Monitors are scheduled check-ins attached to an action plan. They ensure ongoing oversight of a student’s progress between formal reviews, giving you a structured way to track how an intervention is working over time.
What monitors are
A monitor is a repeating task assigned to a specific staff member. At regular intervals, the assigned staff member records a check-in — noting the student’s progress, any concerns, and suggested next steps. This creates a detailed log of how the student is responding to the intervention.
Each monitor has:
- An assigned staff member — the person responsible for carrying out the check-ins
- A frequency — how often check-ins should happen: Hourly, Daily, or Weekly
- A type — either RAG (Red/Amber/Green rating) or Scale (a numeric rating within configurable bounds)
- An end date — an optional date when the monitor will automatically stop generating check-ins
- A parent action plan — every monitor belongs to an action plan
Setting up a monitor
Navigate to the action plan you want to add a monitor to and open its detail page.
Go to the Monitors section
Scroll to the Monitors section of the action plan.
Click Add Monitor to create a new check-in schedule.
Choose the staff member who will be responsible for carrying out the check-ins. This should be someone who has regular contact with the student.
Choose how often check-ins should happen — Hourly, Daily, or Weekly. The frequency should reflect the level of oversight the student needs — more frequent for higher-concern cases, less frequent for stable situations.
Select the type of check-in:
RAG — each check-in records a Red, Amber, or Green rating, giving a quick visual indicator of how the student is doing.
Scale — each check-in records a numeric value within configurable upper and lower bounds that you set when creating the monitor (for example, 1–10).
Set an end date (optional)
You can set an end date for the monitor. When the end date is reached, the monitor stops generating check-ins automatically. If you do not set an end date, the monitor continues until you complete it manually or the action plan is completed.
Click Save to activate the monitor. The assigned staff member will see pending check-ins on their dashboard.
Recording a check-in
When a check-in is due, the assigned staff member records their observation:
- RAG monitors — select Red (significant concern), Amber (some concern), or Green (positive progress).
- Scale monitors — enter a numeric value within the bounds you set when creating the monitor (for example, 1–10).
- Note (optional) — add a short note to provide context for the rating, such as what happened or what you observed.
Each check-in is saved as part of the monitor’s history, building a detailed picture of the student’s journey over time. When an action plan review is conducted, monitor data — including trends and staff notes — is automatically included in the AI’s analysis to assess whether strategies are working.
Pending monitors on your dashboard
When a check-in is due, it appears on your dashboard under Pending Monitors. This section shows all monitors assigned to you that need attention, so you can stay on top of your check-in schedule without having to remember dates manually.
Managing monitors
Editing a monitor
You can change the frequency or other details of a monitor at any time by opening it from the action plan’s detail page.
Reassigning a monitor
If responsibility for a student changes — for example, because a staff member is leaving or a different colleague now has more regular contact — you can reassign the monitor to a different staff member.
Completing a monitor
When the intervention is progressing well and ongoing check-ins are no longer needed, you can mark the monitor as complete. This removes it from the dashboard and stops generating future check-ins.
Completing plans and monitors
When an action plan is completed, all its active monitors are automatically ended. Make sure any outstanding check-ins are completed before completing the plan.
Tips
Assign monitors to staff with regular contact. The most useful check-ins come from staff who see the student frequently — form tutors, teaching assistants, or pastoral leads. They are best placed to observe day-to-day progress and spot emerging concerns.
Match the frequency to the level of concern. A student on a crisis intervention may need hourly or daily check-ins, while a stable pastoral plan might only need weekly monitoring. Adjust the frequency as the situation evolves.
Be specific in check-in notes. Record concrete observations rather than general impressions. Specific details make it easier to track trends and inform future reviews.
