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Set deadlines, sections and wording for half-term reports

Choose when reports are due, which sections they hold, how they are worded, and who is told when they are late.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

These settings are for managers and admins. They are for your organisation only, and changes take effect straight away for everyone.

Steps

  1. Open Half-term reports and press Report settings at the top.
  2. Under When reports are due, pick a date for each half-term and press Save. Use the last day of term puts it back.
  3. Under Timings and reminders, change when reports open for the team and when reminders start.
  4. Under Sections, switch parts on or off and use Up and Down to set their order.
  5. Under Wording, edit the report emails and the feedback link. Leave a box alone to keep the default.
  6. Press Done. Open Service aims on the page to change the outcomes reports reflect against.

If it goes wrong

  • If a box shows the wording could not be loaded, close the window and open it again.
  • To undo a change to sections or wording, use Back to the standard or Back to the default.
  • A change affects every report, including ones already being written. Check before you save.

Deadlines

Each current or upcoming half-term has a date picker. Reports open to the team, reminders start, and the release reminder is sent all counted back from the deadline. Finished reports go for sign-off on it. If you set nothing, the deadline is the last day of the term.

Timings and reminders

This section holds the organisation's report timings. The controls cover when reports open before the deadline and the day reminders go out. They also cover how many sessions a team member leads before they are asked for a summary. Others say whether every goal must be rated, and whether reports go with a cover page. Each control explains itself.

Sections

The report opens with About this placement, which is always first and always on. You can order the other sections as you want them written and printed, and switch some off. A section switched off is no longer asked for, but a report that already has words in it still shows them.

Wording

The Wording box explains the short placeholders you can type into an email. They stand in for the child, the person it is addressed to, the half-term and your organisation. A further placeholder, written on its own line in the parent message, places the feedback link and QR code there.

You can collect parent feedback inside this system, or use an external link. If you choose the internal questionnaire, the external link is ignored.

Service aims

Service aims are the outcomes your reports reflect against. The team answers them inside the report. A change here reaches every report, including ones in progress. Archived aims keep the answers already given.

Late reports email

The card on the Half-term reports page lists who receives the weekday email about late reports. Search for a person by name to add them. Limit them to some area choices, or press Stop emailing.

How it links together

Where settings reachOne set of settings shapes the whole report cycle.
  1. SettingsDates, sections, wording
  2. ReportsOpen on time
  3. RemindersPrompts and emails
  4. EmailsYour wording is used

The deadline controls when reports open to the team, when reminders start and when late prompts begin. Section choices change what the writers are asked and what is printed. Your wording is used in the emails you send to referrers and parents. Changes reach everyone straight away, including reports already in progress.

Questions people ask

Where do I change the report deadline?

Open Half-term reports, then Report settings. Under When reports are due pick a date for the half-term and save.

What happens if I change a deadline that has already passed?

Late prompts and emails follow the deadline you set, so check the new date before you save.

Can I switch a section off?

Yes, except the first one. A report that already has words in a section you switch off still shows them.

Do my changes affect other organisations?

No. The settings are for your organisation only.

How do I get the original wording back?

Use Back to the default in the Wording part, or Back to the standard in the Sections part.

Who gets the late reports email?

Only the people listed on the Late reports email card. If nobody is listed, nobody is emailed.