- Admissions
- Enrolment
- Learner Profiles
- Family Relationships
- School History
- Permission-Aware Records
- They have classes.
- Attendance.
- Assessments.
- Family relationships.
- Behaviour and achievements.
- Support plans.
- Resources.
- Documents.
- Health information.
- Transitions.
When each area creates its own version of the learner, information can become duplicated, inconsistent or difficult to follow.
EdiWay is designed around a central learner record that gives each connected workflow the context it needs while preserving the boundaries around sensitive information.
Personal Information
Maintain the core information needed to identify and support the learner.
School Information
Connect the learner to the correct school, year group, education mode and current status.
Family Relationships
Link parents, carers and other approved family relationships.
Learning Context
Connect classes, subjects, timetable, resources and assessment information.
Support Context
Link permitted SEND, intervention, wellbeing and support information.
Operational Context
Connect attendance, behaviour, school services and relevant administrative activity.
Historical Context
Preserve appropriate previous-school, transition and learner-history information.
Enquiries
Record appropriate initial interest or school enquiries.
Applications
Maintain applicant information through an enabled admissions workflow.
Application Information
Collect relevant learner, family and school information.
Applicant Status
Make the current stage of an application visible to authorised admissions users.
Supporting Documents
Collect appropriate documents where required.
Decisions
Record the authorised outcome of the school’s admissions process.
Offers
Manage relevant offer information and acceptance status where enabled.
Waiting Lists
Maintain appropriate applicant status where the school operates a waiting-list process.
Admission to Learner Record
Move approved information into the learner’s active school context without unnecessary re-entry. EdiWay helps schools organise admissions information.
The school remains responsible for its admission arrangements, eligibility decisions, statutory duties and applicable admissions processes.
Confirm Identity
Check the core learner information before activation.
Confirm School Place
Connect the learner to the correct school and education context.
Confirm Family Relationships
Review the parents, carers and contacts associated with the learner.
Confirm Start Date
Record when the learner’s active school relationship begins.
Assign Academic Context
Connect the learner to the appropriate year group, cohort or starting structure.
Review Documents
Identify which admissions documents need to remain available after enrolment.
Create User Access
Enable appropriate learner or family access where required.
Review Permissions
Ensure school staff can access only the information needed for their responsibilities.
Retain Admission History
Preserve appropriate application and admission context rather than silently rewriting the learner’s history.
The joining process should create continuity while keeping applicant information, school records and sensitive information appropriately governed.
Learner Identity
Maintain the learner’s name and relevant identifying information.
Preferred Information
Record appropriate preferred names and other configured identity information.
Contact Information
Maintain authorised learner contact information where relevant.
Date and Demographic
Record the information required by the school’s configured workflows.
School Status
Make clear whether the learner is prospective, current, former or otherwise represented in an enabled pathway.
Year Group and Phase
Connect the learner to the appropriate educational stage.
Education Mode
Distinguish school-enrolled, home-educated, hybrid or other enabled education contexts.
Start and Leaving Dates
Preserve when school relationships begin and end.
Documents
Connect approved learner documents to the correct record.
Record History
Retain appropriate historical information when important identity or school-context information changes.
Core profile information should provide context to connected workflows without making every related record universally visible.
Parents
Link recognised parent relationships to the appropriate learner.
Carers
Maintain relevant carer relationships and contact information.
Multiple Adults
Support learners who have more than one recognised parent or carer relationship.
Multiple Children
Allow an authorised family user to move between linked children while keeping each learner record separate.
Contact Context
Maintain the appropriate contact information for each relationship.
Emergency Contacts
Keep relevant emergency-contact information available to authorised staff.
Family Collaborators
Support approved additional family relationships where that workflow is enabled.
Relationship Status
Make clear whether a family relationship is current, historical or otherwise restricted.
Sharing Context
Use relationship and permission information when deciding which records, messages and actions can be accessed.
A family relationship does not automatically provide access to every part of the learner record.
Current Relationships
Identify the parents, carers and other users currently connected to the learner.
Contact Details
Maintain relevant telephone, email and address information.
Relationship Type
Record the recognised nature of the relationship.
Communication Context
Use appropriate relationship information when selecting recipients.
Access Context
Keep portal access separate from the simple existence of a contact record.
Historical Relationships
Retain relevant relationship history without treating it as continuing authority.
Restrictions
Apply appropriate sharing or access restrictions through governed workflows.
