Overview
The Notification Service in Classter is a powerful automation engine that monitors academic, financial, and administrative data and proactively sends notifications to relevant stakeholders – students, parents, teachers, and employees – based on configurable rules and thresholds.
Notifications are configured under Advanced Configurations > Notification Service Configuration. Each configuration record defines one notification rule that runs on a schedule and sends messages via Email, SMS, Internal Message, or the user’s preferred channel.
This manual covers every field available in the Add New window and provides a dedicated section for each of the 20 supported notification types, including business logic, calculation rules, and worked examples. The Add New window only stores the rule’s configuration; it does not send anything by itself.
How the Service Runs
The Notification Service runs as a background Windows Service. For each company and academic period, it:
- Loads all enabled notification configurations ordered by their execution Order field.
- For each configuration, checks whether the recurrence interval has elapsed since the last successful run.
- If the interval has passed, evaluates the business rules for that notification type against live data.
- Sends notifications to all resolved recipients using the configured channel and email/SMS templates.
- Logs the execution – start time, duration, and any errors – in the execution log.
Configuration Fields
The fields below are listed in the exact order they appear in the Add New window. Fields marked as conditional are only visible for specific notification types.
Enabled
Type: Toggle switch (Yes / No)
Activates or deactivates this notification rule. When off, the service skips the rule entirely – no evaluation runs and no messages are sent.
Example: Set to No to temporarily pause a notification without deleting its configuration or while configuring a new rule so it does not fire before you have finished setting it up. Switch to Yes only when the configuration is ready.
Notification Type
Type: Dropdown (required)
Selects which of the notification categories this rule belongs to. The chosen type determines what the rule evaluates and which additional fields become visible or hidden in the form.
All types are covered individually in The Notification Types section of this manual.
Short presentation per type:
- Verification Delay Warning: Alerts the assessment approver/teacher when an exam’s content verification deadline is approaching (within X days before the exam date).
- Publication Delay Warning: Notifies staff when exam results are due to be published but haven’t been yet, within X days of the publication deadline.
- Marking Delay Warning: Alerts teachers/staff when X or more days have passed since an exam and marks still haven’t been entered.
- Mark Review First Warning: Notifies the mark reviewer when X or more days have passed since an exam and the mark review hasn’t been completed.
- Total Absences Notification Warning: Sends an alert when a student’s total absences (justified + unjustified) reach or exceed a configured percentage of allowed sessions.
- Unjustified Absences Notification Warning: Sends an alert when a student’s unjustified absences (unexcused only) reach or exceed a configured percentage of allowed sessions.
- Change Assessment Status to Mark Awaiting After Due Date: Automatically advances an assessment’s status to “Mark Awaiting” once its due date has passed by X days, then notifies the teacher.
- Absence Assessment Warning: Fires when a student’s absences in a specific subject are high enough to trigger an assessment consequence (e.g., exam bar risk).
- Students Over X Points: Notifies when a student’s points balance in the Pointing System reaches or exceeds a configured threshold. Used for merit recognition or demerit escalation.
- Students Under X Points: Fires when a student’s points balance in the Pointing System falls to or below a configured threshold.
- Quiz Notification After X Days: Reminds students who haven’t submitted a quiz after X days since it was opened.
- Contact Date on Student Condition the Last X Days: Notifies staff when a student was placed into a specific status (e.g. Conditional, Pending) within the last X days – used to trigger follow-up actions.
- Outstanding Payments of Student in Specific Day: Sends a payment reminder when a student’s agreed instalment date is exactly N days away, and the amount is still unpaid.
- Change Student Status Notification Per Recorded Change: Sends one individual notification per status change event (e.g. Enrolled → Graduated) to whoever needs to know.
- Change Student Status Notification Merged for Employees: Same as previous but consolidates all status changes into a single digest email for employees, instead of one message per change.
- Scheduled Assessments Notifications: Notifies students, parents, and teachers X days before an upcoming scheduled assessment.
- Custom Query Execution: Runs a custom SQL query written by the Classter/administrator and sends the results as a notification – used for custom business logic.
- Mass Imports: Triggers a bulk data import (e.g. student records) and notifies employees with the outcome report (successes, failures, errors).
- Outstanding Payments Notifications: Alerts students and contacts about any overdue balances across all academic periods — not just the current one — when the total exceeds a configured amount.
- Consents Modifications: Notifies students, parents, and staff when a consent document (GDPR, media consent, etc.) has been modified, and re-consent or acknowledgement is needed.
Example: Select ‘Total Absences Notification Warning’ to create a rule that alerts when a student’s attendance drops below an acceptable level.
Comparison Number
Type: Numeric input (decimal)
The threshold value used in the rule calculation. Its exact meaning depends on the Warning Type selected:
- For date-based types (exam warnings, quiz): number of days before or after a reference date.
- For attendance types: the percentage of absences that triggers the alert (e.g. 20 = 20%).
