My Saved Lists
Overview
The Staff Kiosk ‘My Saved Lists’ program lets staff save personalised report templates from Listings and Reports generated in select Staff Kiosk programs. It also enables functions related to my classes and groups, including viewing students, running reports, generating emails, SMS, and notifications to students and parents, and creating custom rolls
The ‘Maintain Schedules’ feature allows users with the appropriate security permissions to automatically email selected listings to specific staff or groups on a recurring schedule, with configurable timing, recipients, and message details, and to view and manage all their existing schedules.
This program can be accessed by navigating to the Staff Kiosk Listings menu.
The Staff Kiosk 'Saved Lists' program can also be accessed from the Staff Kiosk Home Page in the ‘My Saved Lists’ section.
TASS.web includes Saved Listing and Scheduling features too! However, it is only for Listings and Reports generated in TASS.web. See the ‘Bookmarks tab’ section of the TASS.web User Interface article for details.
Check out the ▶️ My Saved Lists in Staff Kiosk Video and ▶️ Maintaining Schedules Video for more information.
There are three different types of 'Saved Lists':
My Saved Lists. This section lists all of the reports you have saved in Staff Kiosk.
'My Saved Reports' can be created using the following Staff Kiosk programs:
Staff Kiosk Listings > Student Absences (List/Emails).
Staff Kiosk Listings > Class List/Emails.
Staff Kiosk Listings > Student Notes (Lists/Emails).
Staff Kiosk Listings > Student Details (Lists/Emails).
Staff Kiosk Pastoral Care > PC Entries (Lists/Emails).
This listing/email program has extensive selection options. These options can be saved as a 'My Saved Report' for later reuse.
You can use the 'My Saved Reports' drop-down list to access your previously saved templates.
You can delete a previously saved template by selecting it from the 'My Saved Reports' drop-down list and clicking the 'Delete' button.
To delete a saved list, do so via the listing/email program that you used to create it. Use the column 'Menu Option' to identify the program used.
You can modify a previously saved template by selecting it from the 'My Saved Reports' drop-down list, making the necessary changes to the report options, then clicking 'GO'.
Your saved reports can't be accessed by another user and vice versa. This is because each template is dependent on the individual user's security permissions.
Your saved reports will also become available via 'My Saved Lists' on the homepage menu or via the 'Listings' top menu.
My Classes. Generated by the Timetable and the Subject Classes assigned to you.
My Groups. Created using Staff Kiosk Staff > Groups.
Hamburger Menu
Use the 'hamburger menu' to:
View a list of students included in your classes, groups, or saved lists, using the 'View Students' option.
Run listings and reports for your classes, groups, or saved lists, using the 'Run Report' option.
Send an email to the students included in your classes, groups, or saved lists, using the ‘Generate Emails' option. Refer to the 'How to Generate Emails’ article for more information.
Send an SMS to students (and/or their parents) in your classes, groups, or saved lists using the ‘Send SMS' option. Refer to the 'Adding a New Student Notification or SMS’ article for more information on sending SMS.
Send a Notification to the students (and/or their parents) included in your class, groups, or saved lists, using the 'Create Notification' option. Refer to the 'Adding a New Student Notification or SMS’ article for more information on adding notifications.
Create Custom Rolls for students in your classes, groups, or saved lists, using the ‘Create Custom Roll' option. Refer to the 'Custom Rolls’ article for more information about Custom Rolls.
Schedule a report to run for your saved lists, using the ‘Maintain Schedules' option. Refer to the ‘Maintain Schedules’ Section below for more information.
Maintain Schedules
The ‘Maintain Schedules’ feature is accessed from the hamburger menu to the right of each report included in 'My Saved Lists'.
From here, you can:
Schedule when to run and distribute the report
Specify individuals to receive the report
Specify groups to receive the report
Identify individuals without permission to access listings in the report
View and manage scheduled listing occurrences.
Each report is emailed to the recipient from the 'no reply' email address specified in TASS.web Finance > General Ledger > Setup Information > Company Information.
Only these reports can be scheduled:
Pastoral Care
Student Absences
Class Lists
Student Notes
Student Details
A list of all schedules created by the staff member and in place for the staff member to receive is available through the ‘Scheduled Listings’ section of Staff Kiosk Staff > Staff Details.
Scheduled listings can also be produced from TASS.web User Interface > Bookmarks tab > My Saved Lists > Hamburger Menu > Maintain Schedules.
Check out the ▶️ Maintaining Schedules Video for a visual demonstration.
User Security Permissions
To use this feature, you must have the 'Scheduled Listings’ permission enabled in TASS.web System Admin > Users > Portal Security Permissions.
Creating a Schedule
Click on the '+ Create Schedule' button to create a new automated email delivered to a person or group of people at a nominated time.
Multiple schedules can be created if you want different recipients to receive the email at different times or with a different message.
The automated email contents (Email Subject and Body of Email are defined in TASS.web System Admin > Utilities > Email Settings on the ‘System Email Templates’ tab using the ‘Scheduled Listing’ template.
Fields that require detailed information | |
* Description | This Description can be used as a keyword or description in the body of the email. This will not be used as the Email Subject. E.g. Weekly Pastoral Care Incidents. |
* Message | This Message can be used as a keyword in the body of the email. E.g. This report contains a list of Senior boys in grade 10 - 12 who have received a uniform infringement this week. |
Recurring | Define how often you want the recipients to receive this automated email. E.g. Every week on Monday or every weekday. If you select ‘None’ enter a date to send the email in the ‘Schedule Date’ field. If you select ‘Daily', ‘Weekly' or ‘Monthly’ select how often you want it to recur in the 'Recur’ and 'Range’ fields. A report cannot be scheduled to run indefinitely. You must specify when the report will stop being sent. If you want the report to run for a long time, specify an end date far into the future. |
* Schedule Time | Schedule the time you'd like the recipients to receive these emails. The scheduled task which sends these emails run every 10 minutes. You might like to schedule it a couple of minutes prior to the time you want the email to land in their inbox. |
Schedule Recipients | Click '+Add Recipient' to add the group of people and/or individual recipients you want to receive this email. Individual recipients can be teaching staff and non-teaching staff (employees). You can search for the following groups of people:
Important! The ‘Permission’ column shows if the users added to receive this report have the necessary permission to access this listing. For groups of recipients, hover over the icon in this column to review permissions. If you've added a recipient who does not have permission to the listing you're scheduling, they will not receive a copy of this email. |
Managing Existing Schedules
From the ‘My Saved Lists’ landing screen, the ‘Schedules’ column of the grid indicates if an existing schedule is in place. Select ‘Maintain Schedules’ from the hamburger menu to review these.
Use the ‘Schedule Status’ button to filter the grid and view ‘All Schedules’, ‘Current Schedules', ‘Completed Schedules’ or only 'Cancelled Schedules'.
Fields that require detailed information | |||||||||||
Description | This will appear in the body of the email sent to recipients. | ||||||||||
Type | Indicates the type of ‘Report’ or ‘Listing’ that is related to the schedule. | ||||||||||
Cancelled | Displays 'Y' if the schedule has been cancelled. | ||||||||||
Next Date | Indicates the next date the report will be run. | ||||||||||
Next Time | Indicates when the report will next be run on the ‘Next Date’. | ||||||||||
Recipients | The number of recipients to whom the report will be sent. | ||||||||||
Past Occurrences | The number of times the report was generated when it was not scheduled. | ||||||||||
Future Occurrences | The number of times this report is scheduled to run in the future. | ||||||||||
Action | Select from the icons to:
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