Overview
This setting lets an institution choose one Employee (Staff) member who will be automatically notified inside Classter whenever a _Student_ (Learner), or a Parent (Guardian) acting on a _Student_’s behalf, submits or changes an answer to a Consent form.
In practice, this is a simple “watch this” tool: instead of staff having to manually check whether _Students_ and Parents have answered or updated their Consents, one designated Employee is kept informed automatically, in real time, every time such an event happens.
What This Setting Does
When configured, this setting sends an internal notification to a single, chosen Employee every time an end user (a _Student_ or a Parent) submits an answer to a Consent, or changes an answer they had already given previously.
- The setting is a simple selection list: the administrator picks one Employee from the list of active Employees already registered in Classter.
- Once an Employee is selected, that person starts receiving a notification for every Consent submission or change, institution-wide.
- Each notification identifies the _Student_ concerned (name and code) and lists which Consent(s) were submitted or updated.
- If the field is left empty (no Employee selected), no notification is ever sent. The feature is effectively switched off.
- Only one Employee can be selected. This setting does not support sending the notification to several people, to a role, or to a department at the same time.
Where It Is Used
Configuration path: Main Settings > General Settings > Basic Customization Tab > “Consents Management” section > “Employee receiving notifications for Consent modifications”.
Where it takes effect: Anywhere a _Student_ or Parent is able to answer Consent forms — for example on their personal profile page, or during processes such as registration, re-registration, or online enrollment where Consents are presented. Whenever a Consent is submitted or changed in one of these places, Classter checks this setting and, if an Employee has been configured, generates the notification automatically.
Where the notification appears: The selected Employee sees the notification inside the Staff/Employee Portal, in their personal notifications / internal messages area. The notification does not appear anywhere else and is not sent as an email or a text message.
Business Logic / Behavior
- Trigger: A _Student_, or a Parent answering on behalf of a minor _Student_, submits an answer to one or more Consents, or changes an answer that was already given.
- Action: Classter automatically creates a notification addressed to the Employee chosen in this setting.
- Content: The notification names the _Student_ involved and lists every Consent that was submitted or updated in that action, so the Employee does not need to search for what changed.
Business rules that can be inferred from this setting:
- Because only one Employee can be selected, an institution that wants several people to stay informed needs to either pick a shared Employee account that multiple staff members check, or accept that only one person receives the alert directly and is responsible for informing others if needed.
- The notification is purely informational. It tells the Employee that something changed, but does not itself require or trigger any approval — reviewing the Consent, updating other records, or contacting the family/Student remains a separate, manual step for staff.
- The notification is triggered the same way whether it is the first time a Consent is answered or a later change to an existing answer — Classter treats both cases as a “Consent modification” for notification purposes.
- Because the notification is sent for every Consent change institution-wide, it will fire for every _Student_ and every Consent category, without any filtering by Consent type, Grade, or department.
Example(s)
Example A — K-12 setting:
At a fictitious school, “Riverside Academy”, the administrator sets this option to the Employee “Alex Morgan” (Registrar’s Office).
A _Student_, “Jordan Lee” (Grade 8), has a Parent, “Taylor Lee”, who logs into the Parent Portal and:
- Changes the answer to the “Photography and Media Usage” Consent from “Do not consent” to “I consent”.
- Signs the “Field Trip Participation” Consent for an upcoming excursion.
As soon as Taylor Lee saves these changes, Classter automatically sends a notification to Alex Morgan’s Staff Portal inbox, similar to:
Subject: New consent submission (10234 – Jordan Lee)
Body: Submitted / Updated Consent – Photography and Media Usage Consent
Submitted / Updated Consent – Field Trip Participation Consent
Alex Morgan can now review these changes and, if needed, update any related administrative records or follow up with the family.
Example B — Higher Education setting:
At a fictitious institution, “Bright Horizon University”, the setting is configured with the Employee “Dana Cole” (Admissions Office).
An adult _Student_, “Sam Rivera”, logs into the Student Portal directly (no Parent is involved, since Sam is above the institution’s age-of-consent threshold) and answers the “Use of Personal Data for Alumni Communications” Consent.
