Configuring Absence Request Notifications

You can create absence request notifications to inform attendance staff members when an absence request has been entered for one or more students via Family Access. For example, this notification is helpful to notify attendance staff of guardian entered requests, so these requests can be approved so guardians are not called if students have requests entered. You can configure these notifications to be sent immediately once they are saved by the guardian or schedule a time of day when the notifications should be sent.

  1. Select Menu > Administrative Access > Message Center.
  2. Select Notifications under Features.
    Expected Result
    You see the Notification List, which displays existing Notifications set up for all requested dates.
  3. Verify you are in the correct Entity and school year by checking the information at the top left of the screen.
  4. Under the Notifications heading, click Add Notification near the top right of the screen.
    Expected Result

    You see the Add Notification screen.

  5. Complete the appropriate fields.
    1. Select Attendance from the Notification Area drop-down list.
      Expected Result

      The Notification field displays.

    2. Select Absence Request from the Notification drop-down list.
    3. Click Next near the top left of the screen.
      Expected Result

      You see fields that enable you to enter recipient details and message content information.

    4. Under the Notification Details heading, select the appropriate radio button for Trigger Type.
      Step Information

      Typically, you should select Instant, which indicates each request will be sent individually to the recipients of this notification. If you select Scheduled, all guardian requests entered will be sent in one notification, but there is a chance you may miss a notification if a guardian enters a request after the notification has been sent for the day.

      If you select Scheduled, you will see additional fields that enable you to configure the scheduled task after you save the notification.

    5. Under the Recipient Details heading, verify the Recipients field is correct.
      Step Information

      This value is hard-coded to Staff and cannot be changed.

    6. Click the Filter icon if you wish to use a Message Filter to indicate who should receive the notification.
    7. Enter one or more Staff Recipients or click the Magnifying Glass icon to choose from the drop-down list.
      Step Information

      You can click outside of the selection box once you have made your selections.

    8. Under the Message Content heading, uncheck the box for Include Auto Generated Message if appropriate.
    9. Choose the appropriate Priority Type from the drop-down list.
      Step Information

      If you select High for the Priority Type, the message appears with an alert indicator, which displays as an exclamation point inside a triangle. Additionally, the border around the message and icon appears in a different color.

    10. Enter the Subject.
      Step Information

      If you wish to insert information specific to each recipient, you can place your cursor in the field and click Insert Field to choose the appropriate field. When the communication is sent, the system inserts the unique value for each recipient. For example, you could insert the recipient's name. You can click Save to return to your communication draft.

    11. Enter the Message.
      Step Information

      If you wish to insert information specific to each recipient, you can place your cursor in the field and click Insert Field to choose the appropriate field. When the communication is sent, the system inserts the unique value for each recipient. For example, you could insert the recipient's name. You can click Save to return to your communication draft.

    12. Click Preview Message to verify the message will display as expected.
      Expected Result

      You see the Preview Message pop-up menu.

    13. Click Close near the bottom right of the drop-down menu when you are finished previewing the communication.
      Expected Result

      You return to the Add Notification screen.

    14. Click Save near the top left of the screen to save your work.
      Expected Result

      If you selected a Trigger Type of Instant, you return to the Notification List which displays the notification you created. No further steps are required.

      If you selected a Trigger Type of Scheduled, you see fields to schedule the notification. Continue to the next sub-step.

    15. Enter a Scheduled Task Name for the notification.
    16. Verify Daily is selected from the Frequency drop-down list.
      Step Information

      Skyward recommends sending this notification early each day so that any absence requests for the current day can be reviewed.

    17. Enter the Start Date or click the Calendar 31 icon to choose a date using the calendar.
    18. Optional: Enter the End Date or click the Calendar 31 icon to choose a date using the calendar.
      Step Information

      If no end date is entered, the scheduled task runs indefinitely or until a date is entered. Once a date is entered, the scheduled task ends on that date.

    19. Enter the Start Time or click the Clock icon to enter the current time.
      Step Information

      You should set this time to be early enough in the day to notify attendance staff to approve requests entered for the current day. For example, if your organization makes calls home at 9 a.m. to verify students who are not in attendance, you should select a time prior to this time to ensure guardian entered requests are approved and the list of students is accurate for the current day.

  6. Choose one of the options near the top left of the screen to complete the process.
    OptionDescription
    Add AttachmentsSaves the notification and you see an option to add attachments.
    Save Saves the notification and you return to the Notification List, which displays the notification you created. The notification will be sent at the scheduled task date and time to the staff who meet the criteria you selected.