Review
Update relationships when family circumstances, responsibilities or school information change. A former or historical relationship should not automatically continue to grant current platform access.
School-Enrolled
Connect the learner to classes, timetable, school attendance and relevant school workflows.
Home Education
Keep parent-led routines, resources and evidence distinct from school registration and attendance.
Hybrid Education
Preserve the source of school and home evidence rather than merging them into one undifferentiated record.
EOTAS
Keep provision, sessions and case information separate from ordinary school attendance where that pathway is enabled.
Alternative Provision
Maintain appropriate placement context and responsible-school relationships.
Post-16
Connect relevant learning, qualification and destination context.
Transition
Preserve selected evidence when the learner moves between settings or phases.
Adult Continuity
Support movement towards an adult-controlled record where that pathway is enabled. Education mode gives meaning to the record.
A home-learning routine is not a school register, and a previous school relationship should not be treated as a current enrolment.
Prospective Learner
Maintain an applicant or enquiry context before active enrolment.
New Starter
Prepare the information and relationships needed for the learner’s start.
Current Learner
Use the active school relationship across everyday workflows.
Transfer
Prepare the appropriate movement between settings or pathways.
Leaver
Close the active school relationship while retaining appropriate historical information.
Former Learner
Preserve the relevant school history without treating the learner as currently enrolled.
Returning Learner
Review existing history before creating new or duplicate records.
Adult Transition
Where enabled, support the change from child-linked access towards appropriate adult control. Lifecycle status should affect what users can do with a record and which school workflows include the learner.
Confirm Learner Information
Review personal and school information.
Confirm Family Contacts
Check recognised parents, carers and emergency contacts.
Assign Year Group
Connect the learner to the correct academic context.
Create Class Relationships
Prepare appropriate class or teaching-group membership.
Review Support Information
Ensure relevant authorised staff receive the educational context they require.
Medical Context
Make appropriate medical and care information available only to authorised users.
Communication Access
Prepare approved family and learner communication routes.
Documents
Identify required and missing information.
First-Day Readiness
Make outstanding setup actions visible before everyday workflows depend on the record. The aim is to reduce repeated setup while ensuring sensitive information still follows its own access rules.
Leaving Date
Record when the active school relationship ends.
Destination Context
Maintain appropriate destination information where known and required.
Class Closure
Remove the learner from current class and timetable contexts at the appropriate point.
Attendance Context
Preserve historical attendance while ending future school-registration expectations.
Family Access Review
Review which school-specific family services should remain available.
Professional Access Review
Remove or review relationships that no longer have a current purpose.
Outstanding Actions
Identify records, resources or support reviews requiring completion.
Transition Evidence
Prepare selected evidence where authorised.
Historical Record
Retain the appropriate school history in accordance with applicable retention and governance requirements. A leaver record should preserve history without creating the impression that the school relationship remains active.
Review Before Creating
Check whether the learner already exists in the relevant school or platform context.
Match Core Information
Compare appropriate identifying information before a new record is created.
Review Family Relationships
Check whether the learner is already linked to an existing family account.
Preserve History
Avoid creating a new learner simply because the learner changes year group, class or education pathway.
Handle Transfers Carefully
Keep previous-school and current-school contexts distinct without treating the learner as two unrelated people.
Investigate Possible Duplicates
Allow authorised users to review potential data-quality problems.
Controlled Correction
Resolve duplicate or incorrect information through an authorised process. Record matching should support data quality. It should not automatically merge sensitive records without appropriate review.
Classes and Timetable
Connect current teaching groups and schedule context.
Attendance
Link authorised attendance history and registration information.
Behaviour and Positive Recognition
Connect relevant behaviour activity, achievements and pastoral follow-up.
Assessment and Progress
Link academic assessment, evidence, targets and progress.
SEND and Inclusion
Connect authorised support records, provision and interventions.
EHC Evidence
Maintain relevant school-held EHC-plan context.
Wellbeing
Connect permitted pastoral and wellbeing information.
Medical and Care
Maintain sensitive health, medication and care context separately.
Resources and Homework
Connect assigned learning and learner evidence.
Communication
Use the correct learner and relationship context when communicating.
Transition
Prepare selected evidence for a new setting or pathway. The learner record is the connecting point. Permissions determine which connected areas an individual user can access.
Medical Information
Maintain relevant school-held medical context.
Conditions
Record appropriate information needed for school support.
Allergies
Make authorised allergy information available where required.
