Glossary

Terms used across StaffXP and this guide.

A · B · C · D · E · F · I · K · L · M · N · O · P · R · S · T · U · V · W · Y

A

Term	Definition
Agent	A single-purpose AI capability behind Felix. Each one handles one job — writing a notice, drafting a class update, logging a reward. You never choose an agent by name; you describe what you want and Felix passes the request to the right one.
AI Transparency Badge	The control on a student progress report listing the data sources the report was built from.
Alert Icons	The row of four coloured icons over a student's photo — always Custody, Physical, Learning, Medical in that order. Full colour means the alert is active; muted means it isn't on file. Active icons open a pop-up; muted ones aren't clickable.
All Activities	An Activities overview tab listing every approved activity org-wide. Only shows for activity coordinators and super admins.
All Requests	The request queue coordinators and school leaders see instead of Your requests. In extra-curricular it opens pre-filtered to Pending as a triage queue.
Approved Absence	A resolved absence set by an attendance officer. Locked to teachers — clicking it opens the absence's details — and skipped by bulk marking so it's never overwritten.
At a Glance	The landing tab of a student profile: photo, core identity details, the alert icon row, shared documents, and the alert key.
Attendance Analytics	The screen holding the at-risk banner, four stat cards, the Trends charts, and the at-risk table. Needs Attendance-analytics read access.
Attendance Compliance Checker	The agent that works through the school's attendance data on a schedule and sorts students into low, medium and high risk bands. It runs in the background and cannot be triggered on demand — staff see the results of the last run.
Attendance Overview	The whole-school attendance dashboard that school leaders and attendance officers land on. Holds the Roll reminders, Students at risk and View trends tiles, three charts, and the Class rolls list.
Attendance Roll	The table listing every student in a class on one page — no pagination, so nobody is missed. Shows up to four prior sessions read-only on the left and today's editable column on the right.
Attendance Threshold	The attendance percentage range that defines one risk band. Set per school by a school admin in CE, as an unbroken run of ranges from 0% upwards. Without thresholds the compliance checker has nothing to measure against.
Authorised Contacts	The people cleared to collect a student, listed on the Caregivers tab with name, address and phone number.

B

Term	Definition
Booking Status	A read-only tab on the Activities and Extra-curricular hubs listing resource bookings — Event, Resource, Quantity, Picked up by, Return date and Status. Resources are booked from an activity request's Resource booking step, not here.

C

Term	Definition
Canvas	The panel that opens beside the Felix chat to show an agent's output in full — a report, a dashboard, a form. Most agents open it for you; a student progress report needs Open canvas clicking first.
Caregivers	The student profile tab holding Parent 1, Parent 2, Custody arrangements, Emergency contacts and Authorised contacts. Where the Custody alert sends you.
Case Status	The state of a wellbeing case: Active (blue, open and being worked), Resolved (green, finished and read-only), or Cancelled (grey, closed without resolution and read-only).
Class Rolls	The list on the Attendance overview from which leaders and officers open any class's roll across the school. Searchable by class or teacher, filterable by year group, with a date-range trigger for past sessions.
Class Update	The round-up sent to a class's parents — last week's events, what is coming up, birthdays, assignments due and the teacher's reminders. Drafted by an agent from class data, checked against student consent, and published to the Parent Experience Platform.
Cleared Classes	The table on the Emergency coordinator page listing classes fully accounted for, so attention goes to the ones still outstanding.
Consent Flag	The warning a class update raises against any student whose parents have not consented to their name, birthday or photo being shared. Every flag must be resolved before the update can be published.
Correction Request	A teacher's request to change an already-submitted attendance mark, logged through Felix and resolved by an attendance officer from their Correction request tab. The only way to change a locked mark.
Custody Alert	A student alert indicating a custody order limits who may collect them. Opens the Caregivers tab so authorisation can be confirmed before release.

D

Term	Definition
Do Not Disturb	A toggle in the bell panel header that stops on-screen pop-up toasts. Notifications still arrive in the panel and the bell badge still updates. Remembered between sessions.
Draft	A saved but unsubmitted request. Only New / Draft requests offer Edit and Delete; Save and exit creates one, and enables once the request has a name.

