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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.
The Monitors section within an action plan, showing a RAG monitor and the Add Monitor button

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What monitors are

A monitor is a repeating task assigned to one or more staff members. At regular intervals, the assigned staff record 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:
  • A title — a short name describing what is being monitored, such as “Morning settling” or “Lesson engagement”. This is required
  • Assigned Staff — the people responsible for carrying out the check-ins. You can assign more than one person
  • A frequency — how often check-ins should happen: Hourly, Daily, or Weekly
  • A start date — the day the monitor begins generating check-ins. This is required
  • Start Hour and End Hour — for hourly monitors only, the hours of the school day between which check-ins are generated
  • 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
  • Applies to — on a joint plan only, whether the monitor covers all the students or one named child

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Setting up a monitor

1

Open the action plan

Navigate to the action plan you want to add a monitor to and open its detail page.
2

Go to the Monitors section

Scroll to the Monitors section of the action plan.
3

Click Add Monitor

Click Add Monitor to create a new check-in schedule.
4

Give the monitor a title

Enter a Title describing what is being monitored — for example, “Morning settling” or “Lesson engagement”. A title is required, and it is what staff see on their dashboard when a check-in is due.
5

Choose who it applies to (joint plans only)

If the plan covers more than one student, an Applies to dropdown appears. Choose All students for a shared check-in, or pick one child to track something that concerns only them.On a single-student plan this dropdown is not shown — there is nothing to choose.
The Create Monitor form on a joint plan with the Applies to selector set to one named student
6

Assign the staff

In Assigned Staff, choose the people who will be responsible for carrying out the check-ins. You can select more than one, which is useful when several colleagues share the student’s day or when you need cover during absence. Choose staff who have regular contact with the student.
7

Set the frequency

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.
8

Set the start date

Choose the Start Date — the day the monitor begins generating check-ins. This is required.If you chose an Hourly frequency, also set a Start Hour and End Hour. These define the window of the school day in which hourly check-ins are generated, so staff are not asked to check in overnight or outside lesson time.
9

Choose the monitor type

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).
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.
11

Save

Click Save to activate the monitor. Everyone in Assigned Staff will see pending check-ins on their dashboard.
The Create Monitor form with title, frequency, start date, RAG type, and assigned staff fields

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Monitors on a joint plan

A joint plan covers two or more students, and its monitors can work either way:
  • All students — one shared check-in for the plan as a whole. Use this when what you are tracking is the thing between them: “Are they managing break times without conflict?”
  • One named student — a check-in about that child only. Use this when each child has their own target: one is working on walking away, the other on asking for help.
In the plan’s Monitors section, each monitor carries a small badge showing who it is for — either the child’s name or All students. The badge appears only on joint plans, since on a single-student plan it would tell you nothing.
The Monitors section of a joint plan, one monitor badged with a student's name and one badged All students
A shared monitor appears on every student’s profile. A monitor targeted at one child appears only on theirs.
You can only choose a child who is on the plan. Applies to can be changed only while nothing has been recorded against the monitor — once staff have started checking in, the form says “Cannot be changed once values have been recorded against this monitor.” Changing it then would silently restate existing check-ins as being about someone else, so create a new monitor instead.

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Recording a check-in

When a check-in is due, any of the assigned staff can record the 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.
The monitor check-in form with Red, Amber, and Green status options and an optional note field

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Monitors on your dashboard

When a check-in is due, it appears on your dashboard under 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.
The Monitors section on the dashboard showing a due check-in for a student's action plan monitor

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Managing monitors

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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.

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Changing who is assigned

If responsibility for a student changes — for example, because a staff member is leaving or a different colleague now has more regular contact — open the monitor and edit Assigned Staff. You can swap someone out, or add another colleague alongside the existing ones.

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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.

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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.
If the action plan is later reopened, you will need to create new monitors — the previously ended monitors are not automatically restored.

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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. Assign several people where the student is seen by different staff across the day.
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.