Staying on top of student physicals can be one of the most time-consuming parts of school health compliance, especially when expirations happen year-round. The Physical status column on the Student Roster makes this easy by giving you a clear, real-time view of where every student stands, and by letting you take action instantly with filters and dynamic groups.
With this feature, you can quickly identify students who are compliant, expiring soon, or missing documentation, and automatically follow up with families without manual tracking.
What is the Physical Status column?
The Physical Status column appears on the Student Roster page and shows the current status of each student’s annual physical on campus.
This status is determined by:
A document uploaded to the student’s card
The document being tagged with the Annual Physical file tag
The document’s date and expiration information (if provided)
Physical Status definitions
Each student will fall into one of the following statuses:
Compliant
The student has an annual physical on file, and it is current (not expired). We use the expiration date as the first option to calculate compliance. If there is no expiration date on the document, we will use one year from the dated at date as a proxy for the expiration date.Expiring Soon
The student’s physical will expire soon.By default, “expiring soon” means within 30 days of expiration.
This timeframe can be customized by your system administrator (instructions below).
Expired
The physical on file has passed its expiration date and is no longer valid.Record on File, Not Dated
A document tagged as an annual physical exists, but:It does not have a “dated at” date, and
It does not have an expiration date
No Records
No annual physical document is on file for the student.
Filter students by Physical Status
One of the most powerful parts of this feature is filtering.
Navigate to Students → Roster
Locate the Physical Status column
Use the filter to select one or more statuses (for example, Expiring Soon and Expired)
The roster will instantly update to show only the students who match your selected criteria.
Create a dynamic group from Physical Status filters
Once you’ve filtered the roster, you can create a dynamic student group directly from the list.
This is especially useful for managing physical renewals throughout the year.
To create a group:
Filter the Student Roster by Physical Status
Select Create student group
Name the group (for example: Students with Expiring Physicals)
(Optional) Add a description
Choose which roles can see the group (for example, Nurse)
Click Confirm
Why this is powerful
Groups in August Schools are dynamic:
If a student’s physical becomes expiring soon, they are automatically added
If a parent submits an updated physical, the student is automatically removed
No manual maintenance required
Use the group for automated form requests
You can use this dynamic group as the recipient for a standing form request to collect updated physicals.
This means:
Parents automatically receive requests when their student enters the group
You don’t need to monitor expiration dates or resend requests
Compliance outreach runs continuously in the background
Customize the “Expiring Soon” timeframe (SysAdmins only)
By default, August Schools marks physicals as Expiring Soon when they are within 30 days of expiration. If you’d like more or less lead time, this setting can be adjusted.
To update the timeframe:
Go to Settings
Open Presentation Settings
Update the “Expiring Soon” value (for example, 45 days)
Save your changes
The new timeframe will apply system-wide.
Tips & tricks
Confirm document tags: Make sure physical documents are tagged with the Annual Physical file tag so statuses calculate correctly. If you use a different file tag for your annual physicals, this can be updated in Settings under Presentation Settings.
Leverage dynamic groups: Use groups as part of ongoing compliance workflows with forms and reminders.