E

Term	Definition
EduScope	The agent that builds a progress report for one student from their Microsoft Teams assignments — what was set, what was handed in, the rubric applied, the marks and the feedback. Read-only, reached only by prompting Felix, and limited to a five-week period.
Emergency Coordinator	The live page shown to emergency coordinators and school leaders during an active emergency. Holds the muster table of all classes and muster points, plus the Cleared classes table. Also where a leader ends the incident.
Emergency Roll	The stripped-down headcount every teacher's roll becomes when a leader declares an emergency. Two columns only — Student name and Emergency roll — marked Present or Missing, with no all-marked gate on submit.
Enable Waitlist	The setting that lets students beyond the maximum join a waitlist rather than being turned away. Available on overseas trips and extra-curricular activities.
Exclude Students	A review-only control in the Attendees section of an extra-curricular review screen. Students excluded there aren't enrolled when the request is approved.
Extra Curricular	The hub for the school's clubs and teams, holding the request queue, Booking status, Supervising activities and Staffing tabs.

F

Term	Definition
Featured	The tab at the top of the Notices board holding starred notices. Featuring is a school leader action, applies to Active or Scheduled notices only, and has a daily cap.
Felix	The in-app assistant, and the way into every AI agent. Used to open a class roll, log an attendance correction request, answer questions across the platform, and run the agents — none of which have a navigation entry point of their own. Accepts typed or voice input.

I

Term	Definition
Intervention Library	The school's own record of what should happen when a student falls into each attendance risk band — the signals to watch for and the actions to take. Uploaded by a school admin in CE. The compliance checker recommends only from what it holds, which is what keeps its recommendations consistent and within school policy.

K

Term	Definition
Key Contacts	The risk-management section of an activity or venue request holding the lead teacher, principal, deputy, first-aid teacher and the local emergency number. The emergency number is required for excursions, camps, overseas trips and extra-curricular activities, and must be a valid phone number.

L

Term	Definition
Last Updated / Next Update	The labels shown with any scheduled agent's output, giving the date of the last run and the date of the next. The figures are as at the last run, not as at right now.
Learning Alert	A student alert indicating a diagnosed learning-support need. Links to the IEP and learning-disability documents.
Leave Requests	An attendance officer tab on the Attendance overview holding parent-submitted leave to approve or decline.

M

Term	Definition
Manage Notices	The table of notices you've created, reached from the Notices board. Seeing it means you have editing access; school leaders also see everyone's notices.
Medical Alert	A student alert indicating an active medical plan — allergies, medication, or condition protocols. Points to the Medical tab and Wellbeing tab.
Messages	The notifications tab holding items addressed to you that usually carry something to do — pending requests, attendance summaries, approvals, wellbeing follow-ups. Clicking one opens what it's about.
Milestone	A reward-points threshold that issues a certificate to the student in the Learner Experience Platform and to their parents in the Parent Experience Platform. GEMS schools use three — 50, 450 and 1,000 points. Configured per school in CE.
More Info	A request status meaning an approver has sent it back with notes for you to update and resubmit. Read the notes via View review notes on the request row.
Muster Coordinator	The live page shown to a muster-point coordinator during an emergency, covering just their own point's headcount and cleared classes.
MyDay	The StaffXP home page, reached by clicking StaffXP at the far left of the nav bar. Tiles show today's schedule, assignments to mark, the to-do list, notices, birthdays and open wellbeing tasks. Its look shifts through the day.

N

Term	Definition
Not on Roll	The group below an emergency roll holding students added from other classes. Each is marked Present and counts toward your Present total, with Remove and Edit/add note actions.
Not Yet Marked	The default attendance status (shown as ···) before you mark a student. Blocks Submit until cleared.
Note Type	A required classification on a wellbeing note, set alongside sentiment and priority.
Notice Summary	The agent that reads the recent notices in the categories you follow and hands back a short summary of each. Currently covers notices from the past 24 hours.
Notification Summary	The agent that summarises the notifications you have not read, grouped into Alerts and Messages.
Notify Parents	A wellbeing note setting that defaults to On. Turn it off before publishing if parents shouldn't be notified.

O

Term	Definition
Open Tasks	The tab in Track my notes holding wellbeing tasks assigned to you across every case. Defaults to Open; change the status filter for completed and cancelled.

