Student Pulse Onboarding Part Two: Configuring Student Pulse

This article is intended for staff members configuring Student Pulse.

This article provides detailed steps for setting up Student Pulse for the first time at your school.

Note

If another staff member uploaded the spreadsheet and completed Part One (b) of the Student Pulse onboarding, you'll receive an email alert to let you know you can start setting the Student Pulse configuration. Select the login link provided in the email and follow the instructions outlined in this article.

Image 1: Email reminder to complete the Student Pulse onboarding

 

Tip

You can watch our video guide Part Two: Configuring Student Pulse.

1. Add students to Pulse

After uploading your spreadsheets in Part One of the onboarding process, you can start selecting which groups of students are to be enrolled in Pulse.

Note

Pulse is suitable for students in Year 3 and up. If there are students from lower years in the spreadsheet you uploaded in Part One (b), you can still deselect them so they won’t be enrolled in Pulse.

Select all the student groups or levels to be enrolled into Pulse, then select NEXT.

pulse_configure_001.png

Image 2: Selecting year levels to be enrolled in Student Pulse

2. Set up your school’s structure

  1. Pulse will present you with a structure of your school based on your selected groups (Image 2). Review the proposed structure to make sure it accurately reflects your school’s structure.

    pulse_configure_002.png

    Image 3: Setting up your school structure

  2. If you need to make changes, select EDIT SCHOOL STRUCTURE. You will then be able to (a) move groups around, (b) rename groups, and (c) add more groups if needed. 
  3. Save your edits.

    pulse_configure_003b.png

    Image 4: Editing the school structure

  4. Select NEXT.

Tip: Resetting the school structure

If you need to make further changes to your structure, we recommend updating the spreadsheets you’ve uploaded in Part One (b) of the onboarding process. See the troubleshooting section of this guide for more information.

3. Build your Pulse Team

3a. Add Pulse Director(s)

Note

The Pulse Director can see all Pulse check-in data across the school. You can assign multiple staff as Pulse Directors.

  1. Below Whole School, type the name of the staff you’re assigning to this role.
  2. Select their name from the list of suggestions.
  3. Select NEXT.

pulse_configure_005.png

Image 5: Adding Pulse Directors

3b. Add staff members to groups

If you uploaded a teaching staff spreadsheet in Part 1 of onboarding, Pulse will automatically allocate those staff to the class/es they are associated with in that spreadsheet.

If you did not upload a teacher spreadsheet or allocated additional staff to classes, or want to make changes, you can manually allocate staff to class/es.

  1. Select Add missing staff at the bottom of the screen, then enter the staff member’s first name, last name, and email address.
  2. Select SAVE.
  3. The staff member will be included in the staff directory and you can start assigning them to the appropriate group/s. Select NEXT.
  4. Search and select the names of the staff you want to assign to other groups (e.g. high school or year levels). You can assign multiple staff members to each group.

    pulse_configure_006.png

    Image 6: Adding staff members to groups

Note

These staff members will be able to access Pulse data for the students in the groups they are assigned to, and their students will be able to seek help and wellbeing support from them.

3c. Configure help responders

Staff members associated with groups, such as year levels and sub-schools, will appear on a list of suggestions students can ask for wellbeing support from.

To configure additional help responders:

  1. On the Configuring help responders screen, review the details provided under Students in the relevant groups can seek help from:

    configure-help-responders.png

    Image 7: Configuring help responders

    Note

    Staff who were assigned to the student’s year level (e.g. year 10, Senior School) will appear on the list of help responders.

  2. Toggle Yes to allow students to seek help from their class teachers in addition to the staff listed.
  3. Select NEXT.

3d. Confirm your Wellbeing team

Pulse will present you with the names of your wellbeing team after assigning staff to groups. You can confirm or go back to edit your configuration to be sure the correct staff members have access to relevant Pulse data.

Tip: Resetting staff group allocation to the Wellbeing team

If you need to update your staff group allocation, you can either update the spreadsheets you’ve uploaded in Part One (b) of the onboarding process or restart Part 2 of the Student Pulse configuration. See the troubleshooting section of this guide for more information.

