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Reminders, Recent Activity, & Document History

Josh
  • Updated

Overview

On a student's contact record, under the Summary tab, you have the ability to view or manage reminders, recent activity, and form/document submission history for the student. 

In this Article

Reminders

Reminders can be set on individual contacts to manage any next steps for yourself or another team member, such as scheduling a parent phone screen or sending a soccer tournament email invite by the end of next week. The Reminders section is to the right on the Summary tab of the contact record.

Important Note

Reminders cannot be set in bulk and must be set within a contact record or through a step in your automated communication plan.

Add a Reminder

To add a new Reminder, follow these steps:

  1. Click on the green plus sign (+) next to the Reminders heading.

  2. Set the Owner for the reminder by selecting from the drop-down menu.

  3. Set the Due Date for the reminder by selecting from the date picker.

  4. Type a description in the Body section for your reminder

  5. Click on the green Save button to save the new reminder, or click the Revert button to cancel creating the new reminder.

Edit a Reminder

To edit an existing Reminder, follow these steps:

  1. Hover over the reminder you want to change.

  2. Click on the Edit (blue pencil) button that appears in the top right of the reminder.

  3. Make your desired changes and then click on the green Save button in the top right corner of the reminder.

Delete a Reminder

To delete an existing Reminder, follow these steps:

  1. Hover over the reminder you want to delete.

  2. Click on the Delete (red X) button that appears in the top right of the reminder.

  3. You will be asked to confirm that you want to delete the reminder. Click Confirm and the reminder will be permanently deleted.

View All Reminders

Reminders can be viewed in three different locations:

  • In the Reminders section of the contact record with which the reminder is associated.

  • In the Reminders section of the Dashboard. If you set a reminder for another team member, then it will show up in their reminder list of the Dashboard.

  • As a notification by your name in the upper right of your Finalsite Enrollment site. If you set a reminder for another team member, then it will show up in their notification list.

Recent Activity

The Recent Activity section of the contact record is where you can track notes, activities, emails, and text messages that you send through the system.

This is a useful way to keep track of key outreach and activities, such as after you leave a voicemail, complete a phone screen, send a welcome packet, and so on. It is also a great way to have visibility on any touch points with the family across all of your internal team members.

Recent Activity section on student contact record.png

The most recent activities, notes, emails, and text messages will show by default in this Recent Activity section of the contact record. To view older items, click on the blue text for See full activity history in the top right of the Recent Activity section.

Add an Activity/Note

To add a new Activity, follow these steps:

  1. Click on the green plus sign (+) next to the Recent Activity heading.

  2. Type your Note text.

  3. Set the Activity Type (if applicable) by selecting from the drop-down menu. You can add or remove custom Activity Types on the Activity Items setup page

  4. Set the Visibility for the activity item. The default is visible to All. Visibility is based on the permissions set for each admin account in your site.

  5. Set the Date for the activity by selecting from the date picker. It defaults to the current date.

  6. Click on the blue checkmark button to save the new activity, or click the grey X button to cancel adding the new activity.

There are a few activity types that are hardcoded and automatically set by the system: 

  • Online Inquiry: This activity type is recorded whenever an Inquiry form is imported into the system for the contact.

  • Online Application: This activity type is recorded whenever an Application form is imported into the system for the contact. 

  • Application Fee: This activity type is recorded whenever an Application fee is recorded in the system.

Delete an Activity/Note

To delete an activity or note, simply hover over it in the Recent Activity section and click on the red trash can icon that appears in the bottom right of the activity/note. Please note: Sent emails cannot be deleted from the activity history.

Edit an Activity/Note

To edit an activity or note, simply hover over it in the Recent Activity section and click the area you would like to update (e.g. note text, visibility, date, etc.). Please note: Activity items can only be edited when they are in the Recent Activity section. Once they have moved to the Full activity history, they cannot be edited.

Email Visibility

Emails that are sent manually by your team (in bulk or individually), as well as emails sent through Automated Communication Plan (ACP) steps, will be recorded within the activity history on the contact record. Select the Click to see details text to expand and view the entire email that was sent.

To set visibility permissions for an email, click on All at the top of the message next to Visible to and select the grouping from the drop-down menu.

Important Notes on Email Visibility

System emails (e.g. automated thank you emails) and calendar emails (e.g. appointment reminder emails) are not recorded in the activity history on the contact record.

Sent emails cannot be deleted from the activity history.

Text Message Visibility

SMS/text messages that are sent by your team (in bulk or individually) will be recorded within the activity history on the contact record. 

To set visibility permissions for a text message, click on All at the top of the message next to Visible to and select the grouping from the drop-down menu.

Updating the visibility permissions on a text message.png

Viewing Notifications on Student & Parent Records

The Recent Activity section of both the student and parent contact records shows email and text message history, ensuring safe and transparent communication. This update helps schools comply with Oklahoma’s HB 3958 and Kentucky’s SB 181, which require staff communications with students to be visible and traceable. Even if your school isn’t located in these states, this feature is available to all sites and ensures that families and administrators can view all messages in one centralized location.

Form & Document Submission History

At the bottom right section of the contact record's summary tab is the Form & Document Submission History. This is where you can view all completed forms and uploaded documents, along with their submission dates and times, for the student. Click on the name of any of the forms or documents to view or download the item.

  • Submitted Forms include any forms that were submitted electronically through the Finalsite Enrollment system (e.g. application forms, recommendations, or custom enrollment forms).
  • Uploaded Documents include any additional documents that were uploaded to a file upload checklist item or on a document request form.

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