TABLE OF CONTENTS

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 will be 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


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 will 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 will 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 will be 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 will be sent when a student first reaches the minimum number of absences, and a subsequent notification will be sent each day the student accrues an additional all day absence.
    • Number of absences – Message will 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.
  • Count of Period Absences –notification of total count of Period Absences this school year. A minimum number of absences can be specified. A notification will be sent when a student first reaches the minimum number of absences, and a subsequent notification will be sent each day the student accrues an additional all day absence.
    • Number of absences – Message will 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.
  • 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 will 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 will be 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.



Choose the Schools that will use this Notification Template. 



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 will be a message (seen below) on the Attendance Notifications page when accessed at the Schools that are not enabled.


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



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.




 Clicking on the Template will open it up and allow Editing. There are 3 tabs available. 




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 will 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.




You can also edit the Template Title;



The View Options link will display more message options (seen below)

  • "Enable File Uploads" will only be 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 will take 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.)
  • “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 - Will list the the daily Notifications sent out. Clicking on 'View Report' will list the students and the Dashboard will give Delivery Details.




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


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 will write to LOG the information about the attendance notification calls.



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