Security

Aeries Configuration

ParentSquare Configuration

Troubleshooting

Overview

Once a District has Aeries Communications powered by ParentSquare enabled and configured, the District can choose to send Attendance Notifications to Parents with a variety of options. This can be configured differently for each school, and can accommodate Daily or Period absence codes. Configuration for Attendance Notifications can be accessed from the Navigation tree in Aeries under School Info > Aeries Communications.


NOTE: Attendance Notifications are sent to all Contacts with a Notification Preference of General and Emergency. (CON.NP = 1).

 

There are Auto-Notice Templates created at the District level within ParentSquare that match the Aeries templates available to select. You can edit these templates at the District Level in ParentSquare and share with associated schools. You can also customize the templates at an individual school in ParentSquare. Please do not duplicate or remove any attendance templates available in ParentSquare.

 

NOTE: Absence Codes must be defined at the District Level and must contain codes used at all schools. It is recommended that all schools in your District have standardized absence codes. These can be updated on the Update Absence Code screen.

 

Security

Admin only


Aeries Configuration

Navigate to the Attendance Notifications page. Click on '+' to add a New Notification

add button for new notifications


Configure attendance options

NOTE:  The verbiage of the default message can be customized in ParentSquare.


These are the configuration options for each Notification Type. For all of the Notification Types below, an absence is only be counted if the absence code is in the list of selected Codes for that message template.

  • All Day Absence – notification of an all-day absence for today based on the Absence Code selected
  • Period Absence– notifications of Period Absences for today. Additional settings for this message type include:
    • Number of absences – Message is not be triggered until the student reaches this minimum number for the day.
    • Run Time - Set time to send the notification
    • Days of the Week - Which days should the notification be sent.
    • Repeat Type
      • No Repeat - A one time notification per day
      • End of Day Summary- a one time Summary of Period Absences per day
        • Daily Summary Start time - if Run Time is blank, this is used to send the Daily Summary
      • Every Period - can be set to send so many 'Minutes After Start of Period'
  • Count of All Day Absences– notification of total count of absences this school year. A minimum number of absences can be specified. A notification is sent when a student first reaches the minimum number of absences, and a subsequent notification is sent each day the student accrues an additional all day absence.
    • Number of absences – Message is not triggered until the student reaches this minimum number for the day.
    • Run Time - Set time to send the notification
    • Days of the Week - Which days should the notification be sent.
  • Count of Period Absences –notification of total count of Period Absences this school year. A minimum number of absences can be specified. A notification is sent when a student first reaches the minimum number of absences, and a subsequent notification is sent each day the student accrues an additional all day absence.
    • Number of absences – Message is not triggered until the student reaches this minimum number for the day.
    • Run Time - Set time to send the notification
    • Days of the Week - Which days should the notification be sent.
  • All Day Tardy - notification of an all-day Tardy for today based on the Absence Code selected
  • Period Tardy - notifications of Period Tardies for today. Additional settings for this message type include:
    • Number of absences – Message is not triggered until the student reaches this minimum number for the day.
    • Run Time - Set time to send the notification
    • Days of the Week - Which days should the notification be sent.
    • Repeat Type
      • No Repeat - A one time notification per day
      • End of Day Summary- a one time Summary of Period Absences per day
        • Daily Summary Start time - if Run Time is blank, this is used to send the Daily Summary
      • Every Period - can be set to send so many 'Minutes After Start of Period'



Message templates can be disabled at any point after they are created. Any comments about the Notification can be entered for internal use.


disable checkbox and notes



Choose the Attendance Codes that apply to this Notification. For instructions on configuring your Absence Codes, see the Setup Absence Codes article.  The Absence Codes need to be set up at the District Level to appear here.


select attendance codes to include


Choose the Schools that use this Notification Template. 


select schools to include


NOTE: Aeries Communications powered by ParentSquare can be configured as a Single School Implementation. If not all schools in your District are enabled for Aeries Communications powered by ParentSquare there is a message (seen below) on the Attendance Notifications page when accessed at the Schools that are not enabled.


attendance notifications not available message



ParentSquare Configuration


Using a ParentSquare District Admin account, customize the Attendance template messages within Add-ons > Auto Notices. If templates need to be customized by each site, share the appropriate templates to the associated sites and customize within School>Add-ons>Auto Notices


parentsquare templates


Attendance can be configured at the District. Click on the Pencil to Share the template with Schools for attendance management reporting and verbiage customization at the site level.


share with schools


 Clicking on the Template opens it up to allow Editing. There are 3 tabs available. 


editing a template



Merge Fields  - These are the fields you can add to your Message   

  • [grade_description] – "Fourth Grade", "Fifth Grade", etc
  • [student_name] – "FirstName LastName"
  • [student_id] – STU.ID
  • [school_name] – LOC.NM
  • [school_phone] – LOC.AC-LOC.TL
  • [att_date] – The date of the attendance occurrence
  • [att_count] – The count of attendance codes selected
  • [att_periods] – "period 2", "periods 1 and 2", "periods 1, 2, 3, 4, 5 and 6"


Template Messages - This is the message body the Parents receive. It can be edited by clicking on the Edit button. You can change the wording and the merge fields. There is a 250 character limit to the Text Message.


edit button


customizable messages


You can also edit the Template Title;


template title


The View Options link displays more message options (seen below)

more message options

  • "Enable File Uploads" are only applicable for Aeries District Attendance Letter templates (Coming Soon).
  • The "Allow Responses" checkbox is specific to Attendance Notifications, giving recipients the ability to click “Reply” within the SMS or Email which takes them to the ParentSquare page seen below. They can enter a response to the attendance notification by clicking the "Send Note to School" link.
    (Note: parents cannot simply reply to the SMS or email, they must click within the message.)
    parent response option
  • “Define Recipient Filters” displays as an option but should not be utilized since the filtering has already been configured in Aeries. Please do NOT add additional filters.


Notices Sent - Lists the the daily Notifications sent out. Clicking on 'View Report' lists the Students and the Dashboard  shows Delivery Details.


notifications delivered


notifications dashboard


Auto Notice Daily Summary Report emails can be configured within Add-Ons>Auto Notices as seen below:

auto notice summary email configuration


For more information regarding Auto Notice reporting, please see: How to View a Delivery Report for Auto Notices
NOTE: You must be logged into ParentSquare to view this article.


Troubleshooting

On the 3rd Party Systems Connections page there is an option to enable Verbose Logging for troubleshooting purposes. This writes to LOG the information about Attendance Notification call errors.  Additionally, all requests are logged to the WRL table



w r l table

The Log entry for Attendance Notifications are seen with the CD of 'ParentSquare' or 'ParentSquare DEBUG'