Staff Kiosk

Homepage Overview

The Teacher Kiosk homepage consists of a banner, top menu bar, a single scrolling information screen and a 'left menu' for quick navigation.

Important!

The information available in this screen is dependent on your permissions.

 Click here for an Administrator Note.

The descriptions and default sort order of the homepage left menu is maintained in TASS.web program Student Admin > Teacher Records > Setup Information > Teacher Kiosk Setup.


 Click here for an Administrator Note.
Use TASS.web program System Admin > Users > Portal Security Permissions to create Teacher Kiosk User Roles and to assign teachers into them. It is important to follow the steps outlined in the TASS knowledge base for that program.

Homepage Left Menu

You can change the order that your homepage left menus are displayed by clicking and dragging them to a new location.

The 'My Timetable' and 'My Saved Lists' options cannot be moved.

A badge will be displayed on homepage left menus where something requires your attention.

The number indicates the number of items requiring your attention.

In the example below, there are 2 curricular activities that this teacher is responsible for, that are due today.

My Timetable

This section of the homepage:

  • Displays your current timetable, day by day
  • Displays your current timetable, by week (use the 'Full Timetable' button).
  • Allows you to print your current timetable (use the 'Full Timetable' button).
  • Allows you to access and mark the roll for a class
    Click here for more information.
  • Provides a drill-down to a photo gallery of students in the class. (then as a list view if required).
  • Provides a drill-down to view/add/edit substitution 'Class Tasks' and 'Feedback' information. 
    Click here for more information on substitutions.
  • Provides access to a Hamburger menu   that allows you to:
    • Access the Class Homepage.
    • Create Homework for the class.
    • Create an Activity for the class.
    • My Classes and [subject] Screen for the class.
    • Access the Analytics Dashboard for the class.
    • Create and assign a webBook Activity to students in the class. This is a direct link to the webBook Progressive Assessment > Activity Setup program.  It will open for this subject in a new browser tab.
    • Assess webBook Activities for students in this class. This is a direct link to the webBook Progressive Assessment > Activity Assessment program.  It will open for this subject in a new browser tab.
    • Enter webBook Results and Comments for students in this class. This is a direct link to the webBook Final Results > Enter Results program.  It will open for this subject in a new browser tab.
    • View students in this class (either as a list view or a photo gallery view).
    • Run a report for this class (and optionally save your report selections in 'My Saved Lists').
    • Generate emails to students in the class and/or their parents.

       Click here for more information.

      1. Generate Emails List

      A list of the students and/or teachers/non-teachers that this email will be sent to will be displayed. 

      Deselect any of the students and/or teachers/non-teachers that you don't want to create emails for using the tick boxes available.

      The 'Email to Parents' options will be available at the top of the screen. Use the 'Email to Students' and 'Email to Parents' options to nominate whether this email will be sent to students, parents or both.

      Important!

      The ability to send an email to parents is dependent on your security permissions.


       Click here for an Administrator Note.

      The ability to send an email to parents requires the 'Enable Email to Parents' permission. Use TASS.web program System Admin > Users > Portal Security Permissions to enable.


       Click here for information on how the parents and contact information displayed is determined.

      The parent contact information displayed is determined by the 'Communication Rules' set up on the student records.

      'Communication Rules' provide a 'student-centric' way of defining precisely how different areas of your school communicate with parents. They are especially useful for communication with split families and for families with students who have multiple parenting arrangements.


       Click here for an Administrator Note.

      Teacher Kiosk uses the following rules that are set up on each student record in TASS.web:

      TK ViewThe Parent/Caregiver addresses that teachers will see when using Teacher Kiosk.
      TK CorrespondenceThe Parent/Caregiver addresses that will be used when teachers generate correspondence to parents using Teacher Kiosk.
      Emergency Contact

      The Parents/Caregivers who will be displayed as Emergency Contacts when accessing student medical information using Teacher Kiosk.

      Important!

      A Parent/Caregiver must have the 'TK View' rule to be displayed as an Emergency Contact.


      Tip!

      A warning will be displayed if there are no 'Communication Rules' set up on the student record in TASS.web. You should advise your TASS System Administrator.

