ARTICLE: How to set Default email addresses for Duty Reports

ARTICLE: How to set Default email addresses for Duty Reports

Duty Reports and Default Emails

Any number of categories can be created and customised by your school, so as to create as many duty report templates as required. Within each category, one or more default email addresses can be added. Any email address provided within a category, will only be sent that particular category section of the submitted Duty Report, as per the default setting. These settings are created and managed by your school and can be updated at any time.

Please Note: Any Duty Report can be sent to anyone by adding the required people when creating the Duty Report,  by using the 'Staff to Inform' section of the report, simply highlight each person required. People added using this section will be sent a copy of the entire duty report.

Single Email

When the details of a particular duty report section should be sent to a specific email address, only one is required.

Examples;
  1. School Nurse - will be notified when any details are added within the Medical section (category) of a report
  2. The head of Maintenance - will be notified when any details are added within the Maintenance  section (category) of a report

Multiple Email 

Many email addresses can be included to receive a notification for a Duty Report Category, it suggested to keep the list small, so as not to flood email boxes.
Multiple email addresses must be separated by a comma in the email field of each category to be active.
Example;
  1. When information is submitted within the Dorm Behaviour section of a duty report, the following people could be notified, if required;
    1. School Dean / Head of House / Detention Supervisor

How to setup Default Emails

Go To: System Configuration >> Duty Report Categories



Here is a list of categories that have been created, some with email addresses, some without. 
To edit an email address here, simply click on the required line item, update the email address, click save, and save changes.
Default Email Observations:
  1. Duty Handover - A general handover email address, works well as a central location to re-read reports
  2. Dorm Behaviour - Emails are going to Richard, he may well be the School Dean
  3. Medical - These emails are going to the School Nurse 
  4. Maintenance - These are clearly going to the maintenance team
To create a a new category:
  1. Click the Add Category button
  2. Add all required information as required
  3. Be sure to add a label name that is easy to understand
  4. Add email if required
  5. Click save and save changes
  6. then add the category to any template.

How to setup Multiple Emails

Create or edit a category item with Multiple email addresses, simply use a comma to separate the individual emails.



Category item 'Dorm Behaviour' now displays multiple email addresses, separated by a comma.

Please Note: Only add the email addresses that require to receive an email every time a note is made within that specific category, on any template it is connected.


Here is an example of the automatic email sent to the designated recipient from a submitted Duty Report.



Additional information regarding Duty Reports can be found with these items;
Articles: Staff Duty Reports  /  How to setup Categories  /  How to setup Templates
Videos: Create Duty Reports  /  How to setup Categories  /  How to setup Templates  /  How to View and Export Duty Report Data