- For pointing system types: the points balance threshold (e.g. 50 points).
- For financial types: number of days before a payment date, or minimum outstanding amount.
- For status/consent/import types: not used.
Example: For a Total Absences Warning, entering 25 means the rule fires when a student has reached or exceeded 25% total absences.
Recipient
Type: Multi-select (flags)
Defines who receives the notification. Multiple roles can be selected at the same time. The service resolves the actual contact details (email, phone) for each selected role at send time.
Available options (depending on the Notification Type selection):
- Students – the student directly involved in the triggering condition.
- Employee – administrative or office staff.
- Teacher – the teacher assigned to the course or class.
- 2nd Supervisor (Content Verifier) – Assessment Approver – the person who approves examination content.
- 3rd Supervisor (Mark Verifier) – Assessment Reviewer – the person who reviews marks.
- Parents or Guardians – parents or guardians (is guardian switch on the relative) linked to the student.
- Academic Contact – contacts flagged as academic contact in the student record.
- Financial Contact – the designated payer contact for the student.
- Mentor – the student assigned mentor.
- Supervisor – the _Subject_ supervision teacher.
- _Group_ Supervisor – the _Group_ supervision teacher.
- _Grade_ Supervisor – the _Grade_/Program supervision teacher.
- Mature Student Else Parent – sends to the student if adult, otherwise to the parent. (based on coming-of-age setting)
Example: For an absence warning, select Students + Parent, so both receive the alert simultaneously.
Internal Employee
Type: Searchable dropdown (single-select)
Optionally pins a specific internal employee as the sender or primary contact for notifications generated by this rule. When set, messages may appear as coming from this employee rather than a generic system address.
Example: Set this to the Head of Student Services so that absence alerts appear to come from a named person rather than an automated system, making them feel more personal and actionable.
Student Email Template
Type: Searchable dropdown (single-select)
Selects the message template to use when the recipient is a student. Templates are managed under the Templates section and can contain dynamic placeholders such as [NAME], [DATE], [TOTALOUTSTANDING] that are replaced with real values at send time.
Templates configuration path: Advanced Configurations > Templates & Menus Tab > Templates Editing (template type specified for each Notification Type in the Notification Types section)
Example: Choose a template titled ‘Absence Warning – Student’ which contains a friendly message with the student first name, current absence percentage, and the allowed limit.
Teacher Email Template
Type: Searchable dropdown (single-select)
Selects the message template used when the recipient is a teacher. Teacher templates typically include more detailed data such as lists of affected students or examination details.
Templates configuration path: Advanced Configurations > Templates & Menus Tab > Templates Editing (template type specified for each Notification Type in the Notification Types section)
Example: For a marking delay rule, choose a teacher template that includes [ASSESSMENTNAME], [DUEDATE], and a direct link to the marking interface.
Partner Email Template
Type: Searchable dropdown (single-select)
Selects the message template used when the recipient is an external partner or contact. Used in scenarios where third-party organisations need to be informed of events.
Templates configuration path: Advanced Configurations > Templates & Menus Tab > Templates Editing (template type specified for each Notification Type in the Notification Types section)
Example: For a consent modification rule, a partner template might notify a linked organisation that student consent documents have been updated.
Employee Email Template
Type: Searchable dropdown (single-select)
Selects the message template used when the recipient is an internal employee or administrative staff member. Employee templates often contain consolidated or more technical information than student-facing templates.
Templates configuration path: Advanced Configurations > Templates & Menus Tab > Templates Editing (template type specified for each Notification Type in the Notification Types section)
Example: For a status-change merged digest, the employee template uses the [TABLEOFCHANGES] placeholder to render a full HTML table of all changes in one email.
Enable Dynamic Template For
Type: Flags multi-select
When enabled for a recipient group, the service looks up a per-educational-programme template override instead of using the fixed template selected in fields 6-9 above. The override is matched against the student Grade, Stream, Educational Programme Category, and Status. If no match is found, the recipient is skipped entirely – there is no fallback.
Available options (can combine):
- Student – enables dynamic template resolution for student recipients.
- Parent – enables dynamic template resolution for parent recipients.
- Employee – enables dynamic template resolution for employee recipients.
Example: Enable for Student so that Engineering students receive a template with engineering-specific contacts, while Business students receive a different template – all from a single rule.
Warning Recurrence
Type: Dropdown (required)
Controls how often the rule is allowed to re-run and send notifications after the first time it fires.
Available options:
- Only Once – fires one time and never repeats for that entity.
- Daily – repeats every day (or after 20 hours, to account for schedule drift).
- Weekly – repeats every 7 days.
- Bi-Weekly – repeats every 14 days.
- Monthly – repeats every 30 days.
Example: Set an outstanding-payment reminder to Daily so the student receives a nudge every day until the balance is cleared. Set a status-change alert to Only Once so the notification fires just once per change event.
