Automated Overdue Emails: Homeroom Teachers

This article will detail how to set up automated overdue notices to be emailed directly to Homeroom Teachers. 

Overdue notices can now be emailed directly to Homeroom Teachers! 

This is a great way to streamline follow-ups and reduce paper use. Setting up this feature involves two easy steps: 

1. Assigning Homeroom Teacher information in Authority Editor
2. Setting up your automated overdue email in the Reports Module
3. Adjusting an existing report to send to Homeroom Teachers

Assigning Homeroom Teacher information in Authority Editor

1. Head to System Menu   and select Configuration > Authority Editor. 

   

   2. Once you're in Authority Editor, select Homeroom from the drop-down menu

   

   3. Find the Homeroom you want to set up an automated emails for and select the edit icon.

   

   4. Input the Homeroom Teachers email address in the Teacher Email field and select save.

   

   5. Exit out of the edit window, and check to see that your changes are saved.

   

   Repeat this step for each Homeroom that requires an automated overdue schedule. 

Your Homeroom Teacher details are now assigned in Authority Editor

Setting up your Automated Overdue Email

Now that you have assigned Homeroom Teacher details in Authority Editor, you can now set up your automated overdue email. 

NOTE: The following steps are based off the assumption that you have already configured your overdue report template. For more information about configuring an overdue report template, click here. 

You can also

1. Head to the Reports module and select Configure from the bottom bar to access Report Configuration. 

2. In Report Configuration, head to the Results Data tab and add Homeroom Teacher. 

Make sure you save these changes!

3. Head to the Template tab to review your Report Template. 

4. In Template, select Homeroom Teacher from the template grouping drop-down menu. This will affect how your report organises overdue information. 

Make sure you save these changes!

5. Generate this report. 

NOTE: It is important for you to generate the report that you want to set up email automation for before you set up the email schedule.

6. After you have generated your report, select Email from the bottom bar. This will open the email schedule window where you can schedule your automated mail-outs. 

In the Mail To field, select Homeroom Teacher. 

Once Homeroom Teacher is selected, you can finalise your mail-out schedule and select Schedule to begin your overdue schedule. 

NOTE: These email notifications are designed as itemised reminders, which means they do not include the full name of the Homeroom Teacher in the message content.

Adjusting an existing Report to send to Homeroom Teachers

If you have an existing report that you'd like to send to Homeroom Teachers, you will need to make the following adjustments to your report: 

1. Add Homeroom Teacher in the Result Data tab.

2.  Select Homeroom Teacher from the Template Grouping drop-down menu in Report Template. 

3. Recommended Grouping Block: Patron Barcode & Copy Barcode. 

If you are unsure about this process, or require more assistance, please reach out to the FSI Support Team.