      An alert symbol will be displayed where an email cannot be generated for the following reasons:

      • The student, parent or teacher/non-teacher does not have an email address.
      • The student has no 'Teacher Kiosk Correspondence' Communication Rules defined on their Student Record.

      Click the 'Next' button to proceed.

      2. Generate Emails – Compose and Send

      There are two possible ways that the emailing function will work for you. This has been pre-determined by your school:

      1. Using SMTP format (Simple Mail Transfer Protocol), or
      2. Using your email product (e.g. Outlook).


       Click here for an Administrator Note.

      By default, teacher emailing in Teacher Kiosk is set to use SMTP. You can enable this for an individual teacher or group of teachers (Roles) using TASS.web program System Admin > Users > Portal Security Permissions.

      The permission that controls this is called 'Enable SMTP Emails' in the 'Other Permissions' section.

      The email address that is used in Teacher Kiosk for emailing is determined by:

      For teachers

      The 'School Email' setup in program Student Admin > Teacher Records > Teacher Information > Teachers on the 'General' tab.

      Alternatively use Student Admin > Teacher Records > Teacher Information > Teacher Grid Entry for rapid entry.

      For non-teachersThe 'School Email' setup in program Payroll / HRM > Employee / HR > Employee Information on the 'General' tab.
      For students

      The 'Email' setup in program Student Admin > Student Records > Student Information > Students on the 'General' tab.

      Alternatively use Student Admin > Student Records > Student Information > Students Grid Entry for rapid entry.

      For parentsThe parent address (es) used and therefore the email used is determined by the 'Communication Rules' set up on the student records. This program will use the 'TK Corr' (Teacher Kiosk Correspondence) rules that are set up for each student.

      Using SMTP format (Simple Mail Transfer Protocol)

      Fields that require further explanation:

      FieldDescription
      From

      This will show your school email address by default.

      If a generic email is to be used, e.g. sending newsletters or whole school emails, select from the available options in the drop-down list.


       Click here for an Administrator Note.

      Generic emails are maintained in TASS.web program System Admin > Utilities > Email Settings on the 'Generic Emails' tab.


       Click here for an Administrator Note.

      You can force the system to automatically send a copy email to this person with a list of all of the recipients (below).

      Use TASS.web program System Admin > Utilities > Email Settings. On the 'Parameters' tab, tick the 'Sender to receive copy Email' option.

      You can also force the sending of a copy email to a designated administrator mailbox using the same program.

      To

      This is a display-only field and will show a description of the group of students, parents and/or teachers/non-teachers to who this email will be sent.

      Tip!

      The program will create individual emails. Recipients of this email will not see the email addresses of other recipients or email addresses added into the 'Additional Recipients' field below.


      Click the 'Print' button to view a listing of the individual recipients.

      Tip!

      In the scenario where a parent will receive more than one email (i.e. One email per student for multiple students), an email will be sent:

      • Once for each student where keywords are used.
      • Once where keywords are not used.


      Click the 'Emails' button to display a screen containing the email addresses of each recipient. You would use this option to copy and paste email addresses into your school's alternative email product.

      Very Important!

      TASS does not recommend the use of this option because:

      • Emails sent will not be recorded in the Communication Log.
      • There is no control over where staff copy email addresses to (i.e. The 'To' field instead of the 'BCC' field).

      Some Browsers and Email Clients impose limits on data that can be transferred, we recommend that you check that all emails displayed have been transferred before sending.


       Click here for an Administrator Note.

      To display and use of the 'Emails' button requires the 'View/Copy Emails' permission. Use TASS.web program System Admin > Users > Portal Security Permissions to enable.

      Additional Recipients

      Use this field where additional recipients (beyond those already included in the 'To' field above) need to be included in this email.

      Additional Recipients can be:

      Teachers/Non-Teachers

      To add other teachers/non-teachers, type three or more characters of the teacher/non-teacher code, given name, preferred name, surname or department to display a list of possible teachers/non-teachers to choose from.

      From the list provided, click on the teacher/non-teacher that you want to include in this email.

      Teachers of a specific Department

      To add teachers of a specific Department, type three or more characters of the Department Description to display a list of possible Departments to choose from.

      From the list provided, click on the department that you want to include in this email.