Related Entity
Type: Dropdown (read-only after save for most types)
Defines the type of entity that scopes this rule – i.e. which subset of data to evaluate. Combined with the Related Entity ID field, it restricts the rule to a specific grade, course, examination, import layout, etc. If left blank, the rule applies to all entities of the relevant type.
Available options:
- _Student_ – scope to a specific student.
- _Teacher_ – scope to a specific teacher.
- _Grade_ – scope to a specific grade/class.
- _Stream_ – scope to a specific stream.
- _Subject_ – scope to a specific subject.
- Examination – scope to a specific exam.
- Curriculum – scope to a specific curriculum.
- Custom Query – used with the Custom Query Execution notification type.
- Import Layout – used with the Mass Imports notification type.
- Quiz Case – used with the Quiz Notification After X Days type.
- Supporting Document – used with the Consents Modifications notification type.
Example: Set Related Entity = _Grade_ to restrict an absence warning to students in one specific grade only, rather than the entire institution.
Send Method
Type: Searchable dropdown (single select)
Controls the communication channel used to deliver the notification. Overrides the system-wide default for this specific rule.
Available options:
- Internal Message – sends a message inside the Classter platform inbox.
- Email – sends a standard email to the recipient registered email address.
- Email via Classter – routes the email through Classter own mail infrastructure.
- SMS – sends a text message via the configured SMS provider.
- User Preferred Method – uses each recipient personal preferred channel stored in their profile.
Example: Set to SMS for a same-day payment reminder so it reaches the student phone immediately, even if they do not check their email regularly.
Student States [Conditional]
Type: Multi-select (visible only for status-related notification types)
Filters which students are evaluated based on their current registration status condition – for example Active, Conditional, Alumni, or Transferred. Only students whose current condition matches one of the selected states are included in the rule evaluation. If nothing is selected, all students are included regardless of status.
Example: For an absence warning, select only Active to exclude students who have already withdrawn or transferred, preventing irrelevant notifications.
Only Last Record [Conditional]
Type: Checkbox / toggle (visible only for certain notification types)
When checked, the service sends a notification only for the single most recent matching record per student, even if multiple records meet the rule criteria. Prevents alert fatigue when a student has many qualifying events.
Example: A student has five overdue payment instalments. With Only Last Record on, only the most recently due instalment generates a notification rather than five separate messages.
Custom Query [Conditional – Type Custom Query Execution only]
Type: Searchable dropdown (single select) – visible only when Warning Type = Custom Query Execution
Selects the pre-saved custom SQL query to execute for this rule. The query is defined and stored separately, then referenced here. Its result set determines who is notified and what data appears in the message.
Example: Select a query named ‘Students Missing Registration Documents’ that returns all students with incomplete enrolment forms, so they can be notified automatically each day.
List Layouts [Conditional – Type Mass Imports only]
Type: Searchable dropdown (single select) – visible only when Warning Type = Mass Imports
Selects the import list layout to use for the bulk data import operation. The layout defines the file structure, field mapping, and validation rules for the import. After the import completes, a result summary is sent to the configured employee recipients.
Example: Select the ‘Student Nightly Sync’ layout to import a nightly student data file from an external SIS system, with the registrar notified each morning of the outcome.
Templates
Below you will find the Template Types, connected to each Notification Type.
Template messages are configured via Advanced Configurations > Templates Editing.
While creating the notification templates, you will need to select the template type, in order for this to appear in the relevant configuration places.
Based on the template type, you will find the relevant dynamic fields/data to use in your message.
The template types per Service Notification Type are listed below:
|
NOTIFICATION SERVICE TYPE |
TEMPLATE TYPE |
|
|
1 |
Verification Delay Warning |
Assessment Warning Service Notification |
|
2 |
Publication Delay Warning |
Assessment Warning Service Notification |
|
3 |
Marking Delay Warning |
Assessment Warning Service Notification |
|
4 |
Mark Review First Warning |
Assessment Warning Service Notification |
|
5 |
Total Absences Notification Warning |
Attendance Warning Email |
|
6 |
Unjustified Absences Notification Warning |
Attendance Warning Email |
|
7 |
Change Assessment Status to Mark Awaiting After Due Date |
No template – only action |
|
8 |
Absence Assessment Warning |
Assessment Warning Service Notification |
|
9 |
Students Over X Points |
Pointing System Notification |
|
10 |
Students Under X Points |
Pointing System Notification |
|
11 |
Quiz Notification After X Days |
Quiz Reminder Notification |
|
12 |
Contact Date on Student Condition the Last X Days |
General Notification |
|
13 |
Outstanding Payments of Student in Specific Day |
Delay Payment Notification |
|
14 |
Change Student Status Notification Per Recorded Change |
Change Student Status Notification [enforced] |
|
15 |
Change Student Status Notification Merged for Employees |
Change Student Status Notification For Employees [enforced] |
|
16 |
Scheduled Assessments Notifications |
Assessment Warning Service Notification |
|
17 |
Custom Query Execution |
No template – only query/action |
|
18 |
Mass Imports |
— (all template fields disabled) |
|
19 |
Outstanding Payments Notifications |
Delay Payment Notification [enforced] |
|
20 |
Consents Modifications |
Consents Modifications [enforced] |
CONFIGURATION PER Notification Type
The following sections describe each of the 20 notification types in detail. For each type, the Comparison Number meaning, specific fields, full business logic, calculations, and two practical examples are provided.
