Creating and Managing Portfolio Templates
This article explains how district administrators can create, configure, publish, and manage Portfolio Templates in SpacesEDU Pro.
Before You Start
- Portfolios are an optional add-on for SpacesEDU Pro.
- Only District Administrator accounts with Full Permissions can create and publish Portfolio Templates.
- Independent schools licensing SpacesEDU Pro are configured as their own district.
- If you believe you should have access but don't see these options, contact SpacesEDU Support using the messaging option in the corner of your screen.
Creating a Portfolio Template
- Log in to a District Administrator account with Full Permissions
- Click Portfolio Templates in the left-hand navigation menu
- Click Add Template
Required Fields
Field | Details |
|---|---|
Name | Displayed to students and teachers as the portfolio title |
School(s) or District | Select the district name (applies to all schools) or one or more individual schools. Selecting the district disables individual school selection. Click the "X" to remove a selection. |
Teacher Access | Choose whether teachers can view portfolios for ALL students at the school, or only students in their own classes. See the Teacher Access section below for details. |
Competency Framework, Measurement & Assessment | Enables proficiency-based assessments within the portfolio. See Competency Framework Guide for setup details. |
Optional Fields
Field | Details | Limits |
|---|---|---|
Description | Explain the portfolio's purpose and what content should be added | Max 5,000 characters |
Media | Files and/or URL links displayed at the top of each portfolio | Up to 10 |
Grade(s) | Restrict access to specific grade levels. Leave empty for all grades at the selected school(s). | Students without a grade set cannot view grade-specific portfolios |
Sections | Organize the portfolio into named sections. Add, remove, and reorder. | Min 1, max 20 sections. Max 100 characters per title. |
Course Code(s) | Restrict access to students enrolled in classes with specific course codes imported from your SIS/LMS data | Students only see the portfolio while enrolled in a matching class |
Publishing a Template
After filling in all fields:
- Click Create Template (top right)
- The template is saved in an Unpublished state (not visible to students or teachers)
- When ready to go live, click the toggle button next to "Unpublished"
- Confirm Yes, Publish
- The portfolio is visible in teacher and student accounts immediately
Editing Portfolio Templates
The Portfolio Templates screen always displays all templates for the district, regardless of which school is selected at the top left. Hover over the i icon to see which schools have a template enabled.
Click the ⋯ menu (three dots) on any template to access:
Option | What it does |
|---|---|
Publish / Unpublish | Toggle visibility for students and teachers (also available via the toggle switch) |
Duplicate | Create a copy of the template for variations (e.g., different grades) |
Edit | Modify any field on an existing template |
Delete | Permanently remove the template |
Deleted templates cannot be restored. Posts from deleted templates remain in students' Archived tab.
When editing a template, deleting an existing section removes all content from that section. Content cannot be restored into the portfolio (but remains saved in students' accounts).
You will be prompted to confirm before any deletion takes effect.
Portfolio Access
Student Access
Students access Portfolios from the tab at the top of their home screen. If not visible, click the Home button (top left) until the home screen appears.
Scenario | What the student sees |
|---|---|
Portfolio is published and student matches visibility settings (school/grade) | Appears in the Active tab |
Portfolio is unpublished, deleted, or grade doesn't match AND student never added content | Not visible at all |
Student previously added content, then portfolio is unpublished/deleted/grade removed | Appears in the Archived tab (read-only) |
Teacher Access
Teachers access Portfolios from their home screen, same as students.
Teacher Access setting | What teachers can see |
|---|---|
"Teachers can view ALL students" | All student portfolios at the school. Toggle Only show my students on/off to filter. |
"Teachers can view ONLY their students" | Only portfolios for students in their classes (via rostering or class code join) |
Important notes:
- If a student is removed from all of a teacher's classes, the teacher loses access to that student's portfolio
- Student access to portfolios does not depend on class enrollment
- Students are associated with teachers via class rostering or by joining a class with a code
Admin and Family Access
Role | Access |
|---|---|
District Admins | Click the portfolio name in Portfolio Templates to view all students. Inside a student's portfolio, admins can: add/copy posts, draft posts, switch sections, view content, comment, and react. |
District Admins (CSV export) | Download a CSV of all portfolio share URLs including template name, student name, share URL, and linked family member names/emails |
Family members (School-Family-Student Association) | Automatically access the shared version of linked students' portfolios. Requires: feature enabled at district level AND URL sharing enabled on the portfolio template. |
Family members (manual sharing) | Teachers or students can share a view-only URL if portfolio sharing is enabled for the school |
Access Troubleshooting
Problem | Solution |
|---|---|
Student doesn't see a grade-specific portfolio | Check their grade in the Students page of your admin account. Click ⋯ → Edit Account → set grade → Save Changes. |
Student has no grade assigned | They can only see portfolios with no grade restriction set |
Teacher's student account can't see grade-specific portfolios | Locate the teacher's student account (check the "Missing student IDs" button near the top right of the Students page) and assign a grade from the Admin account |
Portfolio without grade restrictions not appearing | Confirm it is Published and the school matches the student's school |
Good to Know
- Portfolios without specific grades set are visible to all students and teachers at the selected school(s).
- Students and teachers cannot add new posts to Archived portfolios.
- For details on how students and teachers add content, see Getting Started with Portfolios for Teachers and Students.
- For Portfolio Tasks, see Portfolio Tasks.
Updated on: 24/07/2026
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