How to navigate in Reach

Detailed explanations of the above sections and all areas of Reach are available in the User Guide and Knowledge Base

Metrics View 

1. The top of this section shows the current ‘Entire School’ student number
2. The pie chart is a quick reference to current student locations/numbers, which updates live across the platform
   
1. All pie locations and colours are created and managed by your school
   
3. Hovering over a slice of the pie, a pop-up box will inform you of that Location and current student number
4. If you click on a slice of pie, a slide menu will appear with student photos and names, if you then click on a student, the student sidebar menu will appear from the right-hand side, allowing access to individual student information
5. Two large, coloured circles indicate current numbers of students on and off-campus
6. Locations box & name allows you to click on/off that location to affect the pie chart
7. The settings cog icon can be seen throughout Reach when required to provide additional functionality
   
1. The cog allows for filtering/adjustments/control of that widget/section/page
   

1. Six tabs, each with colours and numbers to represent live data
2. The top two show Pending/Approved leave numbers. Click one to open the manage leave section
3. The next two tabs show student Arrivals/Departure numbers from the airport view section
4. The bottom left tab shows Today’s Rollcalls, a click opens the check-in summary page
5. The bottom right tab shows Today’s Pastoral, a click opens the current pastoral reports list, click a line item to review

1. Live data of the current week’s meals required, shown as mealtimes and days
2. Buttons at the bottom of this section allow quick actions
1. Email to Kitchen, including/excluding, previous/next week, checking returns
3. Built into the data are the specific student’s dietary requirements including; allergy warnings, short term restrictions due to medical or dates of birthdays, all data is managed by your school via People Management >> Select Student Profile >> Medical >> Conditions
4. If you open the Meals Dashboard from the main menu, greater information/control is provided regarding; special meals, meals per individual, and requirements viewed by overview or by day
   

1. This section shows today’s birthdays and upcoming birthdays
2. Use the settings cog to change the view to reveal birthdays for students/staff/entire campus

1. News will show items created/posted by staff listing chronologically
   
1. The News feature is configured via System Configuration >> News
   
2. Clicking on a News item will open a new page tab with the full news information
3. Create items to share with your staff, the Reach team will also post news items regarding updates and new features
   
4. To view and manage news items go to; Communication >> View News Management

Kiosk screen

1. All Houses/Dorms - System Configuration >> Lookups
1. This can list entire buildings names, sections in buildings, or names of dorms
2. All Years/Grades - System Configuration >> Lookups
1. Filter by school year/grade also by male and female and per year/grade
3. All Locations - System Configuration >> Locations
1. On/Off Camus locations could include; library, bike riding, junior/senior study rooms
4. All Groups - System Configuration >> Groups
1. Groups menu contains sub-groups, each group contains items managed by your school
   
1. Student e.g., school band, Covid permit, or excursion group
   
2. Staff e.g., coaches or tutor groups
   
3. Event e.g., dance showcase, cinema reward, or camp group
   
4. Sport e.g, basketball team, hockey team or football team
   
5. General e.g., shopping trip, beach trip
   

1. Located on the right-hand side of the screen
2. This filter provides quick access to students grouped by last name
   
3. Click ‘ALL’ to refresh and show all students
   

1. Located under the control Icons on the right-hand side
2. Start typing a student name, the field of student icons will update directly
   

1. The pop-up will appear for selection, once applied, the selection will be pinned to the top of the student icon field
2. View the default display or identify late students 
   

1. Toggle between having the drop-down kiosk filters displayed or hidden
2. The icon will change to orange as shown, to indicate it is currently selected
   

1. Click this icon to force a hard refresh to your browser, this will refresh your session
1. Any unsaved work will be lost with a Hard Refresh
2. If changes are made in the system and do not appear after saving, click hard refresh and check again, some changes may take a moment to apply
   

1. Toggle between having the locations legend displayed or hidden
2. The icon will change to red as shown, to indicate it is currently selected
   

1. First, select a student by clicking the multi/single toggle
   
2. Second, select the required student/s
   
3. Third, click the chat icon to open the quick message window
   
4. Send your required message via; email, internal, push, or SMS (text messaging rates apply)
5. Article: How to Quick Message Student / Parent
   

1. Multi-select allows for more than one student to be selected to perform a bulk action of a location change or to send quick messages. Use the checkmark in multi-select mode to quickly select all required students
2. Article: Bulk SISO - Kiosk View
   

1. Indicates if you are currently online or offline
   

1. Toggle between viewing the student or staff kiosk
   

1. Location names, capacity and colours are created and managed by your school via System Configuration >> Locations
2. The colour of a location is also shown as a ring around the student’s image and a bar at the bottom of their icon for quick visual awareness
3. Numbers appear on the colour boxes showing the live number of students per location
4. If you click on a coloured box, that group will appear in the icon field, as a quick filter
5. Selecting/deselecting multiple colours/locations, will show/hide in the student icon field directly

