Skip to main content
Attendance Alerts

Send alerts for student missing class to staff, students, parents

Pratyush Chowdhary avatar
Written by Pratyush Chowdhary
Updated over a month ago

Summary

Orah can send alerts when a student is missing a class in real-time. While taking roll call on Orah if a student is marked absent, it can send an alert to staff, students themselves, or their parents. Alerts can be adjusted to the school's threshold limit eg. if a student misses class for 3 days in a row send an alert to their parent. This will help schools to reduce absenteeism as this feature will send concerning alerts in real-time.

🧭 Navigation : Location > Attendance > Attendance Settings > Alerts Settings


​

Access to Attendance Alerts

  • A staff would need access to General settings

  • Ask your admin to assign Attenndance/General Settings access under additional permission to the individual staff (or in bulk using Roles)

🧭 Navigation : Admin Console > Staff > Select a staff or user role > Additional Permisison > under Product Access section > Supervise > Attendance > General Settings

  • Both View Insights and General Settings - a staff can do both, view the Insights and also access to settings page

  • Only General Settings - allows staff to only have access to Insights settings without viewing it

With both View Insights & General Settings

Only General Settings

Setting up Attendance Alerts

Once you have the required access as mentioned above

🧭 Navigate to Attendance > Attendance Insights > Dashboard Settings > Alerts

Example of an alert would be (in red is editable)
When any student are Absent for any course

3 times in row within 01 Sep 2024 - 01 Dec 2024 send alert to Student or Contacts or Staff at scheduled time
​

1st select students' cohort

  • any student - this option would alert if any student falls in the created criteria

  • House - search and select for one or multiple house

  • Tag - search and select for one or multiple tags

  • Group - search and select for one or multiple Groups/Meetings

2nd select roll codes / reasons πŸ†•

  • For SIS source

    • Select attendance categories - shows the attendance category and reasons created on SIS (read more)

  • For Orah Source - 2 options available for when data source is Orah :

    • Select by roll code types - there are 4 role code types on Orah (read more)

      • Excused Absent

      • Late

      • Absent

      • Present

    • Select by roll codes - shows all the options depending on the role codes created and mapped by the school (read more)​

3rd select course

  • any course - this option would alert for any classes

  • the same course - search and select for one or multiple classes

4th select frequency

  • add the number of times the roll record you want to trigger

    • in total - will add the times in specific time

    • in a row - will alert only when student has consecutive triggers
      eg - Alert for any student who are Absent/Excused for 3 times in a row

5th select time frame

  • rolling period :

    • set number of days

    • set number of weeks

    • set number of months

  • set a custom fixed period like school's term

☝🏽 Note - we don’t send any retroactive alerts. The alerts will be created and sent only from the day the alert criteria are set/created.

6th select user πŸ†•

  • Students via

    • Email or SMS or both

  • Contacts of students via

    • Email or SMS or both

    • Select all or Filter contacts by Relationship, Permissions, Family App user

  • Staff via

    • Email or Push or both

    • Filter out staff users by

      • Specific Staff

      • Assigned Staff - Orah access assigned

      • Course Staff - SIS class assigned

      • Staff by User Role

  • Once all the parameters are added, hit save to create the alert

  • Update (Nov'24)- earlier only 1 recipients were allowed to be selected while creating the alerts now we can select all the 3 receipts at once


    ​
    ​

7th select time to send

  • Immediately

    triggers immediately when the criteria are met

    • Attendance taken on SIS will trigger once when the hourly sync runs

    • Attendance taken from Orah will trigger immediately
      ​

  • At a scheduled time

    triggers at a specified time of the day

    • Attendance taken on SIS will trigger at scheduled time considering last sync

    • Attendance taken from Orah will trigger on the scheduled time


​

Editing or Deleting Alerts

  • All the alerts created will be listed in the same path

  • Alerts can be edited/deleted to match the needs of the school

  • To edit an alert - you can directly click on the alert or hover to use the pen icon

  • To delete an alert - hover over the alert you want to delete and use the delete icon on right

  • You can also delete an alert using the options inside the alert itself

Activating / Deactivating Alert

  • An alert can be deactivated if not used by the school anymore

  • To deactivate an alert - hover over the alert you want to deactivate and use the 3 dot option on the right side

  • You can also deactivate an alert using the options inside the alert itself

  • If you wish to re-activate, use the same path

☝🏽 Note - Switching the attendance source will deactivate all the alerts.

View alert history

  • All the alerts triggered will be listed out in the view history alert section

  • Can be sorted by sent time

  • 4 Roll code types

  • A trigger can also be searched

Receiving Alert Email

  • Alert is sent as soon as the trigger is matched with the rule

  • Alert will be only sent once (for 1st time) the criteria are met, not every time a criteria matches

  • Deleting the alert from the settings would not send any alert email

  • Email, SMS or Push are sent on real time basis

  • Only those matching the filters will be receiving the alert

  • Alert cannot be sent together to Student, Contacts and Staff

  • Alert email will be received from no-reply@orah.com

Example of Email received by staff for an attendance trigger :


​

Example of Email received by Parent/Contacts for an attendance trigger :

Note - the time mentioned in the parent email above - Marked by Isabelle Lucas at 1:00pm, Mon, 16 Sep, 2024 - is the class scheduled time and not the actual roll marking time by the staff.
​
​
​
​
​Hope this was helpful. If you have any further questions, email us at support@orah.com or just click the blue chat icon at the bottom right corner of this page, we will help you navigate through it. Now you can be proactive with absence management πŸ˜ƒ



Did this answer your question?