      Heads of House and House Administrators

      To add the 'Heads of House' of a specific House, type three or more characters of the House Description to display a list of possible Houses to choose from.

      From the list provided, click on the House that you want to include in this email.


       Click here for an Administrator Note.

      To allocate teachers into the following:

      'Head of Year' and 'Year Administrators'Use TASS.web program Student Admin > Parent Records > Setup Information > Parent Records Setup on the 'School Section Years' tab.
      'Head of House' and 'House Administrators'Use TASS.web program Student Admin > Student Records > Setup Information > Student Records Setup on the 'Houses' tab.
      PC/Tutor Groups

      Use TASS.web program Student Admin > Teacher Records > Teacher Information > Teacher Grid Entry or Student Admin > Teacher Records > Teacher Information > Teachers.

      Students are allocated into PC/Tutor Groups in Student Admin > Student Records > Student Information > Student Grid Entry.

      Heads of Year and Year Administrators

      To add the 'Heads of Year' of a specific Year Group, type the word 'Year' to display a list of possible Year Groups to choose from.

      From the list provided, click on the Year Group that you want to include in this email.


       Click here for an Administrator Note.

      To allocate teachers into the following:

      'Head of Year' and 'Year Administrators'Use TASS.web program Student Admin > Parent Records > Setup Information > Parent Records Setup on the 'School Section Years' tab.
      'Head of House' and 'House Administrators'Use TASS.web program Student Admin > Student Records > Setup Information > Student Records Setup on the 'Houses' tab.
      PC/Tutor Groups

      Use TASS.web program Student Admin > Teacher Records > Teacher Information > Teacher Grid Entry or Student Admin > Teacher Records > Teacher Information > Teachers.

      Students are allocated into PC/Tutor Groups in Student Admin > Student Records > Student Information > Student Grid Entry.

      External Manually entered)

      Tip!

      Recipients of this email will not see the other email addresses in this field or the 'To' field above.

      Email SubjectThis is the text that will be included in the 'Subject' line of the email (up to 200 characters).
      Attachment

      Two options are available to attach files to this email:

      • Drag and drop a file from your computer.
      • Use the 'Choose' button to locate the file.

       Click here for an Administrator Note.

      The size of the file that can be attached is defined in TASS.web program System Admin > Utilities > Email Settings on the 'Parameters' tab.

      Word Merge File

      The Word Merge File provides the source data (keyword fields) used for the Mail Merge. It is then automatically converted to a personalised PDF document that is attached to each outgoing SMTP email.

      Important

      This field is only be displayed when a Word Merge File has been attached to the email template and the 'PDF Conversion' API has been enabled.

      Only specific keyword fields associated with the source can be included in a Word Merge File, these differ for each program and also differ from the keywords that are available for the email message itself.

       Click here for more information on Word Merge.

      Word Merge File

      Attach the Word Merge File which will be automatically converted to a personalised PDF and attached to each email when using this template e.g. an 'Official Letter of Offer' addressed to the individual parents by name.

      1. Export a ‘TXT File’ from TASS.web with the ‘Additional Fields’ you’d like to include in your document / letter e.g. Student Records > Lists/Reports/Merges > Labels/Letter Merges.
      2. Click the 'Word Merge File' button to create a 'TXT' file. This file contains several fields that can be used in a document merge process.
      3. Use Word® to create a Mail Merge template (importing the 'TXT' file). 

      4. Style the background and configure the document using text and keyword fields from the 'TXT' file e.g. Dear <<parent_name1>>

      5. Save the Word® document (Do not 'Finish & Merge').
      6. Attach the saved Word® document to the TASS Email Template. When the email is generated, the 'Merge Fields' will be substituted for each recipient, and the Word® document is converted automatically to a PDF. It is then attached to each outgoing email message.

        This process uses the 'PDF Conversion API' — It must be enabled

      For more information on 'Email Templates', refer to System Admin > Utilities > Email Settings.

      Important

      If you opt to generate a Word Merge File expecting to see a txt or xls file but instead see a PDF entitled 'Students with no Communication Rules', then there are issues with your selection that require your attention before the output can be processed.


       Click here for an Administrator Note.

      A Word Merge File can be added to a template email using program System Admin > Utilities > Email Settings on the 'Email Templates' tab.