Verification Delay Warning
Category: Examination and Assessment Management
Alerts assessment approvers and teachers when the content verification deadline for an upcoming examination is approaching.
Business Logic and Calculation
[Days Remaining] = [ExamDate] – Today
A notification is generated for each examination where Days Remaining <= Comparison Number and content has not yet been verified.
Template type: Assessment Warning Service Notification
Template placeholders: [ASSESSMENTNAME], [SUBJECT], [TEACHER], [DATE], [DUEDATE], [CONTENTVERIFIERNAME].
Examples
Example 1 – 5-Day Reminder: Comparison Number = 5, Recurrence = Daily, Recipient = Assessment Approver. Starting 5 days before the exam, the approver is alerted daily until verification is complete.
Example 2 – Final Escalation: A second rule with Comparison Number = 2, Recurrence = Only Once, Recipient = Employee sends a last-chance escalation to management 2 days before the exam.
Publication Delay Warning
Category: Examination and Assessment Management
Notifies staff when exam results are due to be published but have not been yet.
Business Logic and Calculation
[Days To Publication] = [Publication Due Date] – Today
Fires when [Days To Publication] <= [Comparison Number] and results are still unpublished.
Template type: Assessment Warning Service Notification
Template placeholders: [ASSESSMENTNAME], [SUBJECT], [TEACHER], [DATE], [DUEDATE].
Examples
Example 1 – 3-Day Warning: Comparison Number = 3, Recurrence = Daily, Recipient = Teacher + Approver. From 3 days before the publication deadline, daily alerts fire until results are published.
Example 2 – Week-Ahead Notice: Comparison Number = 7, Recipient = Employee gives the registrar a week to prepare the publication workflow.
Marking Delay Warning
Category: Examination and Assessment Management
Alerts staff when too many days have passed since an exam and marks have not been entered.
Business Logic and Calculation
[Days Since Exam] = Today – [Exam Date]
Fires when [Days Since Exam] >= [Comparison Number] and at least one enrolled student has no mark recorded.
Template type: Assessment Warning Service Notification
Template placeholders: [ASSESSMENTNAME], [SUBJECT], [TEACHER], [DATE], [DUEDATE].
Examples
Example 1 – 10-Day Alert: Comparison Number = 10, Recurrence = Daily, Recipient = Teacher. If marks are missing 10 days after the exam, daily reminders begin.
Example 2 – Management Escalation: Comparison Number = 20, Recurrence = Only Once, Recipient = Employee escalates to management if marking is still incomplete after 20 days.
Mark Review First Warning
Category: Examination and Assessment Management
Notifies the mark reviewer when the review period is overdue.
Business Logic and Calculation
[Days Since Exam] = Today – [Exam Date]
Fires when [Days Since Exam] >= [Comparison Number] and the mark review has not been signed off.
Template type: Assessment Warning Service Notification
Template placeholders: [ASSESSMENTNAME], [SUBJECT], [MARKREVIEWERERNAME], [DATE], [DUEDATE].
Examples
Example 1 – 7-Day Reviewer Reminder: Comparison Number = 7, Recurrence = Daily, Recipient = Assessment Reviewer. Daily alerts start 7 days after the exam until the review is complete.
Example 2 – Approver Escalation: Comparison Number = 14, Recurrence = Only Once, Recipient = Assessment Approver sends a single escalation if review is still pending after 14 days.
Total Absences Notification Warning
Category: Attendance Management
Fires when a student total absences (justified + unjustified) reach or exceed a percentage threshold.
Business Logic and Calculation
[Absence Percentage] = (Total Absences / Allowed Sessions) x 100
Fires when [Absence Percentage] >= [Comparison Number]. Absence limits can be set at General, Grade, Stream, Course, or Curriculum level.
Template type: Attendance Warning Email
Template placeholders: [NAME], [STUDENTNAME], [EDUCATIONALPROGRAM], [ABSENCEIMIT], [TOTALNUMBEROFABSENCES], [PERCENTAGE].
Examples
Example 1 – 20% Early Warning: Comparison Number = 20, Recurrence = Weekly, Recipient = Students + Parent. Students above 20% absence receive a weekly alert to themselves and their parent.
Example 2 – 33% Critical Alert: Comparison Number = 33, Recurrence = Daily, Recipient = Employee flags at-risk students to staff for pastoral intervention.
