Student Info

The Student Info screen displays the student's record. The categories and student fields displayed in Student Info may have been set up by your school district, therefore what you see in Student Info may be custom to your district. The categories and student fields that display are also based on your user profile. You may not be able to view or edit certain fields. This article will go over some of the common features and functions in Student Info.

Click on the following articles for information on the specific sub-topic:

Viewing Student Information

1. In the Students menu, click Student Info.

2. Enter search criteria to locate the student and click Search.

3. In the list of students returned in the search, click the student.

The student's record is displayed. The category that is displayed by default (such as General Demographics, Addresses & Contacts, Daily Visit Log, etc.) is set in Users > My Preferences or is determined by the district.

At the top-left corner of the screen, the student's photo (if photos were imported into Focus), name, student ID, and grade level are displayed. The student's name displays in the format you have selected in the Student Name Format field in Users > My Preferences > Student Listing tab.

If local student IDs are used, the local ID will display in parentheses next to the student ID.

To print an ID badge for the student, click the badge icon next to the grade level. The Print ID Badges screen will display, with the student already selected.

Along the left side of the screen, each of the student field categories are listed. These are set up and customized by the district in Students > Student Fields > Categories tab. Some categories may have a colored icon, such as on the Addresses & Contacts category. These icons are also set up by the district in Students > Student Fields > Categories tab.

4. Click a category to view the corresponding student fields.

5. To easily locate a category in the list, begin typing the category name in the Filter fields... text box. The applicable categories will display in the list for selection. To return to the full list of categories, delete the text in the Filter fields... text box.

6. To view the student's general information, click the student's name at the top-left corner of the screen.

The General Information is displayed at the top of the screen, including the student's first, middle, and last name, birthdate, local ID, nickname, username, password, and profile. This is the only location you will be able to see the student's username, password, and profile.

7. To hide the student's general information, click the student's name at the top-left corner of the screen again.

If the student has been flagged as a Protected Student, a warning message displays on the Student Info screen: DO NOT RELEASE STUDENT INFO. The warning message displays for all users. For more information about how to set up a Protected Student, see Student Fields: Protected Student.

8. Click the links at the top of the screen to view other records for the student.

9. If you have been given the permission to log in as students, click the orange Log in as button at the top-right corner of the screen to log in as the student. This will log you in to the Student Portal as the student.

10. To print the current page of the student's record, click the blue Print button.

11. To navigate to the next or previous student's record, click the left or right blue arrows.

A light blue arrow indicates you are at the beginning or end of the list of students, and therefore cannot advance to the next student in the list.

12. To quickly switch to another student's record within the school, use the pull-down at the top-right corner of the screen.

Upon utilizing the student pull-down and left/right blue arrows in the upper right of the Student Info header to navigate to other students, if a protected student is selected, a pop-up will display an error message and you will remain on the current student. For more information about how to set up a Protected Student, see Student Fields: Protected Student.

13. To include inactive students in the list, select Include Inactive.

14. To find a specific student, begin typing the students name in the Filter field at the top of the pull-down. The matching students will display in the list. Select the appropriate student. The selected student's record will display.

15. Click the modal icon to view individual records from a data table in a pop-up modal to alleviate having to scroll horizontally on large tables.

Student Info

To close the modal, click Close, press esc key, or click the dimmed background.

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If the modal is opened on a non-insert row, blue arrow buttons are displayed, allowing cycling through the other records without having to close the modal.

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If the modal is opened on an insert row, a Create button is displayed next to the Close button on the modal, allowing a record to be created.

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Editing Student Information

1. Navigate to the category and field and make the desired changes.

The field will turn blue after edits are made. The Save button will also turn red to remind you to save after you Tab or click out of the field.

2. Click Save.

3. Errors in the student's record are listed along the right side of the screen. Hover your mouse over an error to view its description.

4. Click the error to be taken directly to the field in the student's record.

If the error is located in a different category, Focus will open the category where the field with the error resides. Fields with errors are highlighted in red.

Required fields are marked with a red asterisk. If a required field has not been filled out, it will be included in the Errors list. You cannot save if there is missing required information.

