Using the Contact Log

To manage contact log entries for your school, including follow-up reminders, you can select the ‘Contact Log’ item from the menu:

Menu > Contact Log

The red number in the corner of the menu item indicates the combined total of open contact items and outstanding follow ups.

Summary

This view provides a brief summary of your school's current contact log situation. This includes details of open & in progress logs.

The layout of the overview is different for the Desktop & Mobile interfaces, but the functionality remains the same.

You can use the 'Add New Contact Log' button to quickly add a new contact log. See Recording a New Log for details.

Managing

The contact log feature has been designed to ensure that administrators take responsibility for individual contacts, ensuring consistent customer service, efficient use of administrative resources and less conflict.

To this end contact logs have the concept of ownership at their core. 

Contact Log Processing Statuses & Ownership

Generally contact logs proceed through two of the three available statuses in order as they progress from initial contact to completion:

In Progress

Contact logs begin in this state, locked by the user who created them.

Any log locked by a user will have status of 'In Progress'. The locking user will be shown this status when viewing a contact log:

The locking user can amend the log and change it's status. Only one user can own a contact log at any given time, other users cannot make any changes, only view the log. This ensures that administrators take responsibility for individual contacts.

Once a contact has been concluded then the log's status can be changed to 'Completed'.

The locking user can surrender ownership at any time. This will return the contact log to the 'Open' status and allow other users to lock and take ownership, they may also assign the log to someone else.

Additionally a School Admin can forcibly take ownership of and lock a contact log from an Office Admin, they may also assign the log to someone else:

Completed

Any contact which has been concluded will have this status.

Open

Contact logs can be surrendered by their current owner by putting them in to this state.

Any School Admin or Office Admin can view the contact log and take ownership of and lock the log. Once they do this it's status will change to 'In Progress'.

Desktop

By default the list shows all contact logs, but you can use the Open/In Progress/Completed filter to show only logs with particular status.

1. The red number in the corner of the tab indicates the number of open contact items.
2. Search - search for owner by name. The list will change as you type.
3. Open/In Progress/Completed Filter - filter the logs shown in the list based on whether they are open, in progress or completed.
4. New Action - click to record a new contact log. See Recording a New Log for more information.
5. Column Headers - some can be clicked to sort the list based on the contents of the column.
6. Contact Log Item, Open - click to open the contact log. See Changing a Contact Log for more information.
7. Contact Log Item, In Progress - click to open the pupil profile & settings popup. See Changing a Contact Log for more information.
8. Contact Log Item, Completed - click to open the pupil profile & settings popup. See Changing a Contact Log for more information.
9. List Page Information - The list only shows a maximum of 10 items at a time. To move back and forward between pages you can use the Prev/Next links here.

Mobile

By default the list shows all contact logs, but you can use the Open/In Progress/Completed filter to show only logs with particular status. Simply tap the 'Filter' action.

1. The red number in the corner of the tab indicates the number of open contact items.
2. Search - search for owner by name. Enter your search terms and tap the spyglass button to filter the list.
3. Contact Log Item, Open - tap to open the contact log. See Changing a Contact Log for more information.
4. Contact Log Item, In Progress - tap to open the contact log. See Changing a Contact Log for more information.
5. New Action - click to record a new contact log. See Recording a New Log for more information.
6. Filter & Sorting Menu - click for filter and sorting options. See Filters & Sorting for more information.
7. List Page Information - The list only shows a maximum of 10 items at a time. To move back and forward between pages you can swipe. Swipe left - next page. Swipe right - prev page.

Filters & Sorting

• Open/In Progress/Completed - filter the logs shown in the list based on whether they are open, in progress or completed. 
• Sorting - Select which field you wish to sort by. Select a direction, ascending or descending.

Open Follow Ups

This tab allows you to view current or future follow-ups scheduled for 'Open' or 'In Progress' contact logs. See Recording a New Log - Follow Ups for more details.

Desktop

1. The red number in the corner of the tab indicates the number of outstanding follow ups.
2. Column Headers - some can be clicked to sort the list based on the contents of the column.
3. Follow Up Item - click to open the contact log which the follow up is for. See Changing a Contact Log for more information.
4. List Page Information - The list only shows a maximum of 10 items at a time. To move back and forward between pages you can use the Prev/Next links here.

Mobile

1. The red number in the corner of the tab indicates the number of outstanding follow ups.
2. Follow Up Item - tap to open the contact log which the follow up is for. See Changing a Contact Log for more information.
3. Filter & Sorting Menu - click for sorting options. See Sorting for more information.
4. List Page Information - The list only shows a maximum of 10 items at a time. To move back and forward between pages you can swipe. Swipe left - next page. Swipe right - prev page.

Sorting

• Sorting - Select which field you wish to sort by. Select a direction, ascending or descending.