Student Engagement

The Student Engagement feature allows operators to create, manage, and track comprehensive engagement records for students within the TSM (Transport School Management) module. This system provides a centralised location to document important student interactions, behavioral incidents, welfare concerns, and administrative notes with full audit trail capabilities (Coming in March).

The Student Engagement system comprises four main components:

  • Engagement Records: Individual entries documenting student interactions, including type categorisation, detailed descriptions and file attachments.
  • Engagement Types & Subtypes: Customisable hierarchical categories configured in settings to organise and classify engagement records
  • File Attachments: Support for multiple document attachments per record (up to 10MB per file) including PDFs, images, and common document formats
  • History & Audit Trail: Comprehensive tracking of all record modifications, deletions, and data access for compliance and security purposes (Coming in March)

Accessing Student Engagement

There are two ways to access Student Engagement:

From the TSM Menu (Consolidated View)

  1. Navigate to TSM > Student Engagement
  2. The default tab displays all engagement records across all students, sorted by most recent first
  3. Use this view for bulk management, searching across students, or creating records for any student


From Individual Student Records

  1. Navigate to TSM > Students
  2. Select a student from the list
  3. Click the Engagement tab within the student details page
  4. This view shows only engagement records for the selected student

Configuring Engagement Types

Before creating engagement records, you should configure the types and subtypes that match your organization's needs.

Setting Up Engagement Types

  1. Navigate to TSM > Student Engagement
  2. Click the Definitions/Types tab
  3. Click Add Engagement Type
  4. Enter the type name (e.g., "Behaviour", "Welfare", "Academic Concern")
  5. Click Save

Adding Subtypes to Engagement Types

  1. From the Definitions/Types tab, select the + icon next to the engagement type you want to add a sub type too. 
  2. Enter the subtype name (e.g., "Dangerous Behaviour", "Minor Infraction")
  3. Click Save
  4. Repeat to add additional subtypes as needed

Each Engagement Type can have multiple subtypes creating a hierarchical classification system. When creating engagement records, the subtype dropdown will only display options linked to the selected type.

Display Logic for Types

  • When no types are configured: Both Type and Subtype fields will display no value
  • When types exist: Operators can select from configured options
  • Legacy records: If a type is deleted from settings, existing records retain their original classification but cannot be reselected when editing

Creating Engagement Records

From the Student Engagement Page

  1. Navigate to TSM > Student Engagement (default Records tab)
  2. Click Add Record
  3. Select the Student from the dropdown
  4. Select Engagement Type (e.g., "Behaviour")
  5. Select Engagement Subtype (dropdown filters based on selected type)
  6. Enter detailed Description of the engagement
  7. Optional: Click Attach Files to add supporting documentation
  8. Click Save

From Individual Student Records

  1. Navigate to TSM > Students and select a student
  2. Click the Engagement tab
  3. Click Add New Record
  4. The student is pre-selected
  5. Complete Type, Subtype, Description, and Attachments as above
  6. Click Save

Automatic System Data

When you save an engagement record, the system automatically captures:

  • Date & Time: Exact timestamp of when the record was created
  • Created By: Your user credentials (name and email)
  • Last Modified: Updates automatically when any changes are made
  • Modified By: User who made the most recent change

Managing File Attachments

Adding Files to Engagement Records

  1. While creating or editing an engagement record, click Attach Files
  2. Select one or more files from your computer
  3. Supported formats include: PDF, DOC, DOCX, JPG, JPEG, PNG, GIF, TXT
  4. Each file must be under 5MB
  5. Multiple files can be attached to a single record

Downloading Attachments

  1. From the engagement record, locate the attachments section
  2. Click the file name or download icon
  3. The file will download to your default downloads folder
  4. This download is automatically recorded in the history log

Editing and Deleting Records

Editing Existing Records

  1. Locate the engagement record you want to edit
  2. Click the Edit icon or button
  3. Modify any fields (Type, Subtype, Description)
  4. Add or remove file attachments
  5. Click Save
  6. All changes are tracked in the history log with old and new values (Coming in March)

Note: If the original Engagement Type has been deleted from settings, you'll see a validation message: "Original Engagement Type no longer available. Please select new category." You must select a currently configured type to save changes.

Deleting Records

  1. Locate the engagement record you want to delete
  2. Click the Delete icon or button
  3. Confirm the deletion when prompted
  4. The record is removed from the student's engagement history
  5. The complete record details are preserved in the history log (Coming in March)

Important: Deletions are permanent and cannot be undone. However, the full record data is retained in the audit trail (Coming in March) for compliance purposes.

Bulk Operations

Exporting Engagement Records

  1. Navigate to TSM > Student Engagement
  2. Click Export to CSV 
  3. The export is logged in the system audit trail (Coming in March)

Searching and Filtering

From the main Student Engagement page:

  • Search by student name: Type in the search field
  • Filter by Engagement Type: Select from dropdown
  • Filter by date range: Use date picker
  • Results per page: Adjust pagination settings

Common Use Cases

Documenting Behavioral Incidents

  1. Create engagement record with Type: "Behaviour"
  2. Select appropriate Subtype (e.g., "Dangerous Behaviour" or "Minor Infraction")
  3. Provide detailed description of the incident
  4. Attach supporting documentation (incident reports, emails, photos)
  5. Record is timestamped and associated with your user account

Tracking Welfare Concerns

  1. Create engagement record with Type: "Welfare"
  2. Select relevant Subtype
  3. Document observations and concerns in Description
  4. Attach correspondence from parents, counselors, or external agencies
  5. Edit record as situation develops to maintain chronological notes

Managing Academic Progress Notes

  1. Create engagement record with Type: "Academic Concern"
  2. Use Subtypes to categorise (e.g., "Failing Grade", "Improvement Plan")
  3. Document interventions and outcomes
  4. Track progress through editing the record over time

Tips and Best Practices

  • Configure types before rollout: Set up your Engagement Types and Subtypes structure before training staff to ensure consistency
  • Be descriptive: Use the Description field to provide context that may be valuable months or years later
  • Attach supporting evidence: When appropriate, attach emails, reports, or photos to provide complete documentation
  • Regular reviews: Periodically review engagement records for patterns or students requiring additional support
  • Leverage history logs: Use the audit trail during compliance reviews or when investigating data access questions (Coming in March)
  • Standardize language: Consider creating internal guidelines for how different types of engagements should be documented
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