Unjustified Absences Notification Warning
Category: Attendance Management
Same as Total Absences Warning but counts only absences that have NOT been excused or justified.
Business Logic and Calculation
[Unjustified Percentage] = (Unjustified Absences / Allowed Sessions) x 100
Fires when [Unjustified Percentage] >= Comparison Number.
Template type: Attendance Warning Email
Template placeholders: [NAME], [ABSENCEIMIT], [TOTALNUMBEROFABSENCES], [PERCENTAGE], [EDUCATIONALPROGRAM].
Examples
Example 1 – 10% Parent Alert: Comparison Number = 10, Recurrence = Weekly, Recipient = Parent. Parents notified weekly when unjustified absences exceed 10%.
Example 2 – 5% Staff Escalation: Comparison Number = 5, Recurrence = Daily, Recipient = Employee. Student services flagged daily so they can follow up before the situation worsens.
Change Assessment Status to Mark Awaiting After Due Date
Category: Assessment Automation
Automatically advances an assessment status to Mark Awaiting once its due date has passed by N days, then notifies the teacher.
Business Logic and Calculation
Fires when: Today >= (Assessment Due Date + Comparison Number days)
The assessment status is updated in the database and a notification is sent to configured recipients.
Template type: Not applicable (template fields are disabled for this type)
Template placeholders: [ASSESSMENTNAME], [SUBJECT], [DATE], [DUEDATE], [TEACHER].
Examples
Example 1 – Same-Day Transition: Comparison Number = 0, Recurrence = Daily. Status changes to Mark Awaiting on the exact due date.
Example 2 – Grace Period: Comparison Number = 2, Recurrence = Daily gives teachers a 2-day grace period before the auto-advance kicks in.
Absence Assessment Warning
Category: Attendance and Assessment Cross-Check
Alerts when a student absence level in a subject is high enough to trigger an assessment consequence such as an exam bar.
Business Logic and Calculation
Cross-references absence data with assessment eligibility rules. If absences exceed the subject limit, all relevant parties are notified of the potential consequence.
Template type: Assessment Warning Service Notification
Template placeholders: [NAME], [SUBJECT], [ABSENCEIMIT], [TOTALNUMBEROFABSENCES], [PERCENTAGE].
Examples
Example 1 – Exam Bar Warning: A student absences in Mathematics exceed 25%. Student, parent, and teacher are notified of the risk of being barred from the exam.
Example 2 – Pre-emptive Warning: Set Comparison Number slightly below the actual bar threshold to give students a chance to improve attendance before they cross the line.
Students Over X Points
Category: Pointing and Behavioural System
Fires when a student points balance reaches or exceeds a configured threshold. Used for merit recognition or demerit escalation.
Business Logic and Calculation
Balance is calculated using the configured method (Positive – Negative, Sum of All, or Positive+Neutral – Negative). Fires when Balance >= Comparison Number.
Template type: Pointing System Notification
Template placeholders: [NAME], [FIRSTNAME], [LASTNAME], [LIMIT], [BALANCE].
Examples
Example 1 – Merit Award: Comparison Number = 50, Recurrence = Only Once, Recipient = Students + Parent. A congratulatory message sent once the student hits 50 merit points.
Example 2 – Demerit Escalation: Comparison Number = 10, Recipient = Employee. Student services alerted when a student accumulates 10 or more demerit points.
Students Under X Points
Category: Pointing and Behavioural System
Mirror of the Students Over X Points type. Fires when a student points balance falls to or below a configured threshold.
Business Logic and Calculation
Uses the same calculation methods as the Students Over X Points type. Fires when Balance <= Comparison Number.
Template type: Pointing System Notification
Template placeholders: [NAME], [LIMIT], [BALANCE].
Examples
Example 1 – Low Merit Alert: Comparison Number = 10, Recurrence = Monthly, Recipient = Teacher. Students who have earned fewer than 10 points after a month are flagged to their teacher.
Example 2 – Negative Balance: Comparison Number = 0, Recipient = Parent + Employee. Any student with a zero or negative balance triggers a wellbeing check-in.
Quiz Notification After X Days
Category: Assessment and E-Learning
Reminds students who have not submitted a quiz after N days since it was opened.
Business Logic and Calculation
[Check From Date] = Today – Comparison Number days
[ Look Back Window] = [Check From Date] – 30 days
Students with no submission whose quiz opened in the lookback window receive a reminder.
Template type: Quiz Reminder Notification
Template placeholders: [RECIPIENTNAME], [FIRSTNAME], [LASTNAME], [QUIZTITLE], [DATE].
Examples
Example 1 – 3-Day Reminder: Comparison Number = 3, Recurrence = Daily. Students without a submission are reminded daily from day 3 after the quiz opened.
Example 2 – Teacher Summary: Recipient = Teacher sends the teacher a daily list of non-submitting students after 5 days.
