Attaching Alerts to Students

You can add an Alert to the Student Profile, which causes an indicator to display next to the student's name in various areas throughout the software. If security access is granted administratively, the indicator will also display in Family Access. For example, if you added an alert to indicate a student has an allergy, a yellow hazard icon displays under the student's indicators. If the box for Critical is checked, the hazard icon displays in red and the student's name in the Reference Area on the Student Profile also displays in red and in italics. If the box for Require Acknowledgment is checked, an acknowledgment of the critical alert displays for each user who accesses the student's profile. Additionally, a banner will display on the Student Profile with the alert if your District has configured the appropriate security. You can also identify critical alert records by checking the Create Critical Alert box when you create student health condition or guardian restricted access records.

Scroll past the video to access the step-by-step instructions.

Audio Transcript

You can add an alert to a student’s profile to note important information teachers and staff members may need to know. By doing so, corresponding icons will appear next to the student’s name within the Student Profile. Let’s begin by navigating to the Student Profile feature within the Student module. After selecting the Alerts sub-tab, we’ll see any existing alerts for the student. Let’s add an alert to this student. The Start Date field defaults to the current day but can be updated if needed. If we know when this alert will no longer be active, we can enter that into the End Date field. Since we don’t have this information, we’ll leave it blank. This student is allergic to bees; let’s enter this into the Information field. Checking the Critical box enables us to identify between severe alerts and less severe ones. Any alert marked as critical will display the student’s name in red along with a red banner and a red alert indicator within the Student Profile. A non-critical alert will only display a yellow alert indicator. If we wanted to require acknowledgment of this alert, we could do that here as well. Once we’ve completed configuring our alert details, we’ll click Save. We see that the alert has been added to the list. We’ll also see that her name is highlighted in red along with a red alert indicator. If we navigate to other areas of the Student Profile, we’ll be asked to acknowledge the alert attached to the student. Once we do so, we’ll also see the red alert banner. Now that you know how to attach alerts to students, you can be sure that teachers and staff members are made aware of student alerts.

You can add an alert to a student’s profile to note important information teachers and staff members may need to know. By doing so, corresponding icons will appear next to the student’s name within the Student Profile. Let’s begin by navigating to the Student Profile feature within the Student module. After selecting the Alerts sub-tab, we’ll see any existing alerts for the student. Let’s add an alert to this student. The Start Date field defaults to the current day but can be updated if needed. If we know when this alert will no longer be active, we can enter that into the End Date field. Since we don’t have this information, we’ll leave it blank. This student is allergic to bees; let’s enter this into the Information field. Checking the Critical box enables us to identify between severe alerts and less severe ones. Any alert marked as critical will display the student’s name in red along with a red banner and a red alert indicator within the Student Profile. A non-critical alert will only display a yellow alert indicator. If we wanted to require acknowledgment of this alert, we could do that here as well. Once we’ve completed configuring our alert details, we’ll click Save. We see that the alert has been added to the list. We’ll also see that her name is highlighted in red along with a red alert indicator. If we navigate to other areas of the Student Profile, we’ll be asked to acknowledge the alert attached to the student. Once we do so, we’ll also see the red alert banner. Now that you know how to attach alerts to students, you can be sure that teachers and staff members are made aware of student alerts.



  1. Select Menu > Administrative Access > Student.
  2. Select Student Profile under Features.

    You see the Student Profile for the first student listed alphabetically in the entity or for the last student whose profile you had open.

  3. Verify you are in the correct Entity and school year by checking the information at the top left of the screen.
  4. Begin entering the student's name in the Student search field near the top left of the screen.

    Students with similar names appear in a drop-down list. If necessary, continue entering more of the student's name until it appears in the list.

  5. Select the student from the drop-down list.

    You see the Student Profile for the student you selected.

  6. Select the General tab group at the left of the screen.
  7. Select the Alerts sub-tab.
    You see existing Alerts for the student.
  8. Click Add Alert near the top right of the screen.

    You see the Add Alert screen.

  9. Complete the appropriate fields.

    Required fields are identified with an asterisk. You must complete required fields before you can save your work.

    1. Verify the Start Date or enter the correct date if necessary.

      This defaults to the current date, but can be modified as needed.

    2. Enter the End Date for the alert or click the Calendar 31 icon to choose a date using the calendar, if appropriate.

      If there is no known end date for this record, this field can be left blank. Typically, you would enter an end date when adding a historical record.

    3. Enter the alert Information.

      For example, you could enter "Student has asthma" or "Student is allergic to bees."

    4. Check the box for Critical if appropriate.
      You would check the Critical box to indicate a severe alert, such as a peanut allergy. You might leave this box unchecked for less severe alerts, such as vision problems that require a student to sit near the front of the classroom. For critical alerts, the hazard icon displays in red and the student's name on the Student Profile also displays in red and in italics. Additionally, a banner will display on the Student Profile with the alert if your District has configured the appropriate security.

      The image below displays a critical alert for Pauline Adams indicating she must have an inhaler with her at all times.





      When checked, the Require Acknowledgment field displays. Continue to the next sub-step.

      If you did not check this box, skip to step 10.

    5. Check the box for Require Acknowledgment if appropriate.

      If you check this box, an acknowledgment displays with the critical alert for the student in the Student Profile and require users to view and click Acknowledge & Continue to dismiss the acknowledgment. For example, if a student has a severe bee allergy and carries an EpiPen, you can check this box to display an acknowledgment of this critical alert for the student each time a new user accesses this student's profile or if more than an hour of time has passed from when a previous user accessed the student's profile.

  10. Choose one of the options near the top left of the screen to complete the process.

    You can deactivate and activate the alert as necessary. To do so, you can click the drop-down icon to the left of the alert and select Delete Alert from the Record Options drop-down menu. The system automatically adds an end date of the current date, which you can adjust as necessary by opening the alert record and editing the end date. You can also edit the information you initially added for the alert. If you modify the alert, you must choose one of the save options near the top of the screen to save your changes.

    OptionDescription
    Add Attachments You see the Add Attachments screen, which enables you to add attachments.
    Save You return to the Alerts sub-tab of the Student Profile, which displays the alert you created and defaults the alert to Active.