In this guide we are going to look at Quick Icons, explaining what they are and how to use/identify them on the Student Record page.
Quick Icons are visible at the top of a Student’s Record. They come in many shapes and colours, representing a range of data for example Court Order or Pupil Premium.
Access: To access the Quick Icons on a Student Record, you will need the following minimum permissions from within the Framework Module of Config>Setup>Roles & Permissions.
Quick Icons can also be User Defined Flags which a school creates itself defining the icon and icon colour. For example, in the following image a school has designed a User Defined Flag as a Green Flag denoting FSM. See How to Create User Defined Flags
We are going to look at the following icons
- Court Order
- Medical Condition
- Emergency Report
- Green Mortarboard
- User Defined Flags
- Documents
- Sticky Notes
- General Note/Private Note
- Private Notes as Pop Ups
Court Order
The No Access Icon shows when a Contact of this Student has a Court Order against them.
Hovering on the icon will show the name and relationship of this person.
Medical Condition
The Medical Condition icon shows automatically when the student has Medical Conditions in their Student Profile
Hovering on the icon will show the Medical Conditions they have.
Emergency Report
Clicking on the Emergency Report icon automatically opens the Emergency Details Report, which can then be Printed or Exported if required. This could be used, for example, if a Student has fallen and needs to go to hospital.
Green Mortarboard
Clicking on the Green Mortarboard icon will allow the school to access the Student Portal account for the selected Student, this is similar to the MyChildAtSchool account access.
See How to Create Student Portal User Accounts
Note: If the Student has a Student Portal account the icon will display green, if not it will display black.
Pressing the Mortarboard will take you straight through to the Student Portal account for this particular Student.
User Defined Flags
User Defined Flag icons will appear in the Student Record when the Student meets the criteria set by the school for those particular Flags. In the following example, a Green Flag has been created for all the Students who are defined as eligible for Pupil Premium.
See: How To Create User Defined Flags
Documents
Within the Documents Section of the Student Record, the Important Document Flag shows the documents that have been flagged as important.
A Flag will also be visible when you first arrive on the Student’s Record to show that they have an Important Document.
Hover over the Red Flag and it will state that the Student has Important Documents.
Sticky Notes
To Add A Sticky Note to a Student which will be visible both on the Student Record and any Registers, go to the Student Record and click the + in the Active Notes section.
Click Sticky Note.
Complete as required and make sure to select the correct expiry date (you may want to make a note of it as not everyone will have access to see it or somebody else may change it).
This is now visible on the Student Record.
Click Save.
View from any Register. Click on the Sticky Note item to see the detail.
General Note/Private Note
A general or private note is visible on the Student Record only and will remain visible until it is deleted. The notes can also be amended by clicking the pencil icon.
General Note or Private : type into Note and Save.
Private Notes as Pop Ups
When implemented, this process will apply to all pre existing Private Notes, as well as any future Private Notes that are created.
Prerequisites
Before you begin, it is crucial to understand that enabling this configuration means that ALL Private Notes for ALL Students will display as a Warning Popup, anytime a Staff member with access to Private Notes enters that Student’s Record.
Private Notes are the only Notes with separate permissions required, which makes them ideal for Medical/Confidential information.
Please make sure you check with a School Head/SLT before enabling this configuration, as any Private Notes with confidential information will display upon opening that Student’s Record.
How to Add a Private Note
First, you will need to go to the Students List page, click on the required Student(s) name(s) and click View.
To add a Private Note, you would press the + within the Notes section of the Students Record.
You would then enter your desired text into the Private Note text box and press Save.
Note: Only one Private Note can be in use for a Student at any given time.
So once a Private Note is added, you will not have the option to add another when you press the + in the Notes section.
To Edit or Delete a Private Note, return to the Notes section on the Student Record and Hover above the Private Note.
A Pencil and Bin icon will appear, the Pencil allows you to Edit the Private Note and the Bin allows you to Delete the Private Note.
Configuring your system to show Private Notes as Warning Popups
To begin, you would first need to go to Config>Administration>Administration Defaults.
On the right side of the panel, you will need to tick the option for Show Private Notes as Warning Popup.
Once this is ticked, press Save.
Below is an example of the configuration in action;
Only one Private Note can be in place at any time, but there is a 1000 character limit within the Private Note text box.
This allows you to include multiple messages or reminders for Staff in one location.
Now any Private Notes will display and can only be bypassed by pressing OK.
If you no longer want to use this configuration/wish to keep the Private Notes tucked away, simply return to Config>Administration>Administration Defaults, untick the option for Show Private Notes as Warning Popup and press Save.