Guidelines for Custom Alerting Profiles in Monitor

Alerting Profiles control who receives Alerts for a group of users when a certain Risk Level is reached for each Event type.

How many Alerting Profiles do I need?

Safeguarding Contacts should create the minimum number of custom Alerting Profiles needed to protect your users.

• If your Organization has only one person receiving Monitor alerts, or if all of your Safeguarding Contacts need to receive all alerts, use the default Alerting Profile without setting up any custom Alerting Profiles.
• Organizations with multiple Safeguarding Contacts often need multiple custom Alerting Profiles to manage their Groups of users. Safeguarding Contacts can:
  • Customise your Alert Levels if the default Alerting Profile is sending too many or too few alerts.
  • Identify the Safeguarding or Limited Safeguarding Contacts who can receive phone calls.
  • Specify the order in which the Moderator calls Contacts until they reach the right one.

Use these scenarios to plan and create the minimum number of Alerting Profiles you need. Identify how you can create Alerting Profiles to reduce the chance that a Contact will have too much access to users’ sensitive data. You should also review your plan to ensure your User Groups and custom Alerting Profiles are easy to update.

Who should I assign to each Alerting Profile?

Limit the number of people who are Safeguarding Contacts in your Organization.

• All Safeguarding Contacts can see all users’ Events and Devices in Monitor.
• All Safeguarding Contacts can receive Alert calls and email notifications for any users not associated with an Alerting Profile.
• Only assign Limited Safeguarding Contacts to Alerting Profiles if you need to limit access to specific User Groups of users.

Alerting Profile scenarios

Some Safeguarding users shouldn't see all Events

Some Organizations need authorised staff members to monitor other staff members. Other Organizations may only need to monitor students and not their academic and administrative staff.

1. Create two User Groups:
   • Staff members
   • All other users or students
2. Create two custom Alerting Profiles to assign separate Limited Safeguarding Contacts for:
   • The User Group of staff members
   • For all other users or students

Heads of Year or separate faculty are responsible for year groups

Your faculty or Heads of Year only need to see the Events and receive Alerts for students in a year group.

1. Create multiple User Groups, one for each year or grade.
2. Create multiple custom Alerting Profiles and assign separate Limited Safeguarding Contacts for each year group or grade group.

Some users need a higher level of monitoring

You may wish to apply a less sensitive alerting profile to your older students. Or, you may want to monitor vulnerable users for lower-risk Events than the recommended default monitoring for their age group.

1. Create two User Groups:
   • One User Group for vulnerable students
   • One User Group for all other users
2. Create two custom Alerting Profiles and assign separate Limited Safeguarding Contacts or Safeguarding Contacts for:
   • The group of vulnerable students with a lower Target Age Range and optional custom phone or email alerts for lower-risk Events
   • The group of all other students with their default age group and default risk-levels

Some Safeguarding Contacts do not want to receive calls

You may have Safeguarding staff who do not want calls, but want to receive email alerts and need to log into Monitor to view Events.

1. Verify all User Groups cover all users in the Organization this Safeguarding Contact belongs to.
2. Create multiple custom Alerting Profiles and verify your Alerting Profiles cover all of the User Groups your users belong to.
3. In one Alerting Profile:
   1. Assign one other Safeguarding or Limited Safeguarding Contact as the Phone Call Contact (required).
   2. Assign the Safeguarding Contact only as an Email Contact to allow them to see all Events in Monitor for this Alerting Profile.

Only call if the other Contacts did not pick up the call

One of your staff may be an emergency Contact if Monitor Moderators are not able to reach the other Safeguarding or Limited Safeguarding Contact(s) by phone.

1. Identify which User Group includes the users this Contact is responsible for.
2. Create or edit an Alerting Profile for this Target Group:
   1. Add up to ten Safeguarding or Limited Safeguarding Contacts to the Phone Call Contacts.
   2. Drag the backup Contact to the bottom of the list.
   3. The Moderator will call the Contacts at the top of the list in descending order until a Contact answers.