      Email Message

      This is the text that will be included in the message section of the email (up to 4000 characters).

      You can personalise each outgoing email by adding student and/or parent-specific details into the message text.

      Click the 'Keywords' option in the toolbar and use the picklist to choose between:

      • Student Keywords.
      • Parent Keywords.
      • Other Keywords. (Depending on which program the email is being generated from you will have access to different sets of keywords.)

      The keyword substitution values for gender are defined in Community Plus program Setup Information using the 'Genders Setup' program.

      Click on the 'eye' icon option in the Froala toolbar to view a preview of the email.

      Tip!

      You should set up your email signature using the Teacher Kiosk 'Preferences' program. It is accessed through the drop-down menu next to your name. When your signature is set up it will appear at the bottom of the email. The school's corporate email signature will be displayed under your own.


       Click here for an Administrator Note.

      The school's email signature and footer text are set up in TASS.web program System Admin > Utilities > Email Settings on the 'Footer Setup' tab.

      Communication Log Comment

      Use this field to enter an optional description of the email that is being sent.

      This comment is displayed in the Communication Log only and is not seen by email recipients.

      Example: Reminder to students of an upcoming assignment due.

      Communication Log Category

      Select the category that this email will be filed under in students and/or teachers/non-teachers Communication Log.

       Click here for more information on the Communication Log.

      All communications (emails, notifications and SMS) generated from Teacher Kiosk are recorded in a Communication Log.

      The Communication Log allows you to track and monitor the details of communications including who it has been sent to and whether the communication has been viewed by the recipients.

      The Communication Log for a student can be viewed using the Teacher Kiosk program Student Profile > Communication Log.


       Click here for an Administrator Note.

      Communication Log email categories are set up in TASS.web program System Admin > Utilities > Email Settings on the 'Categories' tab.

      You can nominate the email categories that are visible to teachers when viewing records in Teacher Kiosk program Student > Communication Log using TASS.web program System Admin > Users > Portal Security Permissions.

      Teachers/non-teachers will be able to send emails using any email category that they have permission to view.

      The permissions that control the email categories that can be viewed are prepended with [Email Category] in the 'Student' section.

      To allow teachers to send emails using any email category (not just the ones they can view), use the 'Send Email to all Categories' permission in the 'Other Permissions' section.

      Using your Email product

      If you elect to use an alternative email product, a different screen to the one explained above will be displayed. The 'Email' field will display the email addresses of recipients based on the selections made in the previous 'Generate Emails - Lists' screen.

      Multiple email addresses will be separated by a semicolon.

      Use the 'Select All' button to highlight the email addresses displayed. Copy the email addresses from this field to the clipboard and paste them into your alternative email product (e.g. Outlook).

      For devices that prefer a comma as a separator, click the 'Use Comma Separator' box before copying to the clipboard.

      Alternatively, click the 'Email All' button to launch your school's alternative email product.

      Very Important!

      Email addresses will be populated into the 'To' field of your alternative email product (i.e. recipients will see each other's email addresses). TASS does not recommend the use of this option.

      Some Browsers and Email Clients impose limits on data that can be transferred, we recommend that you check that all emails displayed have been transferred before sending.

      If your alternative email product fails to launch, please contact your system administrator.


       Click here for an Administrator Note.

      The use of the 'Email All' button requires a default Email Client be configured as a 'mailto' handler in your browser and operating system.


      Tip!

      Click the 'Print' button to view a list of the individual recipients.

  • Send an SMS to students in the class and/or their parents
  • Create Notifications that will:
    • Become visible to students in Student Café and/or to parents in Parent Lounge.
    • Be sent to parent mobile phones through the school's mobile app.

       Click here for an Administrator Note.

      To use Push Notifications, the school must hold a 'Mobile App' API licence and deploy a mobile app through a TASS Integration Partner.

      Refer to How To/Checklists > General > TASS API Setup Checklist.

  • Check for spare rooms that are available for the timetabled period.

My Saved Lists

This section of the homepage:

  • Displays a summary of your Saved Reports.
  • Displays a summary of your Class Lists.
  • Displays a summary of your Group Lists.
  • Provides access to the My Saved Lists program (use the  button).