Medication
Connect relevant medication requirements and records.
Medical Alerts
Surface important information to appropriately authorised staff.
Care Plans
Maintain relevant individual healthcare or care information.
Dietary Information
Record relevant dietary requirements.
Emergency Context
Give authorised users the information they need for an appropriate school response. Medical information should be available according to responsibility and purpose, not simply because someone can view the learner’s general profile.
Admissions Documents
Maintain relevant application or onboarding information.
School Documents
Store appropriate learner-related school records.
Family Evidence
Preserve documents contributed by a parent or carer as family-origin evidence.
Assessment Evidence
Connect documents to relevant assessment workflows.
SEND Evidence
Link authorised records to support planning or review.
Professional Evidence
Preserve reports and contributions from external professionals with their source.
Transition Evidence
Select appropriate records for an authorised transition pack.
Historical Documents
Retain relevant material according to applicable retention requirements.
Access Scope
Limit sensitive documents according to the information area and user responsibility. A document attached to the learner should not automatically become visible to everyone who can access the basic learner profile.
School-Owned Records
Information created and maintained through authorised school workflows.
Family-Owned Contributions
Evidence or observations provided by parents and carers.
Learner Contributions
Views, reflections or evidence submitted by the learner.
Professional Contributions
Information created by authorised external practitioners.
Shared Evidence
Records deliberately shared for an approved purpose.
Statutory Information
Documents or decisions originating from the relevant statutory organisation.
Imported Information
Data brought from an earlier system or source.
Historical Information
Records created in an earlier school or education context. Connecting these records should not silently change who created them or what authority they carry.
Classroom Observations
Capture relevant educational observations.
Learning Notes
Record information supporting teaching or progress review.
Pastoral Notes
Keep relevant pastoral context within the appropriate workflow.
Family Context
Record permitted information provided through approved communication.
Professional Evidence
Connect authorised professional observations through their proper relationship.
Date and Author
Preserve when an observation was created and by whom.
Purpose
Make clear why the information was recorded.
Information Boundary
Keep SEND, medical, HR and safeguarding information in their controlled domains rather than copying sensitive content into general notes. A general learner note should never become a shortcut around sensitive-information permissions.
Previous Schools
Maintain appropriate earlier education-setting context.
Previous Year Groups
Preserve historical academic context.
Class History
Keep relevant previous class relationships.
Assessment History
Retain assessment evidence within its original period and framework.
Attendance History
Preserve historical attendance without mixing it with current registration.
Achievement History
Maintain relevant learner achievements over time.
Support History
Retain appropriate previous intervention and SEND evidence.
Transition History
Record when the learner moved between settings or education pathways.
Document History
Keep authorised historical records according to retention requirements.
Relationship History
Understand how family and professional relationships changed over time. Historical information provides context. It should not automatically create current permissions, current support status or current school relationships.
New School
Prepare relevant evidence for an authorised receiving setting.
Primary to Secondary
Support appropriate continuity between phases.
Post-16
Connect selected learning, support and transition evidence.
SEND Transition
Carry reviewed strategies, provision context and relevant evidence where appropriate.
Home Education
Maintain source separation when a learner moves between school and parent-led education.
EOTAS and Specialist Pathways
Keep responsible-school and provision context explicit.
Transfer Record
Select the information required for the approved purpose.
Review Before Sharing
Allow an authorised person to check the material and audience.
Preserve Provenance
Keep author, source, date and purpose visible.
Expiry and Revocation
Apply appropriate controls to transition access where the workflow supports them.
Child Profile
View information approved for the family relationship.
Multiple Children
Move between linked learners without mixing their records.
Learning Information
Access relevant timetable, resources and homework.
Progress
View approved assessment and progress information.
Communication
Preserve historical attendance without mixing it with current registration.
Evidence
Contribute appropriate family evidence where requested.
Support
Participate in selected SEND, sensory or review workflows.
Documents
Access approved reports and information.
Actions
See requests, forms or tasks requiring a family response. Families do not automatically receive internal staff notes, restricted safeguarding information or every school-owned record.
Profile Information
Access relevant personal and school information.
Timetable or Routine
See the learning schedule appropriate to the current education mode.
Resources
Access assigned learning.
Homework and Tasks
Complete relevant learner activity.
Evidence Submission
Contribute work or evidence where enabled.
Progress
View approved feedback and assessment information.
Messages
Receive age-appropriate communication.
Learner Voice
Contribute views through suitable workflows.
