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Lyncat Niu

Documents for families

Send receipts, certificates or circulars to families as private documents, track who has opened them, remind those who have not, and withdraw them if needed.

2026-10-16

What it is for

It is the way to get documents to families that you do not want to publish as a news post. A few examples:

  • Receipts for the month, a different one for each family.
  • Certificates or individual reports.
  • Circulars or school rules, the same file for several families.

Before you start

  • Only the director role can create and manage sends.
  • Your school needs the Brot plan or higher. On the Llavor plan you cannot create sends: if the school has none yet, the screen shows an invitation to change plan; if it already has some, the list stays visible with a notice. See the plan matrix.
  • The Documents section must be in the portal's navigation menu. Families only see Documents if you add it and keep it visible. If it is not, the panel warns "Documents for families is not turned on" and shows a Go to the portal menu button; until then you cannot create new sends.
  • Files can be PDF, PNG, JPG, WebP, HEIC or HEIF, up to 20 MB each.

Individual or shared send

When you start a send you choose the Type of send:

  • Individual: a different file for each family, such as receipts or reports. You upload all the files at once and the panel suggests the family for each one from the file name.
  • Shared: the same file for several families, such as a circular. You upload a single file and choose who receives it, By tags or By families.

The type cannot be changed once files have been uploaded.

Create a send

Open the list and start a send

In the panel's side menu, go to Documents. Click New send.

Details step

Enter the Title (required), an optional Description (optional) and choose the Type of send: Individual or Shared. Families see the title in the notification, so do not include names or amounts. Click Create draft and continue.

Files step

If the send is Individual, drag the files in or click Select files. Each file ends up as Assigned, Review or Unassigned. Fix the family on any file that is not assigned: you cannot continue until every file has a family. If the send is Shared, upload the file and, under Recipients, choose By tags or By families. Click Next.

Review and send step

Review the list of families, students and files. Click Send and confirm in "Send to families?". From then on families receive the notification and the send can no longer be edited. You can go back with Previous or Back before sending.

Avís

If a family has no guardian with an account, the panel tells you in the Review and send step. That family will not get the notification or be able to open the document until a guardian creates an account.

Until you send it, the send is a Draft. You can pick it up later or remove it with Delete draft, which also deletes the uploaded files. If the school loses the plan or the Documents section is hidden, a draft cannot be sent, but it can be deleted.

Tracking: who has opened what

In the Documents list you see each send with its status (Draft, Sent or Withdrawn), its type and how many families have opened it. You can filter by All, Drafts, Sent or Withdrawn.

When you open a send, three figures appear at the top: Families, Opened and Pending. A family counts as opened as soon as any of its guardians opens any of its documents. In the table, each file shows whether it is Live or Withdrawn, and whether it has been opened (by whom and when) or is Not opened. With View file you can open it too.

Remind pending families

If some families have not opened anything, the Remind pending families button sends them another notification. In the confirmation window click Send reminder.

  • You can send one reminder every 24 hours per send. The panel shows the date of the last one and when you can remind again.
  • The button only appears while families are still pending. If everyone has opened it, the panel says "All families have opened it".
  • Reminders depend on the plan: if your current plan does not include them, the panel says so and there is no button.

Withdraw a document

Withdrawing takes a document away from families: they stop seeing it and cannot open it. This cannot be undone.

  • Withdraw (on a file's row) withdraws only that document.
  • Withdraw the send withdraws all the live documents in the send.

The document becomes Withdrawn and stays in the send's history. Withdrawing keeps working even if your plan has changed.

What families see

  • They get a notification on their phone, "New document" (or "New documents"), with the send's title in the text. Tapping it opens the app's Documents section directly. This notification is not kept in the notices inbox.
  • In the Documents section, in both the app and the portal, the documents to open appear at the top and the rest below, sorted by month.
  • A withdrawn document disappears from their list.

Frequently asked questions

Can a family see another family's documents?
No. Each family only sees the documents in its own send. In a shared send, every chosen family sees the same file.

Can I edit a send after sending it?
No. If you made a mistake, withdraw the document or the send and create a new one.

I cannot see Documents in the side menu. What is wrong?
Check that your school has the Brot plan or higher and that the Documents section is added and visible in the portal's navigation menu.

What if a family has several children?
In an individual send, the panel warns you when a family has more than one file. That is fine for siblings, but double-check it before sending.

See also