Contact Date on Student Condition the Last X Days
Category: Student Enrolment and Status Management
Notifies staff when a student was placed into a specific status within the last N days, triggering a follow-up workflow.
Business Logic and Calculation
[ Contact Date Start] = Today – Comparison Number days
Finds students whose status contact date falls within the last N days and whose status matches the configured Student States filter.
Template type: General Notification
Template placeholders: [NAME], [STUDENTNAME], [STATUSDATE], [NEWSTATUS], [EDUCATIONALPROGRAM].
Examples
Example 1 – Conditional Enrolment Follow-up: Comparison Number = 7, Student States = Conditional. Students placed under conditional enrolment in the past 7 days are flagged to their mentor.
Example 2 – Re-enrolment Tracking: Comparison Number = 14, Student States = Pending Re-enrolment. Admissions team sees students who started re-enrolment but have not completed it.
Outstanding Payments of Student in Specific Day
Category: Financial Management
Sends a payment reminder when a student agreed instalment date is exactly N days away and the amount is still unpaid.
Business Logic and Calculation
[Target Payment Date] = Today + Comparison Number days
Queries payment arrangements where [Date To Pay] = [Target Payment Date], the amount is due, mandatory, and not yet settled.
Template type: Delay Payment Notification
Template placeholders: [NAME], [TOTALOUTSTANDING], [PAYMENTBARCODE], [ONLINEPAYMENTSLINK], [DATE].
Examples
Example 1 – 3-Day Advance Reminder: Comparison Number = 3, Recurrence = Daily. Students with a payment due in 3 days receive an email with the outstanding balance and a payment link.
Example 2 – Same-Day Alert: Comparison Number = 0 sends a final SMS on the actual payment due date.
Change Student Status Notification Per Recorded Change
Category: Student Status and Administration
Sends one individual notification per status change event for each student.
Business Logic and Calculation
Queries the status change audit log for unnotified records. For each event, identifies old status, new status, date, and action user, then sends individual notifications to all configured recipients.
Template type: Change Student Status Notification
Template placeholders: [STUDENTNAME], [NEWSTATUS], [PREVIOUSSTATUS], [STATUSDATE], [ACTIONDATE], [ACTIONUSER], [EDUCATIONALPROGRAM].
Examples
Example 1 – Graduation Notification: Recipient = Students. Student receives a personalised message when their status changes to Graduated.
Example 2 – Admin Audit: Recipient = Employee. Every status change sends an internal message to the registrar for human acknowledgement.
Change Student Status Notification Merged for Employees
Category: Student Status and Administration
Consolidates all status changes into a single digest email for employees instead of one message per change.
Business Logic and Calculation
Collects all status change events since the last execution and compiles them into one email using the [TABLEOFCHANGES] placeholder – an HTML table with student name, old status, new status, date, and action user.
Template type: Change Student Status Notification For Employees
Template placeholders: [TABLEOFCHANGES], [STUDENTNAME], [NEWSTATUS], [PREVIOUSSTATUS], [STATUSDATE], [ACTIONUSER].
Examples
Example 1 – Daily Digest: Recurrence = Daily. The registrar receives one morning email listing all previous day status changes.
Example 2 – Weekly Summary: Recurrence = Weekly. Department heads receive a Monday morning digest of all changes from the past week.
Scheduled Assessments Notifications
Category: Assessment and Scheduling
Notifies students, parents, and teachers N days before an upcoming scheduled assessment.
Business Logic and Calculation
[Assessment Notice Date] = [Assessment Date] – Comparison Number days
Fires on the day that equals the notice date for each scheduled assessment.
Template type: Assessment Warning Service Notification
Template placeholders: [ASSESSMENTNAME], [SUBJECT], [DATE], [DUEDATE], [TEACHER].
Examples
Example 1 – 7-Day Reminder: Comparison Number = 7, Recurrence = Only Once. Students receive a reminder 7 days before each scheduled exam.
Example 2 – Parent Alert: Comparison Number = 5, Recipient = Parent. Parents notified 5 days before each assessment to support student preparation.
Custom Query Execution
Category: Advanced and Custom
Executes a custom SQL query and sends the results as a notification. The most flexible type for bespoke business logic not covered by other types.
Business Logic and Calculation
The service calls an API proxy that runs the selected query against the live database. Each row in the result set becomes one notification target. Placeholder values are taken from the query columns.
Warning: Use only read-only SELECT queries. Test thoroughly before activating.
Examples
Example 1 – Incomplete Registration: A query selects students missing required enrolment documents. They are notified daily until records are complete.
Example 2 – Birthday Greetings: A query returns students whose birthday is today. The service sends each a personalised greeting.
Mass Imports
Category: Data Management and Administration
Triggers a bulk data import using a configured list layout and notifies employees with the outcome report.