Transition
Participate in appropriate future-planning activity. Learner access may become more independent as age, setting and family configuration allow.
Teachers
Access assigned learners, classes and appropriate teaching context.
SENCOs
Use permitted SEND and support information.
Pastoral Teams
Access relevant pastoral and wellbeing context.
Safeguarding Staff
Work within separately controlled safeguarding areas.
Medical and Operational Staff
Access only the health or operational information required for their work.
School Leaders
Receive appropriate school-wide oversight according to their responsibility.
Administrative Staff
Maintain relevant learner, admissions and school information.
Technical Administrators
Support platform operation without automatically receiving authority over confidential case content. Access should follow school, role, learner, relationship, information area and permitted action.
Named Learner
Connect the relationship to the relevant learner.
Defined Purpose
Record why the professional is involved.
Organisation Context
Identify the relevant approved professional organisation where applicable.
Information Scope
Control which information areas can be used.
Contribution Scope
Allow appropriate evidence or actions without opening unrelated records.
Start and Review Dates
Keep external involvement time-aware.
Expiry
Allow access to end when its approved purpose ends.
Revocation
Remove access when the relationship is no longer appropriate.
Transition
Retain appropriate visibility of authorised professional participation. A professional relationship does not create unrestricted access to the learner’s complete history.
School Scope
Which organisation is the user working within?
Role Scope
What responsibilities have they been given?
Learner Scope
Which learners are relevant to those responsibilities?
Class Scope
Which teaching groups have been assigned?
Relationship Scope
Is there a recognised family or professional relationship?
Information-Area Scope
Does the user have access to assessment, SEND, medical, safeguarding or another controlled area?
Action Scope
Can the user view, create, update, approve, share or administer the information?
Time Scope
Is the relationship or permission still current? Being able to view the learner’s basic profile should not automatically provide access to every connected domain.
Missing Information
Identify important fields that have not yet been completed.
Incomplete Relationships
Surface learners without required family or school relationships.
Duplicate Records
Flag potential duplicate learner information for authorised review.
Invalid Dates
Identify inconsistent start, leaving or relationship dates.
Missing Documents
Show when required implementation or admission records remain outstanding.
Unclear Status
Distinguish current, prospective, former and archived learner contexts.
Unassigned Context
Identify learners without an appropriate year group, education mode or school status.
Stale Information
Make it possible to review information that may no longer reflect the current situation.
Corrected Information
Retain appropriate context when important records are updated. A blank value should remain a missing value – not silently become “no”, “none” or another conclusion.
Identify the Source
Record where the information originated.
Map Fields
Confirm how existing information relates to the EdiWay learner model.
Match Learners
Reduce the risk of duplicate learner identities.
Match Family Relationships
Review parent, carer and contact relationships.
Preserve Dates
Keep relevant admission, enrolment, support and historical dates.
Validate Values
Identify information that does not fit the expected structure.
Review Sensitive Information
Apply additional care to SEND, safeguarding and medical data.
Reconcile
Compare totals and representative learner records against the original source.
Resolve Exceptions
Make import problems visible rather than silently dropping data.
Approve for Use
Require appropriate review before imported information is relied upon operationally. Import availability and supported formats may depend on the school’s implementation arrangement and current platform capabilities.
Applicant Population
Review relevant application information where admissions workflows are enabled.
Current Learners
Distinguish active learners from applicants and former pupils.
New Starters
Identify learners due to join.
Leavers
Review relevant leaving information and outstanding actions.
Year Groups
Understand the current learner population by educational stage.
Education Modes
Keep school, home, hybrid and specialist pathways explicit.
Missing Information
Identify incomplete learner or relationship records.
Data Quality
Surface information requiring administrative review.
Transitions
Review relevant learners preparing to move to another setting or phase.
Permissions
Ensure reports reflect only the school and learner populations the user is authorised to oversee. A learner total is only useful when the population included in that number is clearly defined.
Draft Summaries
Prepare a working summary from selected visible records.
Transition Preparation
Help organise selected evidence before human review.
Communication Drafts
Prepare family or learner communication using permitted context.
Review Preparation
Summarise selected information for an authorised meeting or workflow.
Missing Context
Highlight information that may need to be checked.
Source Awareness
Keep the underlying record context available for human review. AI does not gain broader access than the user invoking it. AI outputs remain drafts. EdiWay AI does not autonomously change learner identity, admissions status, SEND status, safeguarding records or statutory information.