5. Fields with a question mark icon have a description. Hover the mouse over the icon to view the description.

The field description is set up in Student Fields.  

Editing the Student Photo

Users with the profile permission "Edit Student Photo" for Student Info can edit the student's photo directly in the Student Info screen.

1. In the student's record, hover over the student's photo at the top-left corner of the screen.

A pencil icon is displayed.

2. Click the pencil icon.

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The student's existing photo is displayed in the pop-up window. The existing photo must be deleted before a new photo can be added.

3. To delete the existing photo, click the red X beneath the photo.

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4. In the confirmation message, click Yes.

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5. To upload a file from your computer, drag the file into the provided area or click Choose a file and select a file from your computer.

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The new photo is displayed in the window.

6. To use your computer's camera to take a photo, click Take Photo.

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Your camera is activated.

7. Click Take Photo.

8. Click and drag the blue photo borders to crop the photo. Click and drag the photo itself to readjust the photo within the borders.

9. Enter the Height and Width at the bottom-right of the screen to adjust the photo dimensions.

10. Click Retake Photo to retake the photo, or click Upload to upload the photo.

The new photo is displayed in the window.

11. To download a student photo to your computer, click the download icon beneath the photo.

12. Click the red X at the top-left corner of the window when finished.

Verifying a Student's Personal Email Address

The system field "Personal Email" with the alias "personal_email" can be used to store a student's personal email address. After this field is added to a student field category, and the field is populated with the student’s personal email address and is saved in Student Info, a verification icon displays next to the field. The verification icon can be used to send or resend a verification email to the student. The icon also displays a tool-tip indicating the status of verification.

The Personal Email field must be assigned a category in Student Fields. The appropriate user profiles must also be given permission to view and edit this field.

1. In the student's record, populate the Personal Email field and click Save.

Student Info - Google Chrome

The red envelope icon indicates the student's personal email address has not been verified.

2. Hover over the icon to view the tool-tip.

3. Click the red envelope icon to send the verification email.

Student Info - Google Chrome

4. Click Yes.

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5. Click the X to close the pop-up window.

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The tool-tip on the red envelope icon updates to indicate the date the verification email was sent to the student. The icon can be clicked again to resend a verification email.

Student Info - Google Chrome

The student will receive the verification email and will click the link to verify their email address.

Please verify your email address - ashleyw@focusschoolsoftware.com - Focus School Software Mail - Google Chrome

The envelope icon next to the Personal Email field turns green to indicate the student has verified their email address.

Student Info - Google Chrome

6. Hover over the icon to view the tool-tip.

The tool-tip indicates the date the email address was verified.

Student Info - Google Chrome
Viewing Addresses & Contacts

The student's address and contact information is housed in the Addresses & Contacts category. Multiple addresses and contacts can be defined, including separate mailing addresses if needed.

If a student has been flagged as a Protected Student, and you do not have the three listed profile permissions, the Address & Contacts tab will not display: View Protected Students, Edit Student Addresses, and Edit Student Contacts. Profile permissions are set up by the district via Users > Profiles. For more information about how to set up a Protected Student, see Student Fields: Protected Student.

1. In the student's record, click the Addresses & Contacts category on the left side of the screen.  

Each address is displayed as a block. The physical address and mailing address (if defined) are listed.

At the bottom of the address block, the address icons give a quick indication if this is the student's primary residence, mailing address, or bus pick up/drop off location.

A blue star indicates that this is the student's primary residence.

An orange envelope indicates the student has a mailing address. Hover over the icon to view the student's mailing address in a tool-tip.

A green bus indicates that this is the student's bus pick up location.

A red bus indicates that this is the student's bus drop off location.

Click the Map this Address icon to open Google Maps in a new window or tab with the mapped address.

Only one address can be designated as the primary residence. If you select Primary Residence on an address, it will remove the Primary Residence status on any other addresses. Once an address is designated as the Primary Residence, the address is displayed at the top-left of the screen.

