Education
Document exchange for schools and universities
How do schools collect documents from families securely?
The problem
What goes wrong when a school or university admissions office and the families it collects paperwork from exchange documents today
An admissions packet is a folder of email attachments
A transcript, an ID and a financial aid form arrive as separate attachments across separate emails, and someone has to reassemble them into one file by hand.
No single view of what a family still owes you
Chasing the last missing document from a family means scrolling back through a thread to work out what was already sent.
Staff notes and family-facing paperwork end up in the same place
A draft admissions decision and the letter meant for the family can sit in the same shared drive with nothing separating them.
What moves
The specific documents that pass between the two sides
Not documents in the abstract — these are the ones that actually show up.
- application forms
- transcripts
- immunisation records
- financial aid documents
- signed permission forms
Three spaces
The same structure as every other setting, applied here
Private, Shared and Client. Built and available now.
Private
A draft decision or an internal note, before admissions staff are ready to share it.
Shared
The staff working on a family’s file together — admissions, financial aid, whoever needs it.
Client
What the family can see — the finished form, the decision letter, the document they still need to submit.
Documents and spaces
Available nowThree spaces per contact — Private, Shared and Client — with upload, moving a document between them, and in-browser preview of PDFs, images, text, Word and Excel files.
Document requests
In progressA checklist of what you need from someone, filling in as they upload against each line. Partly built; not finished.
Not built for this industry
One product, applied here — not a separate one
docivault is not built for this industry. It is built for the exchange — the private workspace, the contacts, and the three document spaces are exactly the same ones every other use case on this site uses. What changes here is who is on each side, what moves between them, and what a buyer in this setting needs to check before trusting a vendor.
Student-record handling rules vary by country and institution type — check what applies to yours before relying on any vendor. See /compliance and /subprocessors for what docivault actually holds today.
HR and recruitment
Offer letters, ID checks and onboarding paperwork from people who have no company account yet — and, by design, should never need one.
Read moreProfessional services
Accountants, lawyers and consultants exchange documents with clients all week. One example of what docivault is for — not the definition of it.
Read moreInsurance
A claim is a document exchange with a deadline. How the planned checklist will handle it.
Read morevs Google Drive
Drive is excellent at storage and editing. It is awkward at exchanging documents with people who are not in your organisation. Side by side.
Read more
Questions
What people ask about education
Is docivault built specifically for schools?
No. It is built for the exchange between an institution and the people outside it who send paperwork in — families here, clients or patients elsewhere. The pattern is the same.
Does docivault meet student-record regulations?
We make no such claim. Those rules vary by country and institution — check what applies to you and read /compliance and /subprocessors for our actual position.
Can staff work on a family’s file before the family sees it?
Yes — that is the Shared space, and it is built and available now. It is separate from the Client space, which is exactly what the family can see.
Is the document exchange itself built yet?
Yes. Workspaces, contacts, the three spaces, uploading a document, moving it between spaces, previewing common formats in the browser, comments and sharing by an expiring link are all built and available now. Document requests are in progress. Bulk import from Drive or OneDrive, and a complete record of every view and download, are not built.
Set up your workspace and add your first contact
Free to start, no credit card, and the people you exchange documents with are never billed.
- No credit card
- Free plan, no expiry
- The people you exchange with are free