School Data & Details
Maintain accurate, connected student information that powers permissions, communication, and operational processes.
Search/Review School Data
Feature only available to Admin users
Search for Staff Details
Paperly admins can lookup and review a comprehensive data snapshot of each staff member's details directly from the Student Information System (SIS).
1
From the dashboard, click your Profile icon:
Select Global Settings from the dropdown menu.
Click the Staff tab in Global Settings.
2
Use the search bar to lookup staff member by:
First Name
Surname
Email
3
Review data for staff, including;
Staff ID
Name and Surname
Email Address
Classes
Search for Student Details
Paperly admins can lookup and review a comprehensive data snapshot of each student's details directly from the Student Information System (SIS).
1
From the dashboard, click your Profile icon:
Select Global Settings from the dropdown menu.
Click the Student tab in Global Settings.
2
Use the search bar to lookup student by:
First Name
Surname
Email
3
Review data for student, including;
Student ID
Name and Surname
Email Address
Year Level Code and Class
Parent Contact Details
Medical Conditions
Community Service Hours (If Applicable)
Search for Parent Details
This view provides admins with a comprehensive data snapshot of each parent's details directly from the Student Information System (SIS)
1
From the dashboard, click your Profile icon:
Select Global Settings from the dropdown menu.
Click the Parents tab in Global Settings.
2
Use the search bar to lookup parent by:
First Name
Surname
Email
3
Review data for parent, including;
Parent ID
Name and Surname
Email Address
Mobile Number
Related Students
Search for Year Level Details
This view provides admins with a comprehensive data snapshot of each year level details directly from the Student Information System (SIS).
1
From the dashboard, click your Profile icon:
Select Global Settings from the dropdown menu.
Click the Year Levels tab in Global Settings.
2
Use the search bar to locate a specific year level
3
Review data for year level, including;
Year Code
Year Description
Campus External ID (If Applicable)
Search for Class Details
This view provides admins with a comprehensive data snapshot of all class details directly from the Student Information System (SIS).
1
From the dashboard, click your Profile icon:
Select Global Settings from the dropdown menu.
Click the Classes tab in Global Settings.
2
Use the search bar to lookup class by:
Code
Description
3
Review data for classes, including;
Class Code
Class Description
Campus External ID
School-Led Updates
Keeping your school’s data accurate and current is essential for smooth operations in Paperly. Core data — such as staff, students, classes, and contact information — powers workflows, permissions, reporting, and communication across the platform.
Regular updates ensure that forms route correctly, permissions reflect current roles, and compliance documentation remains accurate.
This section outlines best practice for managing school data updates efficiently and safely.
Periodic / Recurring Updates
Recommended Review Points
Certain data should be reviewed and updated on a scheduled basis to ensure consistency and operational continuity.
Most schools update core data: | ||
|---|---|---|
At the start of each academic year | Following staffing restructures | During compliance or audit preparation |
At the end of term during rollover preparation | After enrolment cycles | |
What to Review
During periodic reviews, consider checking: | |
|---|---|
Year levels and class allocations | Staff roles and department assignments |
Student enrolment status | Permission levels |
Medical condition lists | Qualification or certification records |
Archived or inactive account | |
Regular reviews reduce the risk of outdated permissions, incorrect reporting, or misrouted workflows.
Staff Updates
Accurate staff data ensures that workflows, approvals, and communications operate correctly.
New Staff
When onboarding new staff members:
Add them to the system with the correct role and department
Assign appropriate permission levels
Confirm their reporting lines if approval workflows apply
It is best practice to align permissions with role responsibilities, not individual preference.
Role Changes
When staff change roles:
Review and adjust permissions immediately
Update department or oversight responsibilities
Remove access to areas no longer required
Keeping permissions aligned to current roles supports safeguarding and operational clarity.
Staff Departures
When a staff member leaves:
Remove or deactivate their account promptly
Reassign any active workflows or approvals
Review shared access or delegated responsibilities
Access should never remain active beyond employment.
Parent-Led Updates
Parent and guardian data supports communication, consent collection, and emergency contact workflows.
Contact Information
Parents should be encouraged to:
Keep phone numbers and email addresses current
Update emergency contacts when circumstances change
Review medical information regularly
Schools may choose to send periodic reminders to families to confirm or update their information.
Family Structure Changes
If custody arrangements, guardianship, or communication preferences change, schools should:
Update access permissions accordingly
Confirm appropriate visibility rights
Document relevant notes where required
Paperly supports role-based visibility, but schools remain responsible for ensuring that access reflects current legal and safeguarding requirements.
Data Integrity & Governance
Recommended Best Practice
Strong data governance reduces risk and strengthens trust.
Clear Ownership
Assign responsibility for data oversight to a designated administrator or leadership role. This ensures updates are coordinated and consistent.
Audit & Verification
Conduct periodic internal checks to confirm:
Permissions align with current roles
Archived users are inactive
Core datasets are accurate
Sensitive records are correctly restricted
Integration Oversight (If Applicable)
If your school integrates Paperly with an SIS or LMS:
Confirm sync processes are functioning correctly
Monitor discrepancies between systems
Ensure that changes in one system reflect appropriately in Paperly
Why Data Accuracy Matters
Accurate data supports:
Correct workflow routing
Clear approval pathways
Reliable reporting
Safeguarding and compliance
Efficient communication
Paperly’s structure is only as strong as the data that supports it. Maintaining accurate records ensures that the system continues to operate as designed — clearly, securely, and efficiently.
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