PROBLEM
Currently, when a guardian uploads a document to a container, they can no longer delete or replace it: they can only add a new document.
This logic is understandable because it prevents accidental deletion of supporting documents used by the school.
However, in certain use cases, this limitation creates difficulties.
In French schools abroad, certain documents must remain up to date, for example:
- passport
- residence visa
- local identity card
Yet these documents often have a relatively short validity period (for example, 2 years for visas in the UAE) and can expire at any time during the school year.
CURRENT SOLUTIONS
Today, two solutions exist:
- empty the container and request documents again from all guardians
- make document containers annual
These solutions work, but they remain poorly suited when only certain documents need to be updated during the school year.
SUGGESTED IMPROVEMENTS
One improvement could be, for example:
- allow the user to replace an existing document (versioned replacement rather than simple deletion)
- or add a container option allowing document replacement rather than stacking versions.
This would make it possible to keep files up to date without multiplying obsolete documents.
EVEN MORE EFFECTIVE IMPROVEMENT (COMPLETE PROCESS)
An even more effective improvement would be to integrate data entry directly into the document upload window.
Currently, the process works in two separate steps:
- guardians enter certain information (e.g. visa number, expiry date)
- they then upload the corresponding document.
In practice, this often leads to errors.
Our current process is, for example:
- automatic reminders sent (30 days, 15 days before expiry)
- guardians log in to the platform
- they upload the new copy of the document
- but forget to update the associated data (expiry date, number, etc.)
Result:
the system continues to send notifications because the data remains unchanged.
PROPOSAL
When replacing a document, it would be very useful if:
➡ entry of mandatory data (expiry date, number, etc.) were integrated directly into the same window as the document upload.
This way, when a guardian replaces a document:
- they upload the new document
- they must necessarily enter or update the associated information (or if AI integration, a validation of data pre-filled from the uploaded document)
This would guarantee:
- data always up to date
- fewer errors for guardians
- much more reliable administrative follow-up.
For this type of document, reminders would be automatically scheduled and sent by the system at 30 days (or 3 months or ...) then every week for example without needing to programme them manually via Reminders/Management.
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