Step 5: Automate email alerts to teachers, SLT and more

Automated email alerts when specific events or incidents are recorded in Medical Tracker allow you to keep necessary staff members up to date about the students in their care or related to their job role within your school.

Top tips: If you are setting up automated alerts, we suggest turning on the One time link within Settings - Account settings and then Security (see below). This allows staff members to view records instantly. Once the link is clicked it will expire after 10 minutes and the staff member will need to log in to view it again.

What notifications can be set up?

Incidents - students or staff:

When an injury has been recorded
When a bump & scrape has been recorded
When a head injury has been recorded
When an illness has been recorded
When a notifiable disease (COVID-19) has been recorded
When a near-miss has been recorded
When a staff or visitor has been recorded
When a student/staff member goes home due to an injury
When a student/staff member goes to the hospital due to injury
When a student/staff member goes home due to illness
When a student/staff member goes to the hospital due to illness
When an incident is marked as RIDDOR has been recorded
When a witness statement has been recorded
When an accident investigation has been requested
When an accident investigation has been completed
When an accident investigation has been signed off

Medication management

When the medication has been administered
When medication is close to expiry or the stock limit has been hit

Medical conditions

When a new individual health care plan has been added
When an individual health care plan is due for a review

LFT Results

When staff or students test positive
When staff or students test result is void

Staff qualifications:

When staff first aid qualifications need renewing (12 weeks)

Who can receive automated email notifications?

Any staff member with an email address within the staff module can receive automated email alerts. Alerts can be filtered by registration groups (class) or set up for the whole school.

For example:

Mrs Jones - teacher of 5DT can receive automated email alerts for her class only
Mrs Joseph - Headteacher can receive automated alerts for the whole school

How do you set up automated email notifications?

Each staff member will have a profile within the 'Staff' module. Within each profile, there is a tab for 'Notifications' which is where you can set up the notifications outlined above.

You can only filter notifications by registration group (class) if the staff member is associated with a class in your Management Information System. Under the column 'Registration' group in the staff module, you can easily filter to see these staff members and within their profile, you can 'Filter notifications' by class using the toggle.

Once set up, please go to step 6