 

1. Blue – close to capacity    
2. Orange – capacity dangerously high
3. Red - capacity exceeded
   

 

 

1. Small car – noting the student can drive, vehicle registration could also be shown upon hovering the mouse
   
2. Medical staff – can mean check-ups, vaccinations, inoculations, or dates 
3. Stethoscope – can mean that student carries a ventilator or an EpiPen is required
4. Warning Triangle – can be used as a strong warning
   

                      

1. A sticky note can be used as a reminder on sign-out, e.g., 'remember to take medication'
   
2. Click the icon to open
   
3. Enter your note details, select the required student
   
4. Tick the alert and expiry time boxes as required
   
5. Select required option for note visibility, SISO and/or approved leave items
   

1. Click on a student's image on the kiosk screen to open their specific location options
1. The SISO page allows for a quick location change for that student, this will update their location directly across Reach
   
2. Click on a student's name on the kiosk screen or the SISO page, to open the student sidebar profile for that student 
   

 

           

                            

1. Which location/s each student is permitted to see
   
2. Does a location require a student/staff PIN
   
3. Is the flexi-time option required
   
4. Is the maximum capacity setting required
   
5. Does the location require curfew times per day
   
6. Is the location to have viewing restrictions per Year/Grade or Houses/Dorm or Groups
   

 

1. Click the profile photo for a larger image
   
2. Clicking the coloured location icon will open the kiosk screen for that student
   
3. Quick icons that appear may differ, however, may include;
1. Student timeline and summary, gated, quick email, edit profile, and pastoral points
4. Student information showing house/dorm, year/grade, phone number, email address, and date of birth
5. Click the address to open a GPS map for the location
   
6. User Defined Fields (UDF) can be managed via System Configurations >> User Defined Fields
   
7. Quotas will vary depending on your school settings

1. The Associations tab details the contact information for that student’s parents, hosts, and emergency contacts, as created by your staff in the profile of each individual student 

1. The History tab details quick records for leave/SISO/rollcall/pastoral/medical/wellbeing. Click a heading to slide that view open, the history will appear

1. The Quick Note tab allows you to save a short note, alternately create a full pastoral report by using the open report button at the bottom  
   

Airport View  

 

1. This screen will show you a prefiltered view, based on the settings in your personal staff profile 
   
1. This can be adjusted via People Management >> View Contacts >> Groups Managed tab 
   
2. Article: Setting Groups Managed - Staff Leave Approvers 
2. Use the drop-down filters to adjust the arrivals and departures lists
3. Only approved leave requests for the coming 24 hours will display on the departures screen
1. Use the bulk sign-out feature by ticking the multiple boxes per student, then click the bulk sign-out button   
4. The background colour of a late student will be shown as red, this changes automatically based on the time set in the leave item
5. Clicking on the date/time under the leaving or returning columns of a particular leave item will provide you with multiple action items including;
   
1. Edit, quick SISO, add quick time, or send the student an SMS
   
6. Clicking the settings cog in the top-right of the airport view, allows you to change how the tables display; horizontally or vertically
   

Take Rollcall

Grid View

 

1. F ilter the student group by House/Dorm, Year/Grade, Locations or Groups
2. Select Rollcall Category – these items are created and managed by your school via System Configuration >> Rollcall Categories   
   
3. Show/Hide Leave State button controls the approved leave items and  is identified a coloured suitcase per student, click a suitcase to sign the student in or to mark as processed, the suitcase options are as follows; 
1. An orange suitcase  - expected to return as per date/time listed in notes
   
2. A red suitcase  - not returned, and were expected as per date/time in notes
   
4. The Status column provides icons per student to manage your rollcall, a ll students ’must’ be given a value, those icons are; 
1. Tick to mark as present - will change to green  when selected 
2. Arrow to mark students as l ate/absent  will change to blue when selected 
3. X icon - will change to red indicating the student is  absent 
5. Notes can be given for each student as required
   
6. Submit Rollcall button will save the results, if incomplete, a pop-up will notify you 
7. The Save Rollcall button allows you to save whilst still in progress
   
1. Saving a partially complete list will retain the Rollcall for your device login only
   
8. Hide Processed button will place the processed students at the bottom of your screen 
   
9. Toggle drop-down menu with options to mark all students as;
   
1. Present, Absent, SISO'ed, or you can Clear All current status selections to start fresh 
   
10. Columns drop-down menu allows you to select/deselect columns as required  
    
11. Update Location drop-down menu allows you to automatically SISO students to locations 
    
1. Eg, When conducting a rollcall in the dining hall
   
1. Select  dining hall from the auto SISO list 
2. When the rollcall is saved, all students that are marked as present, will auto SISO to the dining hall
   

Live Rollcall

 

1. Group By: This filter is an extension of the grid view setting
1. Select Room, First Letter of Surname, House/Dorm, Year/Grade or Location
2. Default Action: Select Display Selector, Present, Accounted for By Someone Else or Absent
3. Present Location: Select a location if required
4. Absent Location: Select a location if required
5. Rollcall Category: Select a rollcall from your school list
6. Start Ad Hoc: This feature is used when taking a Live Rollcall that is not currently saved as a Rollcall Category and it will not need to be saved as a future Rollcall Category to use again - this is a one-off Rollcall. 
   
