Presets allow the system to filter data based on a set of conditions which can then be merged into correspondence to students, staff, or parents. A correctly configured preset removes the need to select individual students. Instead, all the students are added and the system the filters out those that do not meet the rule requirements set in the Preset.
When working with Presets, it helps to have a clear idea as to which date-range includes the required records. An example of a couple rules are as follows:
- "All Detentions entered from Mon-Fri of the previous week"
- "All absences for a specified date-range" - where specified refers to the date entered at the time the preset is used
Creating and managing presets
The below process is also covered in Correspondence presets video which provides an introduction to creating, managing and using presets.
- Go to the Administration workspace > Correspondence
- Select a correspondence method (eg. Send letters). It doesn't matter which method is selected as Presets are available across all correspondence methods.
- Set the 'Mode' to either Attendance data or Pastoral care data
- Click the Edit button next to the Preset drop down. This will open the 'Configure preset' box.
- To edit an existing Preset, select it from the drop down.
- To create a new preset, click select New preset from the bottom of the drop-down list, next type a name for the preset in the blank field under the drop-down list.
- Set the 'From' and 'Until' by using the data selectors (the symbol 'v'). The date and time with the white text displays the period of time a preset encompasses depending on the date selected under 'Test this rules'.
- Select the conditions from the drop-down under the From and Until rules.
- If the Preset if for attendance, select the Attendance types to be included.
- If the preset is for pastoral care, select the Pastoral care categories that are to be included.
- Click Save.
Using presets with pastoral care data
Presets can be used in conjunction with the 'Pastoral care data' mode to notify parents of pastoral care notes (eg. detentions, merits, etc). Regardless of the purpose of the correspondence, the process will always be the same. When creating presets, it can be helpful to have a clear idea of the school process prior to the creation of the preset.
Detention preset example
Process: Detention letters are sent each week on Friday
Preset rule: Merge data from pastoral care records from the category 'Detentions', that have been assigned from Wednesday the previous week, to Wednesday on the current week.
Each condition requires a separate preset to be created. For example, some schools may choose to follow-up on detentions twice a week, in which case two presets would need to be created.
Using presets with attendance data
Presets may be used in conjunction with the 'Attendance data' mode to notify parents of attendance issues or events. For example, unresolved absences or lates that need to be addressed, notification of excursions, or sports days. Regardless of the purpose of the correspondence, the process will always be the same. When creating presets it can be helpful to have a clear idea of the school process prior to the creation of the preset.
Attendance preset example
Process: Prior to end of term, parents are asked to follow-up on any unresolved absences recorded for the student during the term. Any absences received in the previous two days is to be excluded.
Preset rule: Merge data from attendance records for the attendance types 'unresolved absence', 'absence', or 'unresolved late' from the first day of term until the current day (minus 2 days).