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Communication diary

Record calls, meetings, letters and messages exchanged with a student's family, and track each conversation until it is closed. The diary sits beside Messaging in the Communication section of the navigation.

Who can use it​

  • Admin, Owner, Moderator — log, edit, change the status of, and delete entries. Deletion is restricted to managers.
  • Teacher, FormTutor — log, edit and change the status of entries. No navigation entry is added for these roles; open /communication directly if your school wants teachers to keep the diary.

Every staff member in the tenant can read all diary entries, including entries logged by colleagues.

The list​

The table shows Date, Student (name and student number), Class (year group and form), Channel, Subject (with the follow-up date beneath), Contact (name and phone), Recorded by, Status and actions.

Filters are Year group, Form, Student, Channel, Status, From, To and a free-text Search over the subject, notes, outcome and contact name. Clear resets every filter.

Log communication​

  1. Select Log communication.
  2. Choose the Student.
  3. Set the Contact date (defaults to today) and the Channel: Call, Sms, Email, WhatsApp, Meeting, Letter or Other.
  4. Enter a Subject (required, up to 200 characters).
  5. Optionally record the Contact name, Contact phone, Contact email and a Follow-up date.
  6. Add Notes (what was discussed and agreed) and an optional Outcome summary.
  7. Check Recorded by — it is prefilled with your name — then save.

New entries start as Logged. Edit an entry later with the pencil action in the table.

Status workflow​

Logged → FollowUpRequired → Closed, with these allowances:

FromCan move to
LoggedFollowUpRequired, Closed
FollowUpRequiredLogged, Closed
ClosedFollowUpRequired

Use the Change status action in the table. A follow-up date is required before an entry can be marked FollowUpRequired; add or correct the date by editing the entry first. Closed entries can be reopened to FollowUpRequired but cannot return directly to Logged.

Deleting entries​

Managers can delete an entry with the bin action. Deletion is permanent and recorded in the audit log as CommunicationDiaryDelete.