Sharing documents with families
How to upload a document for families to read on the parent portal or mobile app.
Updated June 4, 2026
Every school has documents it sends to families: handbook, dress code, schedule, summer camp packet, school photo permission. Rosterra hosts these in the parent portal so families can find them when they need them.
Uploading a document
- Go to
/documents. - Click Upload.
- Pick a PDF, image, or Word file.
- Give it a title (visible to families) and a category.
- Choose who sees it. Options:
- Everyone (default).
- One specific program.
- One specific class.
- Members only (not leads).
What families see
Documents show up in the parent portal at /portal/documents and on the mobile app. Families can:
- Read in the browser without downloading.
- Download to their device.
- Share the link (it requires a portal login to open, so it does not leak to strangers).
Categories
Categories are a way to organize a long list. Common ones:
- Handbook and policies.
- Schedules and calendars.
- Forms (release, permission slips).
- Pro shop catalogs and sizing.
- Newsletters.
Versioning
Replace an outdated document by uploading a new version with the same title. Rosterra keeps the URL stable so links you sent in old emails still work. The old version is archived behind the scenes if you need it back.
Notifying families about a new document
Uploading a document does not notify anyone. Most schools follow an upload with a broadcast email saying "the new dress code is up on the portal." Use the broadcast tool at /communications for this.
What not to put here
- Anything individual (a single child's certificate). That belongs on their student record.
- Anything time-sensitive that the family must act on. Use a journey or a broadcast so it lands in their inbox or on their phone, not behind a portal login.
- Sensitive HR documents for staff. Use a separate channel; the parent portal is for parents.