How to Use the Absence Alert

The Absence Alert page is used to add or amend an Absence Alert that will trigger an Alert on the chosen Recipients page. This guide covers the following processes;

Alert Watchers
Set up Absence Alert

Important: Alerts only trigger if attendance is entered via the register. They won’t trigger if attendance is entered via Modules>Attendance>Manage Attendance.
This function allows the User to send Alerts when a defined Student or Group of Students have been marked Present for a session, then have Absent or no Marks recorded in following sessions on the same Day.
This process is most commonly used for internal truancy in the example a student is marked as present for period 1 and then marked as absent in the next period. The alert is triggered by the absent mark. The process would also trigger in the example the student was marked present for several consecutive periods and then was marked absent.

Access: The minimum permissions required to access the Absence Alerts page is found in the Attendance Module of Config > Setup > Roles & Permissions.

Alert Watchers

In order for staff members to receive an Absence Alert they must first be added as an Alert Watcher and ticked for Absence.

For more information see How to Setup and use the Alerts Option

To do this navigate to Config> Setup > Alert Delivery Settings

This will display a list of Alert Watchers and the Type of Alerts that will be sent to them.

This can be changed by ticking or unticking the boxes.
To Remove an Alert Watcher click on the Red Bin icon on the left of that person, this will remove them, there will be no Confirmation.

New Alert Watcher/s can be added by clicking the Green Add button.

This will display an Add Alert Watchers pop-up, either type in the name for a single member of Staff or click the blue find icon to open the full staff list.
Select the Staff and the Alert Types for which they will be Notified and if required the Send email notification for alerts option.

Click Save.

Set Up Absence Alert

From the left Menu go to Config > Attendance > Absence Alert.

To create an Alert click on the New button.

Complete the Name and Description as required.

Select the Students you wish to send Alerts for either by Student, Year Group or Tutor Group
Select the Alert Type/s you wish to send to recipients. If only Alert is selected then all Users on the Alert list will receive an Alert
Use the Recipients list to select the Role/s you wish to send the Alerts to
Use the Specific Selection to Find named members of Staff
Complete the Message (using the Dynamic Fields if required)