Check and send signed-off reports

This is for managers and admins. A report only appears here once it has been signed off. Nothing is emailed until you press the final Send button.

Steps

1. Open Check, then send from Half-term reports. The first list is the referrers. Choose the half-term at the top and press Show.
2. Press Check & send to referrer on a row. The check page opens.
3. Check the address against the record. Add or remove addresses, tick anyone else offered, and press Preview the report before sending if you want to see the PDF.
4. Press Send to referrer. If there is no referrer, press No referrer to send to and give a short reason.
5. The report moves to the parents list. Press Check & send to parents, check the parent or carer details and press Send to parents.
6. Find finished reports on the Fully sent tab. To send many at once, press Send several at once on a list.

If it goes wrong

• If a send fails, the report stays in its list and the row says the last attempt did not send. Check the address and try again.
• If there is nobody to send to, add an address on the check page, or leave using Back without sending.
• If you sent to the wrong address, tell your admin at once. The check page keeps a log with a copy of what was sent.

The two lists

Every signed-off report passes through two stages. First it goes to the referrer, such as a school or a commissioner contact. Then it goes to the parents or carers. Each stage has its own tab with a count. A report only reaches Fully sent when both stages are done or skipped.

What each row says

Each row shows the young person, the date it was signed off and where the referrer and parent stages stand. It says sent on a date to certain addresses, not sent yet, not sent with a reason, or that the last attempt failed. Read report opens the report itself.

The check page

• The addresses are pre-filled from the young person's record. Check they are right before you send.
• Another card offers other contacts on the record. Nobody is included unless you tick them.
• If you type a new address, you can tick a box to save it to the record so it is filled in next time.
• Include a cover page adds the young person's name, the half-term, and attendance, goals and certificates at a glance.
• Also copied shows who is copied in by your oversight settings. A practice report is never copied to anyone.

No referrer

If there is no referrer, press No referrer to send to and type why, for example no referrer recorded. Nothing is emailed. The report moves on to the parents list, and your reason is kept on the record.

Sending several at once

Tick the reports in the window, choose whether to include a cover page, and press the send button, which counts them. Any report with no address is marked so you can open it and add one. If one fails, the others still go, and the window lists what happened to each.

Parent feedback

The email to parents includes a personal feedback link and a QR code for their feedback form. Keep individual links private to the person they were sent to.

How it links together

Reports arrive here once a manager has signed them off. Each send is logged on the report, with a copy of what was sent. Oversight copies go to the people set in your report routing. The parent email carries a personal feedback link, and the replies appear in Questionnaires and on the child's record.