Review, Templates, and Uploads

Custom fields are not only profile fields. They also affect onboarding review, reusable templates, and bulk upload templates.

Review status

BassemLabs tracks review status per group and user.

Statuses:

• Required to Fill: required data is still missing.
• Pending Review: required data is filled and waiting for review.
• Approved: the group has been reviewed and accepted.
• Changes Requested: an admin has reviewed the group and asked the user to update it.

When a user updates values, BassemLabs checks required fields and updates the group status.

If a submitted group needs an update:

1. The admin selects Request Changes.
2. In the Request Changes dialog, the admin enters the required Requested Changes note that explains what the user needs to update, then saves it.
3. BassemLabs opens the configured Custom Field Changes Requested email for review.
4. If another field group also needs updates, the admin selects Request More Changes. BassemLabs returns the admin to the student's fields.
5. The admin requests changes for any additional field groups, then reopens the email. Previously saved Requested Changes notes remain included in the email.
6. The admin reviews or edits the email message, then sends the request to the parents.
7. The user reviews the requested changes and updates the groups.
8. When the user saves an updated group, BassemLabs returns it to Pending Review so an admin can review it again.

Important:

• Required document fields count as missing if no document is uploaded.
• Non-super-admin users cannot update an approved group.
• Approved groups may be reset when onboarding data needs to be collected again.

Templates

Templates create ready-made groups and fields.

When applying a template:

• select access rules for each group
• all groups in the template must have access rules selected
• the template must be active
• the organization cannot use the same template twice
• existing duplicate groups block the template
• if template creation fails partway through, created groups and fields are rolled back

A duplicate group is a group with the same name, user type, and profile section.

Templates are useful for standard setups, but they are still starting points. Review the created groups before using them in onboarding.

Upload templates

Custom fields affect bulk uploads.

Student upload:

• Active student fields become student columns.
• Waitlist upload uses waitlist student fields.
• Enrolled upload uses active student fields.
• Active parent fields become Guardian 1 and Guardian 2 columns.

Staff upload:

• Staff upload does not include teacher custom fields.

Best practice:

• Finish required student and parent fields before downloading a student upload template.
• If fields change, download a fresh template.