Build part 2 - Customise your Behaviour Incident Workflows

You can choose to notify primary/guardians if an incident is logged, or if their child is added to a detention session, or through an automatic workflow - see the section on Assign Automatic Detention below for how to turn this on.

You can choose to use different SMS or email templates you've set up, if you want a different message to show depending on the severity: Set up different email or SMS messages for incidents and detention severities

You can set up incidents to automatically notify as many key members of staff as you like when an incident is created. The incident will appear in their 'Watched by me' section on the incident dashboard, and they will receive a notification in the top right corner.

1. To set up notifications choose a level of incident and click 'Notify member of staff' on the incident workflows page.

2. Select who to notify about this level of incident. You can select as many as you need.

Please note: in order to notify users with a role in relation to the student, the following needs to be set up:

• Form Tutor - Each form needs at least one form tutor and the student needs a registration form.
• Head of Year - Each year group needs to have a head of year and the student needs to have a year group.
• Head of House - Each house group needs to have a head of house and the student needs to have a house assigned.
• Head/Second of Department/Faculty - The lesson must be linked to a course. The course must be linked to a Department, the Department/Faculty must have a head/second.

'Specific member of staff' will notify one user for all incidents created of this level regardless of the students involved.

'Allow staff to add notifications...' allows staff to choose who to notify when they create an incident.

You can set up incidents to automatically be assigned to the member of staff you would like to deal with the issue when an incident is created. The incident will appear in their 'Assigned to me' section on the incident dashboard, and they will receive a notification in the top right corner.

1. Select 'Assign to member of staff' on the incident workflows page.

You can select who to assign this level of incident to. Please note you can only assign to one person for each student.

 In order to notify users with a role in relation to the student, the following needs to be set up:

• Form Tutor - Each form needs at least one form tutor and the student needs a registration form.
• Head of Year - Each year group needs to have a head of year and the student needs to have a year group.
• Head of House - Each house group needs to have a head of house and the student needs to have a house assigned.
• Head/Second of Department/Faculty - The lesson must be linked to a course. The course must be linked to a Department, the Department/Faculty must have a head/second.

'Specific member of staff' will notify one user for all incidents created of this level regardless of the students involved.

If a member of staff doesn't have the right role for an incident to be automatically assigned (for example, if there is no one listed as head of department) then the member of staff that logs the incident will be asked to select one person to assign the incident to.

To automatically assign students to a detention if they are involved in a certain level of incident. 1. Choose Auto-assign detention and then select the detention type you would like to assign.

2. Select Next available session to automatically enrol the student in the next available detention session or select do not assign a detention session to leave the student without a specific detention session (this will require someone to go in and assign the student a session).

You can also allocate automatic detentions with a 24h delay

3. Select 'Allow staff to assign detentions' to allow staff to assign students to detentions manually when they log incidents.

The auto close workflow closes an incident automatically after the workflow has been run.

To enable auto-closing, select Auto close.

Select this option to automatically escalate an incident after repetition. You can read more about escalations here: Taking a look at an example escalation workflow

1. Enter the number of incidents required to escalate to the next level.

2. Select the time period these incidents must occur in.

You can select from:

• 1 day
• 1 school week (5 days)
• 1 calendar week (7 days)
• 2 school weeks (10 days)
• 1 calendar weeks (14 days)
• 1 month
• Half term
• Term
• Year

3. Select the level you would like to escalate to. Then click Save.

Select this option to automatically add or deduct behaviour points when this level of an incident is recorded.

Select this option to email the assigned staff member with a link to the incident overview.

The staff member will receive an email when an incident is assigned to them. It will say 'New behaviour assignment' in the subject line.

It is possible to ‘Allow students to be assigned an internal exclusion’ as part of your school’s behaviour workflows.

When this is switched on:

• Students will show in the ‘Pending internal exclusions’ tab of the Internal Exclusions - Overview page if you have 'allow assign internal exclusion's turned on and you log an incident without assigning the student to an internal exclusion using the Take Action button.
• Students will show in the Internal Exclusions tab if you do select an internal exclusion as part of logging an incident, or if you add an internal exclusion manually without logging a behaviour incident.

Due to the serious nature of internal exclusions and factors such as internal exclusions room size and student behaviour clashes, we have set the system up so that it is not possible to automatically enrol students in an internal exclusion just from logging a behaviour incident.

1. Go to Students > Behaviour > Setup

2. Go to the Incidents tab

3. Select Automatic Incident Workflows. 

4. Click on the Behaviour Types tab

5.Click +Add.

Please note that this tab will display if your school has purchased the Perform packages or the Comms package. Want to upgrade? Just get in contact with your Account Manager.

6. In the slide over, give the custom workflow a name and link it to one or more behaviour types.

Please note that you cannot link two workflows to one behaviour type. Selecting a behaviour type that already has a linked workflow will overwrite the linked workflow with this one.

In this example, adding a new workflow has removed the behaviour type from the old workflow.

Once you set up a new workflow, you'll then be taken to the overview for the workflow.

You can read more about escalations here: Taking a look at an example escalation workflow

However unlike standard incident workflows (where you select the level to escalate to), custom behaviour workflows will escalate a certain number of levels.

So in the example below, -1 behaviour types will escalate to -2. This means that if you want a -1 behaviour type and -2 behaviour type to both escalate to -3, you would need to set up two custom workflows.

Top Tips:

• You can only escalate the severity level of the behaviour, not from one behaviour type to another.
• Escalations cannot go beyond level 5. So for example level -4 incidents set to escalate 2 levels will only escalate to -5.

You can choose to notify primary guardians or staff of incidents or detentions. Top Tip: You can set up custom email or SMS templates to use with each workflow: Set up different email or SMS messages for incidents and detention severities

You can also choose to:

• Assign to a member of staff (Automatic assignee)
• Assign automatic detentions or allow staff to give detentions
• Auto close
• Add/deduct points
• Email staff when incidents are assigned to them
• Assign students to internal exclusions

To remove behaviour types from a workflow:

1. Go to Students > Behaviour > Setup
2. Go to the Incidents tab and select Automatic Incident Workflows
3. Click on the Behaviour Types tab
4. Select the custom workflow
5. Click on the Linked behaviour types field
6. Edit the types
7. Click Save.

Please note that this will not re-run any workflows for incidents already logged.

To delete the workflow, click the Delete Workflow button.

Please note that this will not cancel any workflows for incidents already logged.