My management diary

The Management Diary is a secure and confidential tool designed for select staff to record and manage important diary entries. Each entry is categorised according to school-defined categories, making it easy to organise, search, download, and share with other diary users when needed.

As a diary user, you have the ability to:

• Create and manage your own entries: Maintain full control over your diary entries, including editing and updating them as required.

• View and contribute to shared entries: Access diary entries shared with you by peers, add comments or updates, but note that you cannot modify the original content.

This collaborative system ensures that information is organised, accessible, and secure, while maintaining the integrity of shared records.

Create a diary entry

1. Click Add Diary Entry.

2. Enter the following details:

   • Entry Name: Provide a clear and descriptive title for the diary entry.

   • Select Date: Choose the relevant date for the entry.

   • Select a Category: Choose an appropriate category from the dropdown menu.

3. Confidentiality:

   • By default, the entry is marked as Confidential.

   • If set to Not Confidential, the diary entry can be shared with other diary users.

4. Searchable:

   • By default, the entry is not searchable.

   • If set to Searchable, Diary Managers can search for this entry, providing an overview of unresolved matters or specific topics.

5. Involves:

   • Select Staff Name: Choose a staff member if the entry involves them.

   • Enter Contact Name and Number: Provide the name and contact details of any external person involved in the entry.

6. Body Content: Provide the main details or description of the diary entry.

7. Click Save.

8. Confirm the creation of the diary entry.

For auditing purposes, a diary entry can be edited but cannot be deleted once created.

Filter and search diary entries

1. Use the toolbar at the top of the page to filter and search for specific entries.

   • Staff: Filter entries by the staff member they relate to. Use the dropdown menu to select a specific individual.

   • Category: Use the dropdown menu to select a specific diary category and filter entries within that category.

   • Date range: Specify a start and end date to filter entries within a specific timeframe.

   • Find: Enter text to search for specific content within the body of the diary note, as well as the entry name and contact name.

2. Click Search to apply the selected filters and display the search results.

Download all diary entries from filtered search as PDF

1. Click Download.

2. Locate the downloaded file (usually in your "Downloads" folder).

3. Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).

4. Print if needed.

Manage diary entries

The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.

Icon button states in the action columns

Icons change to indicate status.

• Outline icon: Indicates no content has been added.

• Filled icon: Indicates content has been added or the action is complete.

Status indicators for diary entry confidentiality

By default, all diary entries are marked as Confidential and stored as personal records, visible only to the diary owner. However, diary entries can be shared with assigned peers by changing their status.

• Locked (Default): The diary entry is a personal record and can only be viewed by the diary owner.

• Unlocked: The diary entry can be shared with assigned peers.

Status indicators of diary entry resolutions

• Resolved

• Unresolved

Download a diary entry as PDF

1. Click Download icon button.

2. Locate the downloaded file (usually in your "Downloads" folder).

3. Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).

4. Print if needed.

View, modify and add to a diary entry

You can view, update, and contribute to diary entries in the system. This includes:

• Your own diary entries: Full control to edit and manage.

• Shared diary entries from peers: View and add to entries that have been shared with you, but you cannot modify the original content.

When a diary entry is saved, additional functions become available. These are organised into sections, allowing you to manage and add supplementary information.

Access details of a diary entry

1. Select a diary entry from the list.

2. The details will appear, divided into several sections for easy navigation.

Overview section

Displays the core details and body content of the diary entry.

Modify details and body of your diary entry

1. Select your diary entry from the list

2. Click Edit button in the details field.

3. Make your changes

4. Click Save.

   • The window will close, and the details will be updated and locked.

Mark your diary entry as resolved

1. Select your diary entry from the list.

2. Click the Mark as Resolved button in the details field.

   • The status of the entry will change to Resolved.

Mark your diary entry as unresolved

1. Select your diary entry from the list.

2. Click the Mark as Unresolved button in the details field.

   • The status of the entry will change to Unresolved.

Comments section

• Lists the comments that you and peers have added to the entry.

• The number of comments is indicated in the section header.

Add a comment to a diary entry

1. Click the Add Comment button.

2. Enter your comment.

3. Click Save to submit your comment.

For auditing and accountability purposes, comments cannot be edited or deleted once submitted. Before saving, ensure your comment is accurate and complete.

Shared with section

This section lists the staff members with whom the diary entry is shared. The number of people the entry is shared with is displayed in the section header for quick reference.

Confidentiality settings

• If you mark a diary entry as Confidential, it will not be shared with any other diary users.

• If you mark it as Not Confidential, the entry will be shared with all other diary users by default.

In the Shared With section, you can manage and customise which diary users have access to the entry, even if it’s marked as not confidential.

Add a diary user to share your diary entry with

1. Click the Add Staff button.

   • If the diary entry is marked as confidential, a message will appear to remind you that sharing the entry will remove its confidential status. Confirm if you wish to proceed.

2. A list of diary users will appear.

3. Select the name of the diary user you want to share the entry with.

4. Click the Add icon button.

   • The selected user will be added to the Staff Shared With list, and the number in the section header will increase.

5. Close the window when finished.

Remove a diary user from the shared with list for your diary entry

1. Select the name of the diary user you want to remove from the staff Shared With list.

2. Click the Remove icon button.

3. Confirm the removal when prompted.

   • The window will close, and the staff member’s name will be removed from the Staff Shared With list. The number in the section header will decrease accordingly.

Staff involved section

This section lists the staff members who are involved in the matter related to the diary entry. The number of people involved is displayed in the section header for easy reference.

Add a staff member to the involved list of a diary entry

1. Click the Add Staff button.

2. A list of staff members will appear.

3. Select the name of the staff member you want to add.

4. Click the Add icon button.

   • The staff member will be added to the Staff Involved list, and the number in the section header will increase.

5. Close the window when finished.

Remove a staff member from the involved list of a diary entry

1. Select the name of the staff member you want to remove from the Staff Involved list.

2. Click the Remove icon button.

3. Confirm the removal when prompted.

   • The window will close, and the staff member’s name will be removed from the Staff Involved list. The number in the section header will decrease accordingly.

Files section

This section lists all the files attached to the diary entry. The number of files is displayed in the section header for quick reference.

Rules for files

• You can upload any number of files to a diary entry.

• Any file type is allowed, with a maximum file size of 20MB.

Add a file to a diary entry

1. Click Add File icon button.

2. Click Browse to select a file.

3. Enter a description (required).

4. Click Upload file.

5. The uploaded file will appear in the files list.

Remove a review file from your review

1. Click Remove icon button.

2. Confirm the action to remove the file.

Download a review file from your review

1. Click file name link.

2. Locate the downloaded file (usually in your Downloads folder).

3. Open the file to view its contents.

4. Print the file if needed.