Dana Cole receives the same type of internal notification, referencing Sam Rivera and the Consent that was answered, without any Parent being involved in the process.
When to Use
When to Enable:
- The institution wants a specific office (e.g. Registrar, Admissions, or Data Protection contact) to be aware, in real time, whenever a _Student_ or Parent submits or changes a Consent — for example Consents covering personal data usage, photography/media, medical information, or field trips.
- The institution wants a lightweight audit/review step for Consent activity, so sensitive changes do not go unnoticed between periodic checks.
- The institution is rolling out a new Consent form, or is in a period of high Consent activity (such as the start of the year or a re-registration period), and wants staff to be able to follow uptake and react quickly to issues.
When to Disable (leave the field empty):
- The institution prefers to review Consent answers only periodically, through the relevant Consent lists/reports, rather than being notified on every single change.
- The volume of Consent submissions and changes is high enough that constant notifications would clutter the assigned Employee’s inbox without adding practical value.
- No single Employee is a good fit to receive alerts for all Consent categories institution-wide (since the setting only supports one recipient), and the institution prefers manual, periodic monitoring instead.
Notes
K-12 Mode vs Higher Education Mode:
This setting behaves identically in both K-12 mode and Higher Education mode (Higher Education mode is controlled separately by “Enable Configuration for Higher Education” / Xrisi_parametropoihshs_kolegiou). The notification logic, the single-recipient model, and what counts as a “Consent modification” do not change depending on the mode.
The only practical difference is who is doing the submitting, which comes from Classter’s general Consent rules rather than from this setting itself:
- In K-12 mode, Consents for younger _Students_ are typically answered by a Parent on the _Student_’s behalf, so the notified Employee will usually see submissions coming from Parents.
- In Higher Education mode, _Students_ are typically adults and answer Consents themselves, so the notified Employee will usually see submissions coming directly from _Students_.
Prerequisites:
- At least one Consent form must already be created and made available to _Students_/Parents. Consents are configured separately from this setting; if no Consents exist, there is nothing for end users to submit or change, and this setting has no effect.
- The Employee selected in this setting must be an existing, active Employee account with access to the Staff/Employee Portal, so that the notification can actually reach and be seen by someone.
- Related setting “If the {Student} date of birth is not given, then consents are answered by” (Main Settings > General Settings > Basic Customization Tab > Consents Management) does not need to be configured for this setting to work, but it affects who is allowed to submit a Consent (the _Student_ or a Parent) when the _Student_’s date of birth is missing.
Related settings:
- Use digital signature in consents verification/UseDigitalSignature (Main Settings > General Settings > Basic Customization Tab > Consents Management) — requires a digital signature when a Consent is answered.
- Remove Close/Cancel button from forced consents dialog/Remove_CloseCancel_Button_From_Forced_Consents_Dialog (Main Settings > General Settings > Basic Customization Tab > Consents Management) — prevents end users from closing a mandatory Consent without answering it.
- If the {Student} date of birth is not given, then consents are answered by/If_The_Students_Date_Of_Birth_Is_Not_Given_Then_Consents_Are_Answered_By (Main Settings > General Settings > Basic Customization Tab > Consents Management) — decides who answers a Consent when the _Student_’s date of birth is missing.
- Employee Receiving Notifications when end users change their personal data/Update Data Request Notification (Main Settings > General Settings > Messaging & Notifications Tab > Basic Settings) — a similar notification concept, but for changes to personal profile data rather than Consents.
- Use consents only from admission institute (Main Settings > General Settings > Basic Customization Tab) — relevant only for institutions that use a separate Admission institute; controls where Consents submitted through admission are stored.
Other notes:
- The notification created by this setting is delivered only as an internal, in-app message inside Classter’s Staff/Employee Portal. It is not sent by email or SMS, so the selected Employee needs to log into the Portal to see it.
- The notification does not include an approval or action button — it is a heads-up message only. Any follow-up action must be carried out separately by staff, elsewhere in Classter.