The Profiles permission Edit Primary Residence (Users > Profiles) must be enabled for you to make changes to the student's Primary Residence. If you do not have this permission, you will not be able to select or clear the Primary Residence toggle on any address; it will be grayed out. You also cannot edit the address fields if the address is flagged as the Primary Residence. However, you are still able to edit the mailing address and phone number of the primary residence.

Any contacts at the address are listed within the address block. Hover the mouse over a contact to quickly view the contact's information. Click the link to open the contact information for viewing or editing. See Editing a Contact below for more information.

Any contacts who are not associated with an address are represented by a separate contact block. The block lists their contact details and relationship.

The contact icons at the bottom of the contact block or next to the contact in the address block give a quick indication of whether the contact has custody, is the emergency contact, can pick up the student, or has notes.

The pink gavel indicates the contact has custody.

The word "custody" can be replaced with a different word, if needed. Use the system preference "Text to replace 'Custody' with" in Setup > System Preferences > Enrollment tab.

The yellow warning icon indicates this is the emergency contact.

The green car indicates the contact can pick up the student.

The red note icon indicates the contact has notes entered in the contact record. Hover over the note icon to view the note in a tool-tip.

Customized contact icons may also display. Customized contact icons can be set up in Students > Address Fields > Contact Flags

The contact's calculated priority is displayed next to the contact's name in the address block or at the top of the contact block. Contacts are sorted by calculated priority. Focus calculates priority and sorts contacts as follows:

  • 1 - Contact’s Priority
  • 2 - Custody
  • 3 - Emergency
  • 4 - Primary Residence
  • 5 - Student Relation
  • 6 - Last Name
  • 7 - First Name

The Contact's Priority on the contact block or in the tool-tip when hovering over a contact on the address block indicates the value set by the user in the Contact's Priority field when adding or editing a contact, if defined. This allows you to see the Contact's Priority set on the contact versus the calculated priority.

The contact details on the contact block or in the tool-tip when hovering over a contact on the address block are also sorted by the Detail Priority that was set when adding or editing the contact. The contact detail with a priority of 1 is the preferred contact method.

Adding an Address

1. In the student's record, click the Addresses & Contacts category on the left side of the screen.  

2. Click New Address.

3. In the New Address pop-up window, enter the Physical Address and select whether this is the Primary Residence, Bus Pickup, or Bus Dropoff location.

While entering the address, a small box with a loading ellipsis will appear; this is the Address Suggestion. Click on it the possible address matches. If the address is listed, select it instead of typing everything into the corresponding fields.

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Hover over Primary Residence with the mouse for more information: Only one primary residence can be marked per student.

4. Select Mailing Address to define a separate mailing address if needed, and enter the address in the provided fields.

The Mailing Address toggle should be selected and the mailing address defined even when the mailing address is the same as the physical address to make sure other functionality in Focus, such as generating letters, works correctly.

If the "International Address - Add additional options for non-US addresses " system preference is enabled, the Country pull-down is displayed on both the Physical Address and Mailing Address where the country can be selected. While the address card displays the full country name, the ISO 3166-1 country code is saved in the database. The State pull-down also updates to include the states/provinces/regions for that country for selection.

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5. Enter the Phone Number associated with this address, and select the contact detail flags as needed.

The contact detail flags, such as Unlisted, Callout, and Blocked, Texting (SMS), and Opted out of Texting are set up in Students > Address Fields > Contact Detail Flags tab. These may vary depending on district setup.

6. If address validation is enabled for your district, click Validate Address.

The zoned schools for the address are displayed for reference if the address is in the Address Catalog. If the address is not in the Address Catalog, you cannot save the address without selecting an Override Reason at the top of the window.

7. Click Save.

The address is added as a block.

Editing an Address

1. In the student's record, click the Addresses & Contacts category on the left side of the screen.  

2. Click the address block to edit.

3. In the Edit Address pop-up window, edit the address fields and options as needed.

While entering the address, a small box with a loading ellipsis will appear; this is the Address Suggestion. Click on it the possible address matches. If the address is listed, select it instead of typing everything into the corresponding fields.

