Admin: Contact Manager Set Up Notification Flags

Table of Contents

1. Trigger Emails

2. Setting Up Vendors

3. Sending Notifications to Students/Parents

4. Customizing Contact Manager Policies

5. Uploading Data into Contact Manager

6. Sample CSV Upload Format

Trigger Emails

Accessing Trigger Emails

1. Navigate to Administration > Settings > Trigger Emails.

2. Click on the Notification Flags tab.

   

Editing or Creating New Flags

• To edit an existing flag, click Edit on the default flags available.

• To create a new flag:

  

  1. Enter a Flag Description.

  2. Select a Color.

  3. Click Save Flag Settings.

  4. Fill in any blank areas as necessary.

  5. Click Save Flag Settings again to confirm the changes.

  

Setting Up Vendors

1. Navigate to Administration > Portal Management > Vendors.

2. Vendors can be added to provide services to students, allowing staff with Contact Manager access to enter vendor session details

Adding a New Vendor

1. Click the Pencil Icon to Add New Vendor.

2. Enter all necessary information.

3. Click SAVE.

Adding Staff to a Vendor

1. Click Show Staff.

2. Click Add Staff.

3. Enter the name of the staff member providing vendor services.

Sending Notifications to Students/Parents

When a school enters a message in the Contact Manager and chooses to send it to a parent via email, the following information will be included in the email:

• Your Area/Subject of Focus: This will appear as the subject of the email.

• Notes: The message entered in Contact Manager will be sent as the main body of the email.

• Title and Notification Flag Type: The email will also include the selected title and flag type next to the Send Notification option.

• Time and Date: The exact time and date of the notification will be included.

• Student Name: The email will display the student's name to ensure clarity.

Example Notification Email:

The following notification was sent on 03/15/2025 at 12:45 AM by Pathways, School regarding:

Student: Rivera, Nathaniel
Subject: Monthly Mtg #1 (Attendance Issues)
Message: Please contact me ASAP regarding this.

Please contact Pathways, School for additional information regarding your student and this notification.

Customizing Contact Manager Policies

1. Navigate to Admin > Settings > Policies > Contact Manager.

2. Click to Show Policies.

3. Customize the policies as needed.

Uploading Data into Contact Manager

Uploading a CSV File

1. Navigate to Reports > Students > Contact Manager Upload.

2. Prepare a CSV file with the required column headers.

3. Required fields are highlighted in red, while optional fields may be included.

4. Once the file is ready:

   • Click Choose File.

   • Locate the file on your computer and select it.

   • Click the blue Import button.

   

General CSV Header Guidelines

• Student ID: Local ID or Student Number - Legacy/External ID

• Contacted By: Username of the person uploading the file (e.g., jdoe)

• Contacted For: Staff member assigned to the contact (formatted as Last Name, First Name)

• Duration vs. Time Entries:

  • If Duration is entered, Finish Time is not needed.

  • If Duration is not entered, both Start Time and Finish Time must be included.

Upload Results

After import, a Results Page will display:

• Successfully loaded records

• Errors encountered during the load (if any)

Sample CSV Upload Format