We recommend assigning at least one staff member to every group; however, you can edit this later in the Settings section. If you’re satisfied with the group configurations, select NEXT.

4. Configure term dates

You will be invited to set up some term dates for your school by email. You can use the + Add Term button to add in new terms. Give your term a name, e.g. “Term 1”, “Trimester 1”, “Semester 1”, etc.

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Image 8: Adding multiple term dates

Once you’ve set up your term dates, you’ll have the option to set Pulse to automatically pause during term breaks using the toggle at the bottom. When enabled, Pulse will automatically pause notifications until the start of the next term.

term-date-2.png

Image 9: Setting Pulse to automatically pause notifications during term breaks

Tip

We recommend enabling the pause over the breaks for Student Pulse, as it will prevent your students receiving notifications while on holidays. You can skip this during onboarding and update your term dates later.

5. Set up launch details

Pulse will ask you a series of questions to set up Student Pulse launch details that include (a) check-in frequency, (b) day and time, and (c) check-in reminders. Set your school’s check-in preferences from the available options for each setting.

  • If you would like your reminder to be at a different time to your prompt email, select the (d) time for On what day at ... should students who haven't checked in be reminded? This will allow you to select a different time.
  • If you want to send email reminders on a different schedule from your preferred check-in day and time, select an (e) option for On what day at [time] should students who haven’t checked in be reminded? Students who missed the check-in will receive the email reminder.
  • If you want to send email reminders on a different schedule from your preferred check-in day and time, select an (e) option for On what day at [time] should students who haven’t checked in be reminded? Students who missed the check-in will receive the email reminder.

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Image 10: Setting the launch details

Sending welcome emails to staff first

We recommend setting up Pulse to send welcome emails to staff before sending emails to students.

  1. On the “On what date would you like Student Pulse to send out welcome emails to…” question, select everyone.
  2. Select the date when the welcome email should be sent.

    welcome-email-1.png

    Image 11: Setting welcome emails to staff first

    Note

    All enrolled staff and students will receive the welcome email on this date, and they will receive the email at the same time unless you set how much earlier staff should get theirs in the next step.

  3. Select how much earlier you want staff to receive their welcome email.
  4. Select DONE to confirm your launch details.

Tip

You can always update these settings later. See: Changing your check-in schedule.

6. Finalise configuration

Pulse will configure your set up and will let you know once it's all finalised. Select OK.

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Image 12: Finalised Student Pulse configuration

Troubleshooting

My school structure is missing groups. Can I still change the structure after I’ve uploaded the spreadsheets?

Yes, you can update the school structure by reuploading the spreadsheets. When you reach the school structure step of Student Pulse Onboarding Part Two: Configuring Student Pulse, you’ll be asked to confirm your school structure. If it’s incorrect, you can make adjustments by selecting resetting onboarding:

Select "resetting onboarding" to update your school structure.
Image 13: Select "resetting onboarding" to update the school structure.

On the Reset Onboarding pop-up, select CONFIRM

confirming reset onboarding
Image 14: Confirm onboarding reset

You may need to ask the staff who prepared the spreadsheet in Part One (a) of the onboarding process to make the necessary updates and reupload it to Student Pulse

Staff group allocations are incorrect. Can I still update the allocations after I’ve uploaded the spreadsheets?

You can still update the staff group allocations after uploading the spreadsheets and confirming your school structure. 

To update group staff allocations:

  1. On the Confirm your Wellbeing Team screen, you can select either Restart Part 2 or Reset onboarding.

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Image 15: Select the link to either restart Part 2 or to reset onboarding.

  1. On the Reset Onboarding pop-up, select the part of the onboarding process you want to reset. You can select Part 1: Importing School Data or Part 2: Configuring Pulse. Select Confirm.
    • If you select Part 1: Importing School Data you’ll need to reupload the staff spreadsheet. Select CONFIRM and update the spreadsheet.
    • If you select Part 2: Configuring Pulse, you’ll need to restart Part 2 of the onboarding process. Select CONFIRM.
  2. Pulse will send you an email containing the Reset Pulse Set Up link. Selecting the link will take you to the step in the process you chose to restart.
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