'My Saved Lists' can be used to:

  • Generate reports using previously saved report templates.
  • View student profiles.
  • Generate communications using email, SMS or Notifications.

Today's Daily Notices

This section of the homepage:

  • Displays a list of daily notices for the current date, based on your Preferences.
  • Displays a list of all daily notices (use the  button).

Tip!

By default, the program will apply a filter to only display notices for your campus and year group preferences.  To view notices for other campuses and year groups, use the  button.  You can see the campuses that you have been allocated against by hovering over the  button.


 Click here for an Administrator Note

Teachers are allocated against Campus(s) using TASS.web program Student Admin > Teacher Records > Teachers Information > Teachers on the 'General' tab.

School Calendar Events

This section of the homepage:

  • Displays school calendar events for a set number of days, based on your Preferences.

     Click here for an administrator note

    The number of days ahead that calendar events will be displayed is setup in Teacher Kiosk program Calendar > Parameters (Setup).

  • Provides access to Teacher Kiosk program Calendar > School Calendar (View) (Use the  button).

    Tip!

    By default, the program will apply a filter to only display calendar events for your campus and year group preferences.  To view calendar events for other campuses and year groups, use the  button.  You can see the campuses that you have been allocated against by hovering over the  button.

     Click here for an Administrator Note

    Teachers are allocated against Campus(s) using TASS.web program Student Admin > Teacher Records > Teachers Information > Teachers on the 'General' tab.

Today's Absentees

This section of the homepage:

  • Displays a list of unacceptable student absences for the current day, based on your Preferences.
  • Displays a list of acceptable student absences for the current day, based on your Preferences (use the 'Show/Hide' link).
  • Displays a list of all absences for the current day (use the 'Print' button).
  • Provides a drill-down to view details of an absence (click a student's name).
  • Allows you to print a report of absences for the current date (use the 'Print' button).

    The 'badge'  in the Homepage Left Menu will display the number of unacceptable student absences.

    By default, the program will apply a filter to only display student absences for your campus and year group preferences.  To view student absences for other campuses and year groups, use the  button.  You can see the campuses that you have been allocated against by hovering over the  button.

     Click here for an Administrator Note

    Teachers are allocated against Campus(s) using TASS.web program Student Admin > Teacher Records > Teachers Information > Teachers on the 'General' tab.

Students in Sickbay Today

This section of the homepage:

  • Displays a list of students with a sickbay record for the current date, based on your Preferences.

    The students currently in the sickbay and have not yet been discharged are displayed in Bold.

  • Provides a drill-down to the 'Medical Details' section of a student's profile.

    The 'badge'  in the Homepage Left Menu will display the number of students currently in the sickbay and have not yet been discharged.

    By default, the program will apply a filter to only display student absences for your campus and year group preferences.  To view student absences for other campuses and year groups, use the  button.  You can see the campuses that you have been allocated against by hovering over the  button.

     Click here for an Administrator Note

    Teachers are allocated against Campus(s) using TASS.web program Student Admin > Teacher Records > Teachers Information > Teachers on the 'General' tab.

Requisitions to Action

This section of the homepage:

  • Displays the number of Requisitions waiting for you to review and Approve/Reject (if you are a designated approver). Click on the link to action these.

     Click here for an Administrator Note

    The ability to approve 'Requisitions' is set up in TASS.web program Finance > General Ledger > Accounts > Account Responsibility Grid.

  • Displays the number of your Requisitions that have been rejected. Click on the link to action these.
  • Allows you to create a new Requisition (if permitted) (use the  button)

Curricular Activities Upcoming

This section of the homepage:

  • Displays a list of curricular activities that students are due to commence within a set number of weeks.

     Click here for an administrator note

    The number of weeks ahead that curricular activities will be displayed is setup in Teacher Kiosk program LMS > Parameters (Setup).

  • Provides a drill-down to the Activity in Teacher Kiosk program LMS > LMS Assessment.
  • Displays a list of all curricular activities (use the  button).
    Click here for more information.

Curricular Activities Due

This section of the homepage:

  • Displays a list of curricular activities that are due (for completion/submission) in a set number of weeks. 

     Click here for an Administrator Note.

