After searching for and selecting 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.

In the Select Student/Staff pull-down, the student's photo (if photos were imported into Focus), name, student ID, grade level, and student alert icon (if any) 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 the student has an alert icon, hover over the alert icon to view its description in a tool-tip. Click the alert icon to open the corresponding screen, tab, and field in Student Info (if you have the profile permission to view the student field).

Hover over the student's photo to view additional student information. The information that displays is based on the options you have selected in Users > My Preferences > Columns in Student Lists.

To message the student via the Communication screen, click the blue envelope icon.

If you navigate away from the Student Info screen, you can click on the student's photo to return back to it.

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. The categories may have custom icons or short names. These icons and short names are also set up by the district in Students > Student Fields > Categories tab. If a category does not have a custom icon or short name, a system generated short name will be used. The system generated short name uses the first character of each word in the category's title.

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

2. To easily locate a category in the list, begin typing the category name in the Filter fields... text box. You can also enter a field name to locate the category that contains that field. 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.

3. To view the student's primary information, click the Primary Info category in the categories list.

The Primary Info is displayed, 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.

4. To print an ID badge for the student, click the badge icon next to Primary Info  header. The Print ID Badges screen will display, with the student already selected.

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

6. 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.

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

8. To navigate to the next or previous student's record, click the left or right blue arrows in the Select Student/Staff pull-down at the top-left corner of the screen.

9. Click the Back to Search Results icon to return back to the list of students if you had previously conducted a student search that resulted in a list of students.

10. To quickly switch to another student's record within the school, click the down arrow in the Select Student/Staff pull-down at the top-left corner of the screen and use the Filter to locate the student.

11. To change the layout of a category to one column, two columns, or three columns, click the applicable icon next to the category title.

12. 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.

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

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.

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.

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.

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

6. Fields with a link icon have a link to a website. Click the icon to open the website in a new tab or window.

1. Click the Primary Info category on the left side of the screen.

2. Click the student photo icon next to the Primary Info header.

3. 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.

The new photo is displayed in the window.

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

Your camera is activated.

5. Click Take Photo.

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

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

The new photo is displayed in the window.

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

9. To delete the photo, click the X beneath the photo.

10. Click Yes in the confirmation message.

11. Click the red X at the top-left corner of the window when finished adding or deleting a photo.

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

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.

4. Click Yes.

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

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.

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

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

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

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

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.

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 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. The titles for existing icons can also be customized. Customized contact icons and tool-tips 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.

To message the contact via the Communication screen, click the blue envelope icon.

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.

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

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

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.

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.

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.

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.

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.

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

4. Click the Opt Out of Email Notifications toggle to stop the contact from receiving emails via the Communication Platform. It's important to note that this setting exclusively pertains to the Communication Platform and does not affect the Print Letters & Send Email functionality.

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

6. In the blank row, select the Contact Type. Options include Alternate Phone, Cell Phone, Home Phone, Other, Work Phone, or Workplace.

7. 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.

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

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. Click Save when finished.

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.

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. If the linked user is also a contact in Addresses & Contacts, select the appropriate Contact.

5. 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.

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.

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.

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

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.

1. Click the applicable tab, such as General Demographics.

2. At the top of the tab, select a letter from the Print a Form/Letter pull-down.

A PDF preview of the letter is displayed in a pop-up window.

3. Select the check boxes in the right panel to Email Student, Email Student Personal Email, Email Linked Users, and/or Email Custodial Contacts.

4. Select the Send to Student Log to record the letter in the student's letter log. This option displays as Add Log Records if the form/letter is from Communication.

5. If the form or letter is from Communication, there is an additional option to send the email as a secure message. Select the Secure Message check box to require students to log into their portal accounts in order to view the message.

6. Enter any additional email addresses in the provided text box and click Send Letter.

7. Select the Include Student Name/ID on Each PDF Page (Print Only) to include the student's name and student ID on each printed page of the letter.

8. If printing a form or letter from Communication, additional Print Options display. Make all the applicable selections; the options included are described below.

a. Include Student's or User's Name/ID on Each PDF Page: Select the check box to include the student's or user's name and identification number on each printed page (as it pertains to that person).

b. Redirect to print Avery Labels for students upon closing modal?: Select the check box to automatically navigate to the Print Avery Labels screen in order to create and print mailing labels for students if mailing the printed letters to students/parents.

c. Print Original: Select the check box to print the original message drafted as opposed to the messages generated based on the recipients' preferred language.

d. Print in Primary Contacts Language: Select the check box to print the messages in the recipients' primary contact language as opposed to the original composition language; i.e. this option translates all letters into the primary contact's language, which is determined by the linked user attached to the primary contact with a sort order of 1.

e. Send to Student Log: Select the check box to record the letter in the student's letter log.

9. Click Generate Letter to regenerate the letters/forms using the Print Options selected.

10. Click the arrow to download the letter to your computer. Click the printer to print the letter.

Follow the prompts on your computer to print or save the letter.

11. Click Done when finished.

The first five numbers in student Social Security numbers are masked with asterisks. The profile permission View Full SSN, enabled via Users > Profiles > Students tab, allows users to view the full Social Security number for students.

"CS" and "S" are acceptable characters used in the front of social security numbers.

After conducting a student search, click the floppy disk icon to export the listed data to an Excel spreadsheet.

Click the Messages button to open the Communication screen, which allows you to generate a batch message to select 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.

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.