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
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.
