Uploading Records (Immunization and Other Compliance Documents)

Last updated: September 30, 2026

Scout keeps a student's health and compliance documents — such as immunization records and the emergency card — on their profile, where staff with the right permissions can upload, review, and update them.

Overview

Documents like immunization records live alongside a student's other compliance paperwork on their profile. Keeping these records current helps your school stay ready for compliance reviews and gives staff and families a single place to find them.

This guide covers:

  • Where student records like immunization documents are stored

  • How to upload or update a record

  • Who can make changes

Uploading a student record

  1. Open the student's profile (click their name from the Students directory or use CMD+K / CTRL+K to search).

  2. Click the Documents tab.

  3. Select the Compliance Archive sub-tab, then choose Student Records from the learning period dropdown.

  4. Select Immunization Card (or the record you want to add or replace).

  5. Click Edit or Upload and choose the file from your device. Scout accepts common file types such as PDFs and photos.

  6. Click Save to attach the file to the student's record.

Tip: Use a clear scan or photo so the record is easy to read when a staff member or auditor reviews it later.

Reviewing and downloading a record

Once uploaded, a record can be viewed or downloaded the same way any compliance document is reviewed:

  1. Select the school year and Student Records from the dropdowns in the Compliance Archive.

  2. Click the document name in the sidebar to view it in the main panel.

  3. Click Download to save a copy as a PDF.

See Staff: Pulling compliance documents for a student for a full walkthrough of the Compliance Archive, including other document types available by learning period.

Who can upload student records

Role

Access

Administrators

Can upload or update compliance records for any student

Staff with student record permissions

Can upload or update records for students they support

If you don't see an Edit or Upload option on a student's Documents tab, contact your school administrator to request access.

Tips

  • Keep records current — upload updated immunization documentation as soon as your school receives it so compliance status stays accurate.

  • Use descriptive files — a legible scan or photo makes it easier for staff to confirm details without needing the original paperwork.

  • Check the school year — make sure you're uploading to the correct school year if a record needs to be added retroactively.