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The Profiles permission Edit Primary Residence (Users > Profiles) must be enabled for you to make changes to the student's Primary Residence. If you do not have this permission, you will not be able to select or clear the Primary Residence toggle on any address; it will be grayed out. You also cannot edit the address fields if the address is flagged as the Primary Residence. However, you are still able to edit the mailing address and phone number of the primary residence.

At the bottom of the window, the contacts associated with the address are listed. To edit a contact, click the contact. The Edit Contact pop-up window will display where the contact can be edited (See Editing a Contact below for more information).

4. Click Save at the bottom of the window to save your changes.

Deleting an Address

1. In the student's record, click the Addresses & Contacts category on the left side of the screen.  

2. Click the address block to delete.

3. In the Edit Address pop-up window, click Delete at the bottom of the screen.

4. Click Confirm.

The address block is removed.

If the only address in the student's record is the primary address and the primary address is deleted, another primary address must be added to the student's record before saving the screen.

Adding a Contact

1. In the student's record, click the Addresses & Contacts category on the left side of the screen.

2. Click New Contact.

3. In the New Contact pop-up window, enter the contact's name, relationship to the student, email address, any notes, and select the applicable Custody, Emergency, Pick Up, and Contact's Priority options.

Any notes entered on the contact can be viewed by anyone with access to the student's addresses and contacts, including parents.

The Contact's Priority determines whether the contact is considered the primary contact, secondary contact, etc. A priority of 1 designates the contact as the primary contact.

If a Contact's Priority is blank (not defined), Focus will calculate the priority. Focus calculates priority and sorts contacts as follows:

  • 1 - Contact’s Priority
  • 2 - Custody
  • 3 - Emergency
  • 4 - Primary Residence
  • 5 - Student Relation
  • 6 - Last Name
  • 7 - First Name

The relationships and options that are available for selection are set up in Students > Address Fields > Relationships tab and Contact Flags tab.

The Custody option will default to on for the first contact saved, and off for any subsequent contacts.

4. Scroll down to the Phone & Contact Details section of the screen, where you will enter the contact's phone numbers and other contact details.

5. In the blank row, select the Title. Options include Alternate Phone, Cell Phone, Home Phone, Other, Work Phone, or Workplace.

6. In the Phone Number/Value field, enter the phone number. Note: Upon entering the phone number and clicking out of the field, the phone number will automatically format; therefore, you do not have to enter dashes and parentheses.

7. Use the minus and plus icons to select the Detail Priority. A "1" indicates that this is the preferred method of contact. A "2" indicates this is the next preferred method of contact, etc.

When Alternate Phone, Cell Phone, Home Phone, or Work Phone is selected, the phone number options become available for selection. These are set up in Students > Address Fields > Contact Detail Flags tab, and may vary by district.

8. Select the contact detail flags, such as Unlisted, Callout, Blocked, SMS, or UNSUBSCRIBE, as needed.

If an attendance mobile alert has been set up by the district, you can select the SMS check box to indicate that the contact is accepting attendance texts. If the contact has indicated that text message are not to be sent to the entered phone number, you can select the UNSUBSCRIBE check box instead.

Attendance texts can be set up via Setup > System Preferences > School Preferences/Default School Preferences > Attendance/General tabs.

9. Press Enter to add the row.

The newly added row will turn yellow to indicate changes have been made. A new blank row is available where you can enter more contact details.

10. At the bottom of the window, select the contact's address from the existing addresses that were set up for the student. If the contact does not have an address set up, click the No Address block.

11. Click Save when finished.

The new contact is added to the selected address block. If No Address was selected, the contact is displayed in its own contact block.

Editing a Contact

1. In the student's record, click the Addresses & Contacts category on the left side of the screen.

2. Click on the contact within the Address block or click on the Contact block.

3. In the Edit Contact pop-up window, edit any of the contact's information or details.

4. At the bottom of the window, click an address block to move the contact to the selected address, if applicable.

5. Select the Apply to Linked Students check box to apply changes made to a student’s address or contact information to all linked students at the same address. This prevents having to make changes to each sibling’s information.

