Messenger v5 Absence & Detention Alerting

Introduction

Everything you need to know about using the absence and detention alerting features within Messenger v5!

 

Please see individual topics below, or alternatively expand all.

 

Dynamic Groups
In addition to the groups from your MIS, Messenger v5 has a number of dynamic groups that are selected based on advanced filtering to take advantage of information recorded in the MIS that changes from day-to-day (or even hour to hour!).

Dynamic Groups

In addition to the groups from your MIS, Messenger v5 has a number of dynamic groups that are selected based on advanced filtering to take advantage of information recorded in the MIS that changes from day-to-day (or even hour to hour!) such as those listed below.

  • Attendance Groups;
    • Groups pupils based on their attendance marks over a specific date range (e.g. students absent from morning registration 'today').
  • Detention Groups;
    • Groups pupils that have a detention recorded in SIMS for the purpose of alerting parents that their child has a detention and the date of that detention.

All other groups in Messenger v5 are created from either;

  • Hard-coded information in the MIS that changes less frequently (e.g. Registration group that would only change annually) or is unlikely to change (e.g. Gender) or,
  • Manual Groups created directly in Messenger v5 (e.g. Governors - please see this information concerning Governor groups).

 

Attendance Searching
Messenger v5 integrates with your school MIS to produce details of those pupils who have been marked as absent as well as allowing students to be selected based on their attendance marks.

Attendance Searching

Messenger v5 integrates with your school MIS to produce details of those pupils who have been marked as absent as well as allowing students to be selected based on their attendance marks. Messenger v5 even provides the ability to select attendance marks over a specific date range.

attendsearch1

You can select from predefined sets of criteria grouped as 'Quick Access Attendance Search' buttons;

  • Absent No Reason,
  • Absent Any Reason,
  • Present,
  • First Day Absence.

You may also wish to search on a combination of attendance codes using the 'Selective Attendance Codes' option when you need greater control over criteria.

From within the 'Send Message' Screen click the Attendance tab.

  • Click on the desired 'Quick Access Attendance Search' green button (e.g. Absent No Reason, First Day Absence etc) or the 'Selective Attendance Codes' button.
  • In the pop-up window, the date range will automatically be populated dependent on the option you choose (see below for more information relating to each option).M5_Attendance_dates
    • This default selection can be modified as required by selecting a date from the calendar icon.
    • For  'today' only, the start and end date both need to be entered as the current date.
  • Pressing ‘Search’ will return the corresponding students who will be added to the message recipient list.  By pressing ‘Select & Continue’ this will now enable you to send a message to these recipients and make use of the tokens to send a personalised message.

To see more detail for each criteria, please click on the links below;

 

Detention Alerting
Messenger v5 has the ability to search SIMS* for students that have an instance of detention in a given date range and create groups based on the date of that detention.

Detention Alerting

*SIMS is the only MIS to support detention recording therefore it is the only MIS that can make use of this feature.
If any other MIS adds detention recording, Groupcall will assess the feasibility to include this feature in Messenger v5 for that MIS. Please contact sales@groupcall.com if you have a case for a non-SIMS MIS to use detention alerting.

Messenger v5 has the ability to search SIMS* for students that have an instance of detention in a given date range and create groups based on the date of that detention.

You can then send a message with that date to each student's parent/guardian.

M5.2_Detention_Alerting_Select

 

To send a detention message:M5.2_Detention_Group

      1. From the 'Send Message' screen click on the small arrow next to 'Detention' on the left hand side.
        • If there is no 'Detention' group listed on the left hand side, this means that either you are not using SIMS or that there are no detention records occurring in SIMS in the next 7 days.
      2. You will then see an expanded list of groups.
      3. Simply tick the box next to 'Detention' to select all sub-groups, or tick/untick individual sub-groups to suit your needs.M5_Detention_Groups
      4. Above the list of contacts you need to select the category of recipient, the message formats, the contact method and the message frequency.
        • When sending a detention message, it is imperative that you select "For each Student Parent combination" as the message frequency.
        • If a parent has more than one child in school receiving detention, they need to receive one message per student with the student's name and the date of their detention.
        • If the student receives a detention on more than one day, their parent needs to get 1 message per occasion.

As an example:

          • Rachael Abbot should receive 4 messages; one for each of her children.
          • David Abbey should receive 2 messages as Jimmy is in detention twice in the next week.
          • Steven Abrahams should receive 1 message as Jacqui has no siblings and she is in detention only once.

M5_Detention_MsgFrequency_Example

If the option to send messages "Once per Parent" were selected:

  • Rachael Abbot would receive one message; one for Ben as he is alphabetically first in the database.
    • She would not know that Claire, Clarissa and James had detention too and so would wonder why they had not come home on time.
  • David Abbey would receive one message telling him about one of Jimmy's detentions.
    • He would wonder why he came home late on the second occasion.
  • Steven Abrahams would receive one message; Jacqui has no siblings and she is in detention only once.
        • In this instance Steven would be unaffected by the "Once per Parent" option, but the others would suffer.

 

M5_Detention_Contact_Method

Finally, filter the groups if you need to and continue with your message composition as normal.

The token $Student Detention Date$ will allow you to compose suitable messages to inform parents of the date of their child's detention.M5_Detention_Token_Examples

 

 


Next Steps...

If you need any further assistance or get in to any difficulty, please contact your School Administrator. Alternatively, they can contact Groupcall Support on your behalf.

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