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There are several pages of information and you move between them by clicking on the tabs along the top of the window. A lot of additional functionality can be accessed using the buttons on the right of the window.

For the purposes of this guide, a contact is an adult (or adult couple) outside the school who has a formal relationship with the pupil and whose contact details are recorded in the database. An action is a recorded communication with this adult.This page is best dealt with in terms of the actions you wish to perform.

View a contact

Having located the pupil using the PupilFinder and opened the record, switch to the Contacts page and double-click one of the underlined names under Contact names.

Head up a letter

Click on the Let. button. This will open Word using your default template and head up a letter to this contact with their address and the salutation. It will also open the Contact Record form to record details of the action. Details of the Contact Record form are given below.

Send a standard letter

To send one of the standard letters held in your system, select the letter using the drop-down in the Mail merge box and then click the Merge button. (There is a section below on creating standard merged letter.) Again the letter will open in Word ready to edit and print and the Contact Record form will open.Print an envelopeClick on the Env button and the address will be displayed in Word ready for printing on an envelope.Print a labelIf you prefer to print the address on a label, click on the Label button. The form shown below appears. Select the appropriate stationery from the drop-down in the Select label set box and indicate the column and row on the sheet of the label you want the use. Finally click Create Label and it will open in Word ready for printing.

Recording an Action

Whenever a call is made, a letter written or an email sent, you need to record the fact. This can be done either from the Contact page of the relevant pupil’s record or by clicking New action on the Action List form. If you send a merge letter to a group of pupils’ parents an action record is created automatically for each pupil.

When an action is set it is by one person and potentially for another. You can email straight from the form. You should have a ‘My actions’ menu item that shows you what you have completed, but more importantly, what you have not completed.