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How to Create a Watchlist

Note: All pages below are subject to having relevant Roles and Permissions.

Use a Watchlist to create groups of students who meet certain criteria and then notify people (fo example student contacts) when certain events take place. For example all N- codes recorded for AM Registration, or Detentions awarded for that day.

Note: Watchlists are used to search for Attendance Codes/Meaning, Behaviour Events or Actions and Detentions Awarded or Scheduled on the specific day you are running the watchlist.

See also: How To Create a Message Template.

To start, from Config select Communication and click on Watchlists.

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Select New.

Choose the Class or Tutor Group option, then choose Find to open the Group Name

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Tip: in order for all Students to be included in the process, including Students that may be added on roll in the future, choose the (V) Boys and (V) Girls Groups. These are dynamic Groups that update overnight to include any new Students.

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Click Done. Then select the Operational Setting option.

Operational Settings

Select the relevant field on the dropdown list to Monitor By.

Attendance Watchlists

Pick Attendance Code or Attendance Meanings from the dropdown.

The below image shows a Group that will look for any Students with Attendance N Codes entered for all periods and all days and to not ignore any present students.

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Once you have selected the Periods to Notify On, and Enabled Days, complete the relevant checkboxes.

Allow Repeat Send Option: if this is enabled then communications will be sent multiple times in the same period for the same event. As an example, if you are using an SMS to notify of absence and the Watch List is then processed again for the same period, the system will send out another SMS to the same Contact for the same absence. If this is Disabled, the Contact will only receive one SMS per absence/event, regardless of the amount of processes.

Watch Each Period Independently: this will determine whether or not the list will watch each period independently.

Ignore Present Students: checking this will ignore all Students that are Present.

Notify On Return: checking this box will enable Watch List notifications upon return. This option is only displayed in certain instances.

Then choose who to notify, the Contact or the Student.

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Behaviour Watchlists

Available for Events, Actions, and Detentions Awarded and Scheduled.

As above, once you have selected the Periods to Notify On, and Enabled Days, complete the relevant checkboxes to choose who to notify.

For Behaviour Events, you can notify a Teacher, in addition to a Contact or Student.

For Detentions Scheduled, you can also select which detentions this will apply to.

Delivery Settings

In the example used above (attendance watchlist) a message will be sent to those with Parental Responsibility Contact Only with Priority 1 and only to mobiles marked to receive text messages.

Either select an existing Template from the dropdown list or click the New Template button.

Then select the Process option. By default this will be on Manual and for this example we will keep this as Manual.

If the Automatic option is selected the Schedule Settings page will be displayed.

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Then select the Save option, give the Watchlist a name and click the Save button.

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Updated on July 6, 2021

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Comments

  1. When does the watch list update? Today I have a student missing from the watchlist for L code, despite them having an L code this morning. Why is this happening?

    1. Hi Natalie
      Thank you for your comments.
      Can you contact Bromcom Support so they can look at this query.
      Kind Regards
      Bromcom Training

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