Saved Reports
You can save any set of search criteria as a saved report. Once you have entered your desired search filters (student demographics, program, GPA, courses planned, etc.), click on the "save this search" button underneath the number of students header for your query results. You can then name your saved search to access quickly from within your saved reports section of your login page.
After saving a search, you’ll see it in the main Student tab under ‘Saved Reports’
You can always rename the saved search by clicking the three dots in the top right corner of the filter box. You can also delete a saved search from that menu.
Alerts on Tracked and Saved Reports
If there is a report where you would like to receive more dynamic information than what is offered in a traditional saved report, you can track up to five reports which will enable alerts when the results of that report change, as well as display more information about any student changes within the report results.
To create a report with tracked changes, follow the same steps as above - filter your students by the desired fields, and then save the report. You can then select the option to track changes to the report.
When the results of the search change, you will be alerted through notifications. How you receive the notification (whether it is in-app or also through email) depends on the settings you have enabled.
By clicking on a tracked report, you can view the specific students that have changed since the last time you logged into the platform. You can view students that have been newly added to the search results, newly removed from search results, or simply view all students that meet the search criteria (the "all" filter does not include students that have been removed).
Auto-Notifying Students
In addition to you receiving notifications when students match your report criteria, you also have the option of notifying students with a customized message when they match the criteria of your report. To enable this option, save or edit your report using the steps listed above to enable tracked changes. You can then enable the additional option of notifying students.
This option will send your customized message to all students that meet the report criteria in the future. In other words, using the example above, if you want to notify all students that have a cumulative GPA of less than 2.0 that you want them to schedule an advising meeting - both the students that currently have a GPA of less than 2.0, AND all students that fall into this category in the future - you can use the "notify students" feature to automatically send a message to all students that fall into this report moving forward. You would also need to send a message to all of the students that currently have a GPA below a 2.0, as this feature only sends a message to students when they match the report moving forward.
Once you've selected the option to notify students, you'll be prompted to enter a message. This message will be sent to all students that match the report criteria as a 1:1 message.
In this final example, the admin created a tracked report for students that made a change to their reviewed plan, causing it to become unreviewed ("unreviewed since last change" filter). When a student made a change to their reviewed plan, they enter the tracked report as a new student.
This triggers an automatic message to the student that is viewable within their messages on their profile. The student will receive the message within Stellic and also potentially within their email, depending on their notification settings within Stellic.