Guardian Notifications for Student Transactions

This article explains how to enable notification preferences, and manually send a tardy threshold notification

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Visitor Management (VM) can notify a student’s linked guardian or contact when the student is checked in late, dismissed early, or exceeds a configured tardy threshold.

Prerequisites

Before using student attendance notifications, confirm the following:

Students have been populated in Visitor Management.
A visitor profile has been created for the guardian, on their first visit to the school.
The visitor profile includes at least one of the following:
- A valid email address
- A valid mobile phone number that can receive text messages
The visitor profile is linked to the appropriate student:
- A guardian’s visitor profile is linked to the student when the visitor profile and existing Student Information System contact profile are manually merged in VM.
- A non-guardian visitor profile must be manually linked to the student in VM.

Enable Guardian Notifications

Open the guardian or contact’s visitor profile.
Select Notifications.
Locate the notification settings for the linked student.

Enable one or both of the following notification types:
- Late Check-In
- Early Dismissal
Select the preferred delivery method(s):
- Text
- Email
Repeat these selections for each child linked to the visitor profile
Select Save.

Note: If the guardian has access to the Visitor Management mobile app, they can update these preferences at any time on their end.

Notification Behavior at a Glance

Trigger	Delivery	Sent automatically?	Required preference
Student is marked late	Email or text	Yes	Late Check-In enabled for that child
Student is dismissed early	Email or text	Yes	Early Dismissal enabled for that child
Student reaches the tardy threshold	Email or text	No	Contact must be opted in to Late Check-In Notifications
Staff sends from the student profile	Email or text	No	Contact must be opted in to Late Check-In Notifications

Automatic Notifications: Tardy and Early Dismissal Transactions

Once notifications have been configured, guardians will receive an email and/or text message each time their student is checked in as Tardy or checked out as Dismissed Early.

Below are examples of the email and text notifications guardians will receive:

Manual Notifications: Tardy Threshold Exceeded

Send a notification when a student reaches the tardy threshold

When a student reaches the configured tardy threshold, a staff-assisted Visitor Management user can manually notify the student’s linked parents or contacts, through the banner the automatically appears.

Select Notify Parents.
If properly configured, the system will confirm with the following pop up message: Tardy threshold notification sent to Parents/Guardians of [Student Name]

Important: Reaching the tardy threshold does not automatically send this notification. A staff-assisted user must select Notify Parents.

Alternative: Send a tardy notification from the student profile

A staff-assisted user can also send the tardy notification directly from the student’s profile.

Search for and open the student’s profile.
Hover over the icon next to Tardies header
Select Notify Parents.
If properly configured, the system will confirm with the following pop up message: Tardy threshold notification sent to Parents/Guardians of [Student Name]

Email and Text Message Examples for Tardy Threshold

Troubleshooting

Symptom	Likely cause	Resolution
A guardian does not receive a late check-in notification	Late Check-In is not enabled for the student	Open the visitor profile, select Notifications, and enable the late check-in notification for the applicable child.
A guardian does not receive an early dismissal notification	Early Dismissal is not enabled for the student	Open the visitor profile, select Notifications, and enable the early dismissal notification for the applicable child.
A student does not appear on the visitor profile	The profile has not been merged or manually linked	Merge the guardian’s visitor and contact profiles, or manually link the non-guardian visitor to the student.
A guardian receives notifications for one child but not another	Preferences are configured separately for each linked child	Review the notification selections for each child on the visitor profile.

alerts tardy dismissal threshold banner guardian student vm visitor management

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