1. Example: ‘a special dorm meeting’, in these instances an Ad Hoc Live Rollcall can be used, if this ability is turned on
   
2. Go To: System Configuration >> General 
   

 

1. The first click will show you all students accounted for, the left-side number will become bold, and the icon field will change
2. The second click will show all remaining students to be accounted for, the right-side number will become bold, and the icon field will change
3. The third click will return to normal, showing all filtered students, not using bold
   

Pastoral Note

 

1. Select the Staff or Specific Group that you want to share the record with, a dd them individually or use the drop-down menu to select as required 
2. The current date/time is automatic; however, records can be post-dated if required
3. Pastoral Score can be entered manually or will appear automatically if predetermined when creating or updating a Pastoral Report Type
4. The Associated field allows the same functionality as the Primary field, to add additional students to the report
5. Select the Type of Pastoral Report (Incident)
   
1. Each incident type has a cardinality (positive, neutral, negative) and this reflects in the history profile for the student
   
2. Pastoral Report Types are created and managed by your school via  System Configuration >> Pastoral
   
6. Select the Access Level, by default, all pastoral records will be saved as staff-only, however, you can select sensitive or confidential, and only staff in that circulation list and those with access to view the selected status will see that record
   
7. Tags are used to quickly inform the primary student or their parents of the report 
   
8. Add Document button allows you to Attach files to the record; documents/photos, etc
   
9. The Report Details field is a free-text area for you to detail the information for your report 
10. Once complete, remember to click Save

Duty Report

1. Report Templates allow for different types of Duty Reports to be submitted, such as Dorm Duty Report, Library Study Hall Report, AOD Report, etc.  Availability of different templates dependent on System Configuration settings by your Reach administrator.
2. The Save As Draft button allows you to partially create a report to complete later 
   
3. Select Staff to share your report with individually or by groups using the drop-down menu
4. Tags allow you to connect the report to as many relevant groups as required
1. For further details please read the following Article: Staff Duty Reports 
5. Text Body fields, as shown in the above image as, Dorm Behavior & Study can be seen
   
1. The names of these fields are managed by your administrator
2. Additional text body fields can be created to capture more specific details; parental contact notes, maintenance or medical
   
6. Mention of Boarder/Student button per text body field, when clicked will trigger a pop-up
   
1. This allows you to add single or multiple students with pastoral categories, pastoral points, tags and to write individual notes
   
2. Alternately, use the @ symbol while writing your report to quickly add a student
7. Once a completed duty report has been submitted, tags will save to the noted student's historic profile
   
8. Student Sidebar per individual student will always list their specific records 
9. View and print historic reports by an individual or group via Staff >> View Duty Reports 

Manage Leave

1. Add New Leave button opens the leave details page to create leave for a student
2. Toggle All allows you to select all line items for quick action
3. Bulk Actions button show a quick menu to approve or reject those line items selected
4. Show/Hide provides a quick menu option to select approved/pending/rejected/on leave 
5. Columns drop-down menu allows you to select/deselect any/all columns as required
   
6. Filter drop-down menus House/Dorm, Year/Grade, Locations, Groups and All Leave Types are all created and managed by your school
7. Up/Down arrows in each column header to filter by the selected column
8. Search Bar is used to find a particular leave request

 

1. State column shows four Leave States:  Pending/Approved/Rejected/On Leave
   
2. Actors column shows the titles pre-set by Reach to show the colour status of each actor (leave approver) involved in the process
   
1. Hover on an Actor icon to show further details
   
3. Properties column shows icons for recurring leave or message
   
1. Hover on an icon to be provided further information
   
4. Click on a line item to view, that item will expand down to reveal all leave details
   
1. In the leave details section, you can; edit, approve or reject a leave event
   
2. Leave details is split left/right, with details on the left and the audit trail on the right
5. The audit trail shows coloured drop-down menus that provide four action options;
   
1. Re-send Authorisation, View Contact, Approve by Proxy, or Revoke Action 

Support

Branding & Assets 

Use the File Manager to load your image files

Firstly, images are required to be uploaded to your Reach portal using the File Manager.                             

Data Management >> File Manager

Secondly, these image files can then be assigned to each part of your Reach portal.

System Configuration >> Assets