6. Click Save when finished.

Deleting a Contact

1. In the student's record, click the Addresses & Contacts category on the left side of the screen.

2. Click on the contact within the address block or click on the contact block.

3. In the Edit Contact pop-up window, click Delete at the bottom of the screen.

4. Click Confirm.

The contact is deleted.

Linking Users to Students

The Linked Users table is used to link parent users to their child so that they can view the child's information in the Parent Portal.

1. In the student's record, click the Addresses & Contacts category on the left side of the screen.

2. Scroll to the Linked Users table towards the bottom of the screen.

3. To add a linked user, click the User pull-down. In the Filter box, begin typing the user's name. The list of users will filter. Select the appropriate user. Only users with a parent profile are available for selection.

4. Click Save at the top of the screen.

The parent is added as a linked user. The parent will now be able to view their child's information in the Parent Portal. A new blank row is available to add additional linked users.

5. To disable a user's access to the student's information, deselect the Enabled check box next to the user.

6. To log in as the user, click the Log In As link next to the user.

7. To open the user's record in User Info in a new tab or window, click View User Info.

8. To remove the linked user, click the red minus sign next to the user.

9. In the confirmation message, click OK.

The row is grayed out, but is not yet deleted until you click Save.

10. Click Save to save the deletion.

Linking Students

The Linked Students table is used to define relationships between students, including siblings and parent/child relationships. When using Print Letters & Send Email, one letter/email can be sent per family. Focus uses the Linked Students feature to determine which students are in the same family.

1. In the student's record, click the Addresses & Contacts category on the left side of the screen.

2. Scroll to the Linked Students table towards the bottom of the screen.

3. To add a linked student, click the Student pull-down in the blank row at the top of the table. In the Filter box, begin typing the student's name. The list of students will filter. Select the appropriate student.

4. In the Relationship pull-down, select Child of ___, Cousin, Parent of ___, Sibling, or Step-Sibling.

5. Press Enter to add the row.

6. Click Save.

A new blank row is available to add additional linked students.

7. To delete a linked student, click the red minus sign to the left of the student's name.

8. In the confirmation message click OK.

The row is grayed out, but is not yet deleted until you click Save.

9. Click Save to save the changes.

Unlocking a Student's Account

If a student's account is locked, it can be unlocked directly from the Student Info screen.

At the top-right of the student's record, a red lock icon will display if the student's account is locked. This icon only displays if the student's account is locked. Click the icon to unlock the student's account.

Viewing a Student's Forms in Student Info

The Forms category in Student Info displays all the Form Builder forms the student is attached to (forms where the student was selected in the student dropdown component on the form). On the Student Fields screen, the applicable profiles should be given view permissions to the computed table "Forms."

1. Click the Forms tab on the left side of the screen.

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The Forms table displays the instance ID, form, form status, and title.

2. Click the title link to view the form in a new tab.

Users who do not have view permissions for the form will not see the link to the form.

Additional Features

Click the floppy disk icon to export the listed data to an Excel spreadsheet.

Click the Send Messages button to open the Batch Messenger pop-up window, which allows you to generate a batch message to select students.

a. Select the applicable students from the Send To: pull-down.

b. Enter the message in the provided text box and use the tools as needed, such as Bold, Italic, Underline, Strikethrough, Insert Special Character, and Smiley.

c. Once the message is ready, click Send to send the message to the selected students. To cancel the message, click Cancel or click the X to close the window and return to the list of students.

Click the Filters button to filter data and apply filter rules.

a. To add more than one filter to a column, click on the green plus sign.

b. To delete an added filter, click on the red minus sign.

c. Click the gray arrow for additional filtering rules.

For more information on how to use the Filters feature, see the Filters document.

If looking for specific information housed within the resulting students, type the information in the Search text box provided and press Enter.

To make the list full screen, click on the expansion icon (four arrows) next to the Search text box. Once in full screen mode, click the icon again to exit full screen.

Click any of the headers to sort data. Click once for ascending results; click twice for descending results.

Click the Excel icon in the Export section to export the table of data to an Excel spreadsheet, which can then be saved to your computer.

Click the Printer icon to print the table of data.