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  3. Creating Contacts

Creating and Managing Contacts in Monitor

Updated
Qoria Knowledge Team

This article is for Safeguarding Contacts, IT Contacts, and Reporting Contacts.

Monitor uses Contacts to allow the people who support your users and your school the correct level of access to data about your users, devices, reports or synced data. 

Who can create or edit contacts?

Monitor has a number of roles you can assign to users that grant access to a different set of features, functions, and data based on their position in your school.  You can view all Contacts, but can only see the Add Contact button for the roles you can create:

Role View, Create, and Edit Contacts
Safeguarding Contacts IT Contacts, Limited Safeguarding Contacts, Reporting Contacts, and other Safeguarding Contacts
Limited Safeguarding Contacts None
IT Contacts Other IT Contacts
Reporting Contacts Other Reporting Contacts

Add a Contact

  1. Go to your Monitor Portal home page.

    Monitor - UK, Australia, New Zealand
    https://portal.smoothwall.cloud

    Monitor - US
    https://portal.linewize.net
  2. Select Monitor.
  3. Select the Edit link for one of your Organisations.
  4. Select the Contact type.
    • Safeguarding Contact
    • Limited Safeguarding Contact
    • IT Contact
    • Reporting Contact
  5. Select Add contact.

    Note

    You will only see the Add contact button for the roles you can manage.

  6. Enter the new Contact’s details:
Field Required Usage
Name Yes
  • Given name and surname (first and last name).
  • All contact types.
Email Yes
  • One email address for this contact.
  • All contact types.
Phone number Yes
  • Primary number for moderators to call. 
  • Can include symbols, extensions and/or area codes.
  • All contact types.
Mobile phone number No
  • Optional mobile number for moderators to call.
  • Can include symbols and area codes.
  • Safeguarding and Limited Safeguarding only.
Notes No
  • Instructions to moderators and other Safeguarding Contacts. For example, list the days of the week and time of day that this contact is available to receive calls.
  • Safeguarding and Limited Safeguarding only.
Weekly dashboard email No
  • Checkbox to disable sending the weekly summary email. (Default selection is enabled.)
  • Safeguarding Contacts only. 
  1. Select Save.

Your new Contact will receive a welcome email and must log in for the first time to access Montor.

Change the Name, Phone Number or Notes 

You can change an existing Contact’s name, phone number(s), and notes. You will need to delete and re-add a Contact to change their email address or role.

  1. Log in to your Monitor Portal.
  2. Select Monitor.
  3. Select the Edit link for one of your Organisations.
  4. Find the name of the Contact.
  5. Select (Open options icon) mon-gui-contacts.png > Edit.
  6. You can:
    • Change the Name, Phone number, Mobile phone number, and Notes.
    • Enable or disable the Weekly dashboard email for Safeguarding Contacts.
  7. Select Save when you are done.
  8. If the person is a Contact in multiple Organisations, select Organisations in the navigation bar.
    • Repeat these steps for their Contact details in the other Organisations.

Change a Contact’s Email or Role

You must delete and recreate a Contact’s account if you need to change their email address or role in Monitor. For example, you would delete a Limited Safeguarding Contact who needs full access to the Monitor Portal and re-add them as a Safeguarding Contact.

  1. Log in to your Monitor Portal.
  2. Select Monitor.
  3. Select the Edit link for one of your Organisations.
  4. Find the name of the Contact.
  5. Select (Open options icon) mon-gui-contacts.png > Delete.
  6. Complete one of the following steps:
Change the Contact’s role
  1. Select the new role type from the left menu.
  2. Select Add contact.
  3. Enter the Contact’s details.
Change the email address
  1. Select Add contact.
  2. Enter the Contact’s details.
  1. Select Save.
  2. If the person is a Contact in multiple Organisations, select Organisations in the navigation bar.
    • Repeat these steps for their Contact details in the other Organisations.

Delete a Contact

You should delete Contacts who no longer need access to Monitor to protect the security and confidentiality of your users’ data. You will also need to delete a Contact when their email address or role has changed and re-add them with their new Contact details.

  1. Log in to your Monitor Portal.
  2. Select Monitor.
  3. Select the Edit link for one of your Organisations.
  4. Find the name of the Contact.
  5. Select (Open options icon) mon-gui-contacts.png > Delete.
  6. If the person is a Contact in multiple Organisations, select Organisations in the navigation bar.
    • Repeat these steps for their Contact details in the other Organisations.

Troubleshooting

Error 'unable to add user to the organisation'

A Contact can only be added to one role type per Organisation. Check the other role types for their email address.

  • Delete their existing Contact if you find their email address in the wrong role type. 
  • Edit their Contact if their name or phone number(s) have changed.

Error 'unable to remove user from organisation' 

The Contact has a protected level of access to Monitor and must be replaced by one new Contact in your Organisation. Submit a ticket to our Support team. Provide one person’s contact details with authorisation from your Organisation for this person to access your users’ sensitive data, your Monitor integrations, and set up your Groups.

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