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How to log a conversation with a family

Use the communication diary whenever you speak to, write to or meet a student's parent or guardian, so the next member of staff can see what was discussed and what happens next.

  1. Open Communication → Communication diary.
  2. Select Log communication.
  3. Pick the Student. Search by name or student number.
  4. Confirm the Contact date and choose the Channel that matches how you made contact.
  5. Write a short Subject, for example "Missed homework — spoke to mother".
  6. Optionally fill in the Contact name, Contact phone and Contact email.
  7. Record what was said under Notes and any agreed result under Outcome.
  8. If someone must follow up, set a Follow-up date, save the entry, then use Change status to mark it FollowUpRequired.
  9. Select Log communication to save.

When the follow-up is done, edit the entry to add the latest outcome and use Change status to mark it Closed. If the conversation reopens, mark it FollowUpRequired again with a new date.

Find an earlier conversation​

Filter by Student, or narrow by Year group and Form, then search for a word from the subject or notes. Use From and To to limit the period. Select Refresh to reload entries after a colleague adds one.