Business Logic and Calculation
Calls the Classter API to run a list layout import. Supported types: [Import Students] (bulk create) and [Import Students Update / Update Students] (bulk update). A report is sent to employees with counts of records processed, succeeded, and failed.
Examples
Example 1 – Nightly Sync: Recurrence = Daily. Each night a student data file is imported from the SIS. The registrar receives a morning summary.
Example 2 – Term Start Import: Recurrence = Only Once. A one-time bulk enrolment at term start, with the admissions manager receiving a full outcome report.
Outstanding Payments Notifications
Category: Financial Management
Alerts students and contacts about overdue balances across ALL academic periods, not just the current one.
Business Logic and Calculation
Queries all payment arrangements across all periods where [Date To Pay] is in the past and outstanding balance >= Comparison Number. Sends one consolidated notification per student.
Template type: Delay Payment Notification
Template placeholders: [NAME], [TOTALOUTSTANDING], [PAYMENTBARCODE], [ONLINEPAYMENTSLINK], [DATE].
Examples
Example 1 – Monthly Debt Statement: Comparison Number = 0, Recurrence = Monthly. All students with any overdue balance receive a monthly consolidated statement.
Example 2 – High-Balance Escalation: Comparison Number = 500, Recurrence = Weekly, Recipient = Employee. Students owing more than 500 are flagged to the finance team weekly.
Consents Modifications
Category: Compliance, GDPR, and Document Management
Notifies students, parents, and staff when a consent document has been modified and re-consent or acknowledgement is needed.
Business Logic and Calculation
Monitors consent and supporting document records for modifications since the last execution. For each changed document, identifies all students required to provide consent and sends a notification.
Template type: Consents Modifications
Template placeholders: [NAME], [DOCUMENTNAME], [DATE], [LINK].
Examples
Example 1 – Updated Privacy Policy: When the GDPR privacy notice is updated, all active students and parents receive an email with a link to review and re-consent.
Example 2 – New Media Consent: When a new media consent form is added, all relevant students and parents are notified via their preferred channel.
Best Practices and Tips
Use Student States to Reduce Noise
Always configure Student States filters on attendance and financial notifications. Including withdrawn or alumni students generates unnecessary alerts to people who are no longer active.
Combine Threshold Levels for Tiered Alerts
Create two or three rules of the same type with increasing Comparison Numbers to build a tiered warning system. For example: 20% absence alert to the student, 30% to the parent, 40% to management. Each rule is independent.
Use Only Once Carefully
Only Once means the rule fires once per entity and is permanently suppressed after that. Use it for truly one-time events. For ongoing conditions like unpaid balances or persistent absences, use Daily or Weekly so reminders continue until the issue is resolved.
Test Templates Before Going Live
Before activating a rule, preview the template to ensure all placeholders resolve correctly. Send a test notification to yourself before enabling for the entire student body.
Use Order to Sequence Dependent Rules
If one rule depends on data populated by another, use the Order field to ensure the prerequisite runs first. Rules without an Order value run after all ordered rules.
Monitor the Execution Log
Regularly review the execution log to check for errors, long execution times, or rules that are not firing as expected. A rule showing repeated errors should be investigated before it silently fails to notify stakeholders.
Dynamic Templates for Multi-Programme Institutions
If your institution has multiple educational programmes, enable Dynamic Template For and configure per-programme template overrides. A single rule can serve all programmes with contextually appropriate messaging.
Disable Rather Than Delete
When a rule is no longer needed seasonally, disable it rather than deleting it. This preserves the configuration and execution log history for future reactivation and auditing.
Financial Notifications – Use Both Types Together
Use the Outstanding Payments of Student in Specific Day type for advance reminders of upcoming due dates, and the Outstanding Payments Notifications type for chasing overdue historic balances. Together they form a complete financial communication workflow.
Custom Query Security
When using the Custom Query Execution type, ensure all SQL queries are reviewed by a database administrator. Use only SELECT statements. Never include UPDATE, INSERT, DELETE, or DROP. Test with a limited dataset first.
