Maths-Worksheet-Week3.pdf is easier to find than scan0034.pdf.
• Archive old resources at the end of each term: go to Library → select resource → Archive. Archived resources are not deleted, but they no longer appear in the active library.
• The library has a search bar, parents and teachers can search by title or category.

Common mistakes

• Setting the wrong access level, a fee schedule set to "Staff Only" is never seen by parents; a student's medical summary accidentally set to "All Parents" is a data breach.
• Uploading files that are too large, the 20 MB limit applies per file. A multi-page photo-heavy document may need to be compressed or split before uploading.
• Not archiving old resources, the library becomes cluttered with resources from previous terms if they are never archived.