1. Enquire or Apply
Create the appropriate prospective learner and family context where admissions workflows are enabled.
2. Review
Check information, documents and application status.
3. Admit
Record the authorised school decision.
4. Enrol
Activate the learner within the correct school and education context.
5. Connect
Link family relationships, year groups, classes and appropriate services.
6. Learn
Use the learner record across attendance, learning, assessment and communication.
7. Support
Connect authorised SEND, wellbeing, medical and professional evidence.
8. Review
Maintain accurate relationships, status and historical information.
9. Transition
Prepare selected, governed evidence for the learner’s next setting or pathway.
10. Preserve Continuity
Keep the appropriate history while access and responsibilities change.
- Which record is current
- Whether the learner is actually enrolled
- Which parent or carer should receive communication
- Which year group and classes are correct
- Whether medical information is current
- Whether a support record belongs to the same learner
- Whether the learner has already been created elsewhere
- Whether a former professional still has access
- Which evidence should follow the learner into a new setting
- Whether historical information has been confused with current status
EdiWay connects the learner identity to wider school workflows so that information can be reused responsibly rather than repeatedly recreated. The result should be a clearer learner journey – not unrestricted access to every record.
The learner record is the central identity and school context used to connect authorised information such as family relationships, classes, attendance, assessment, SEND, documents, resources and transition activity.
Different information areas retain their own permissions.
EdiWay includes learner-record functionality for maintaining pupil information, family relationships, school context, documents and history.
The learner record also connects to wider operational, assessment, SEND, learning and family workflows.
EdiWay is designed to support school enquiry and admissions workflows, including relevant applicant information and movement into an active learner record where enabled.
The school remains responsible for its admissions policy and decisions.
Relevant approved information can be carried into the learner’s school context rather than being re-entered unnecessarily.
Admissions records and school-held learner records should still retain the appropriate source and history.
A parent or carer can be linked to multiple learners where the appropriate relationships exist.
Each child retains a separate learner record.
Yes.
The learner record can represent multiple relevant family relationships while preserving the context and permissions associated with each one.
No.
Family access should depend on the recognised relationship, relevant permissions, the school’s configuration and the information being shared.
No.
Teacher access can be limited to assigned classes, learners and permitted information areas.
No.
Safeguarding is a separately controlled information domain.
Access to the basic learner profile does not automatically provide access to safeguarding chronology or case information.
Yes.
Medical and care information should be available only to users with an appropriate responsibility and permission.
Appropriate previous-school and historical learner information can be retained as part of the learner journey.
Historical relationships should remain distinguishable from current ones.
EdiWay supports learner lifecycle and transition workflows.
Selected evidence can be prepared for an approved receiving setting without exposing the complete unrestricted learner record.
The learner journey should preserve continuity as year groups, classes and academic periods change rather than creating unrelated learner identities each year.
EdiWay can support data-quality and record-matching workflows, but potential matches should be reviewed carefully before records are combined.
Sensitive information should never be automatically merged without appropriate controls.
Import and migration may be supported depending on the data source and implementation arrangement.
Imported information should be mapped, validated and reconciled before operational use.
Approved professionals can participate through defined learner-specific relationships where enabled.
They should receive only the information required for the approved purpose – not unrestricted access to the full record.
AI assistance should remain permission-aware and human-reviewed.
EdiWay AI does not independently change admissions decisions, learner identity, SEND status, safeguarding findings or statutory records.
The active school relationship can be closed while relevant historical information is retained according to the school’s responsibilities and applicable retention rules.
Current access, family services and professional relationships should also be reviewed.
Selected information can be prepared through controlled transition workflows.
Sharing should have a defined recipient, purpose and information scope rather than automatically transferring the complete learner history.
No.
EdiWay connects the learner journey, but assessment, SEND, safeguarding, medical, family and professional information can retain different permissions, ownership and visibility.
School Setup and Leadership
Configure the school, year groups, subjects, roles and permissions that give learner records their organisational context.
Classes, Timetables and Attendance
Connect current learners to teaching groups, schedules and school registration.
Communication and Family Engagement
Use current family relationships and learner context when sending approved school communication.
Assessment and Progress
Connect assessment evidence, targets and review information to the correct learner.
SEND, Safeguarding and Wellbeing
Connect authorised support evidence while keeping sensitive information areas separately controlled.
Data Security and Governance
Understand assessment permissions, contribution boundaries, edit history and retention.