    The number of weeks ahead that curricular activities will be displayed is setup in Teacher Kiosk program LMS > Parameters (Setup).


    A badge will display on the left menu item, indicating the number of activities that are due.  If any of these Activities are due today, the badge will be red.

  • P rovides a drill-down to the Activity in Teacher Kiosk program LMS > LMS Assessment.
  • Displays a list of all curricular activities (use the button).
    Click here for more information.

My Tours & Excursions

This section of the homepage:

  • Displays a list of your Outstanding tours/excursions (waiting for approval).
  • Displays a list of your Approved tours/excursions.
  • Displays a list of your Closed tours/excursions (closed to parents accepting/paying for excursions in Parent Lounge).
  • Displays the following details for each tour/excursion:
    • How many students been invited to attend a tour/excursion.
    • How many parents have accepted for their child to attend a tour/excursion using Parent Lounge.
    • How many parents have declined for their child to attend a tour/excursion using Parent Lounge.
  • Provides a drill-down to a tour/excursion in Teacher Kiosk program Tours > Tours/Excursions (View).
  • Provides access to a Hamburger menu that allows you to create a custom roll of students that are approved to attend a tour/excursion.
    Click here for more information on custom rolls.

Parent Teacher Interviews

This section of the homepage:

  • Displays a list of any future Parent Teacher Interviews (PTI) conferences that you are involved in.
  • Displays a list of all PTI conferences that you are involved in (use the  button).
    Click here for more information. (link to Teacher > PTI)
  • Provides a drill-down to access a PTI Conference (for conferences where the status is 'Open' or 'Review').

    Tip!

    Hover over the  icon for a description of the Parent Teacher Interview status.

My Substitutions

This section of the homepage:

  • Displays a list of any upcoming substitute lessons that you will be taking.
  • Displays a list of all your substitute lessons for the current year (use the  button).
  • Provides a drill-down to a photo gallery of students in a class you will be substituting.
  • Provides a drill-down to view the details of an upcoming substitute lesson (click the 'Details' link). 
    Click here for more information. (Link to Subtitutions)

PD Activities Upcoming

This section of the homepage:

  • Displays a list of your upcoming Professional Development (PD) Activities that have been actioned by your supervisor(s).
  • Displays a list of all your PD Activities (use the  button).
  • Provides a drill-down to view the details of an upcoming PD Activity (click the PD Activity name). 
    Click here for more information.

     Click here for an Administrator Note

    Only PD Activities where 'Include in the 'Upcoming PD Activities' homepage menu' is enabled in TASS.web program Payroll/HRM > Employee/HR > Setup Information > Employee/HR Setup on the 'PD Status' tab, will be displayed.

PD Activities to Action

This section of the homepage:

  • Displays a list of employee PD activities waiting for you to action. These will be activities for teachers/non-teachers for whom you are their supervisor.
  • Displays a list of all employee PD activities. These will be activities for teachers/non-teachers for whom you are their supervisor (use the  button).
  • Provides a drill-down to view the details of a PD Activity (click the PD Activity name). 
    Click here for more information. (Link to Payroll/HR > PD Acrivities – My (View)


 Click here for an Administrator Note.

Only PD Activities where 'Include in the 'PD Activities to Action' homepage menu' is enabled in TASS.web program Payroll/HRM > Employee/HR > Setup Information > Employee/HR Setup on the 'PD Status' tab, will be displayed.

Sports Fixtures

This section of the homepage provides you with access to the Sports Fixtures & Results Portal.

Leave Applications to Action

This section of the homepage:

  • Displays a list of employee leave applications waiting for you to review and action (if you are the assigned approver).
  • Provides a drill-down to view the details of an unapproved leave application (click the leave type).
    Click here for more information.
  • Displays a list of outstanding leave applications with a status of 'Draft' or 'Unapproved'. These will be applications for employees whom you are their direct supervisor, indirect supervisor or an 'Extra Approver' for the application. (Use the   button).

My Custom Rolls

This section of the homepage:

  • Displays a list of your Custom Rolls that you have upcoming for the next two weeks.
  • Displays a list of all your Custom Rolls (use the  button).
  • Provides a drill-down to the Custom Roll in Teacher Kiosk program Rollcall > Custom Rolls.


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