|
ID |
Category |
Comparison Number Meaning |
Typical Recipients |
|
|
1 |
Verification Delay Warning |
Assessment |
Days before exam for verification |
Approver, Teacher |
|
2 |
Publication Delay Warning |
Assessment |
Days before publication deadline |
Teacher, Approver |
|
3 |
Marking Delay Warning |
Assessment |
Days after exam for marking |
Teacher, Employee |
|
4 |
Mark Review First Warning |
Assessment |
Days after exam for review |
Reviewer, Approver |
|
5 |
Total Absences Warning |
Attendance |
Absence percentage threshold (%) |
Student, Parent, Employee |
|
6 |
Unjustified Absences Warning |
Attendance |
Unjustified absence percentage (%) |
Student, Parent, Teacher |
|
7 |
Auto-Advance Assessment Status |
Assessment Automation |
Days after due date to auto-advance |
Teacher |
|
8 |
Absence Assessment Warning |
Attendance / Assessment |
Absence count or percentage |
Student, Parent, Teacher |
|
9 |
Students Over X Points |
Pointing System |
Points balance ceiling |
Student, Parent, Employee |
|
10 |
Students Under X Points |
Pointing System |
Points balance floor |
Student, Parent, Employee |
|
11 |
Quiz Notification After X Days |
E-Learning |
Days after quiz open date |
Student, Teacher |
|
12 |
Contact Date on Status Last X Days |
Enrolment |
Days lookback for status contact date |
Employee, Mentor |
|
13 |
Outstanding Payments Specific Day |
Financial |
Days before agreed payment date |
Student, Financial Contact |
|
14 |
Status Change Per Record |
Administration |
Not applicable |
Student, Parent, Employee |
|
15 |
Status Change Merged Digest |
Administration |
Not applicable |
Employee |
|
16 |
Scheduled Assessments |
Assessment |
Days before assessment date |
Student, Parent, Teacher |
|
17 |
Custom Query Execution |
Advanced |
Optional SQL parameter |
Defined by query |
|
18 |
Mass Imports |
Data Management |
Not applicable |
Employee |
|
19 |
Outstanding Payments Cross-Period |
Financial |
Minimum outstanding amount |
Student, Financial Contact |
|
20 |
Consents Modifications |
Compliance |
Not applicable |
Student, Parent, Employee |
|
Setting |
Note: The 20-hour daily threshold prevents suppression when the service runs slightly earlier each day due to system timing variances. |
Typical Use Case |
|
Only Once |
Never re-runs after first execution |
One-time events: a specific import, a consent update |
|
Daily |
More than 1 day elapsed, or more than 20 hours since last run |
Continuous monitoring: absences, outstanding payments |
|
Weekly |
7 or more days since last run |
Regular summaries: weekly consolidated reports |
|
Bi-Weekly |
14 or more days since last run |
Fortnightly reminders: mid-term progress alerts |
|
Monthly |
Days in current month or more since last run |
Monthly statements: financial summaries, merit reports |
|
Placeholder |
Applicable Types |
|
|
[NAME] |
Full name of the primary recipient |
All types |
|
[FIRSTNAME] |
First name of the recipient |
All types |
|
[LASTNAME] |
Last name of the recipient |
All types |
|
[IDNUMBER] |
Student ID number |
Most student types |
|
[STUDENTNAME] |
Student full name (used in parent and employee templates) |
Absence, Status, Financial |
|
[EDUCATIONALPROGRAM] |
Name of the student educational programme |
Absence, Status, Points |
|
[SUBJECT] |
Course or subject name |
Assessment, Absence, Quiz |
|
[TEACHER] |
Teacher name |
Assessment types |
|
[DATE] |
Relevant date such as exam date or payment date |
All applicable types |
|
[DUEDATE] |
Deadline date |
Assessment types |
|
[ASSESSMENTNAME] |
Name of the assessment or examination |
Assessment types |
|
[CONTENTVERIFIERNAME] |
Name of the content approver |
Verification Delay |
|
[MARKREVIEWERERNAME] |
Name of the mark reviewer |
Mark Review |
|
[ABSENCEIMIT] |
Configured absence limit as percentage or count |
Absence types |
|
[TOTALNUMBEROFABSENCES] |
Student current total absences |
Absence types |
|
[PERCENTAGE] |
Student current absence percentage |
Absence types |
|
[SCHOOLPRINCIPALNAME] |
Principal or head of institution name |
Absence types |
|
[GRADESUPERVISOREMAIL] |
Grade supervisor email address |
Absence types |
|
[LIMIT] |
Points threshold value |
Points types |
|
[BALANCE] |
Student current points balance |
Points types |
|
[QUIZTITLE] |
Title of the quiz |
Quiz Notification |
|
[NEWSTATUS] |
New student status description |
Status Change types |
|
[PREVIOUSSTATUS] |
Previous student status description |
Status Change types |
|
[STATUSDATE] |
Date of the status change |
Status Change types |
|
[ACTIONDATE] |
Date when the action was performed |
Status Change types |
|
[ACTIONUSER] |
Username who performed the status change |
Status Change types |
|
[TABLEOFCHANGES] |
HTML table of all status changes (merged digest only) |
Status Merged only |
|
[TOTALOUTSTANDING] |
Total outstanding payment amount |
Financial types |
|
[PAYMENTBARCODE] |
SEPA barcode or payment reference |
Financial types |
|
[ONLINEPAYMENTSLINK] |
Direct link to online payment portal |
Financial types |
|
[TEMPLATEFILES] |
Links to template-attached files |
All types with attachments |
|
[ATTACHFILES] |
Links to grade-level file attachments |
All types with attachments |
|
[ATTACHTEACHERFILES] |
Links to teacher-specific file attachments |
Assessment types |