P

Term	Definition
Parent Volunteers	The Activities overview tab holding parent helper sign-ups. Opens filtered to Pending / More info. Approving and declining is approver-only.
Pending	A request status meaning it's been submitted and is awaiting a coordinator's decision.
Physical Alert	A student alert indicating a recorded physical accommodation — mobility, sensory, or assistive equipment.
Postcard	The card created when a reward or consequence is logged, seen by the student in the Learner Experience Platform and by their parents in the Parent Experience Platform. Whether it goes out per log or in a batch is set per school in CE.
Priority	The urgency set on a wellbeing note: Low, Medium, High or Critical.
Prompt	What you type or say to Felix to start an agent. Include the word that names what you want — dashboard alone returns nothing, rewards dashboard works.
Push Notifications	The small pop-up cards (toasts) that slide into the corner when a notification arrives. On by default. Only appear when push is on and Do not disturb is off.

R

Term	Definition
Replicate	The row action on an Approved request that opens a pre-filled copy as a brand-new request. Dates and times — and for extra-curricular, the whole registration window — are cleared, so fresh ones must be entered. The original is untouched. Called Duplicate from the All activities tab.
Resource Booking	The optional second step of an activity request, covering Finance, Equipment, Transportation and Technology. Skippable entirely, but a started booking row must be finished — a category and a resource — or Next stays disabled.
Review Notes	The notes an approver must enter when declining a request or sending it back for more info. Read by the requester via View review notes on the request row.
Rewards and Consequences	The agent for recognising or sanctioning a student. Matches the behaviour to one of the school's values, logs the points, and creates the postcard. A consequence also opens a case in CE so it can be assigned and tracked.
Risk Management	The step in an activity, venue or extra-curricular request where each category — Student lists, Activity based, Transport, Staff capacity — either lists risks with mitigations or is explicitly marked "no risk". Visits have no Transport category.
Risk Profile	The per-student page reached from the attendance risk report, holding the student's risk level, the case summary, the supporting data behind it, what the agent has already set in motion, and the actions the intervention library recommends.
Roll Reminders	An Attendance overview tile showing a live count of classes that haven't submitted their roll yet. View all lists them by teacher, class, period and outstanding count.

S

Term	Definition
Sentiment	A required setting on a wellbeing note recording the tone of the observation.
Staff to Notify	The escalation contacts listed for a student on the Wellbeing tab of their profile.
Staffing	The Extra-curricular tab listing staff assigned to activities with Name, Role, Phone, Email and Consent. Consent shows View for an external member's clearance document, Internal for internal staff, or a dash.
Status Pill	The interactive control in a wellbeing case header used to move the case between Active, Resolved and Cancelled.
Student Leave Request Approver	The agent that acts on every leave request a parent submits. Requests matching the school's auto-approval rules are approved on arrival; the rest go to the attendance officer with the reason, any attachments, any sibling request over the same dates, and a recommendation.
Students at Risk	An Attendance overview tile showing a live count of students below the attendance threshold.
Students Not on Roll	The button on an emergency roll used to add a student from another class who is physically with you. Shows a live count once anyone is added; the same student can't be added twice.
Supervising Activities	The Extra-curricular tab ("All ECAs") listing only Approved and Rejected activities. Approved rows offer Replicate; Rejected rows offer View review notes.

T

Term	Definition
Today · All Classes	The cross-class timeline in an expanded roll row showing every lesson a student has today, with your period ringed — so you can spot a student present in your class but absent later.
Track My Notes	Your personal wellbeing workspace, reached from the Wellbeing landing page. Three tabs: Open tasks, Active notes, and Closed/resolved notes.
Turn Off Emergency Protocol	The leader-only control that ends an emergency and returns every class to its normal roll. Sits in the top app toolbar and on the Emergency coordinator page. Needs the emergency deactivate permission.

U

Term	Definition
Unresolved Attendance	An attendance officer tab holding marks that still need a resolution category.
Unresolved Late	An attendance status a teacher can set, pending an officer assigning a specific reason.

V

Term	Definition
Value	The behaviour a reward or consequence is logged against — for example Care — drawn from the school's values framework in CE. Each value carries a point score.
Venue Conflict	A clash between a requested venue and another approved event. Disables Approve on the review screen and raises a Venue conflict detected pop-up naming the conflicting event.
View Analytics	The button on the teacher Attendance page opening Attendance analytics. Stays disabled without Attendance-analytics read access.
View Review Notes	The row action on a Rejected / Declined or More info request that opens the approver's notes explaining the decision.
View Trends	The tile on the leader / officer Attendance overview opening Attendance trends — absence timing, tardiness timing, and learning-area attendance bar lists.
Visibility	The dates that control when a notice is shown on the board. Combined with audience type, this is why your board won't match a colleague's.

W

Term	Definition
Waitlist	The table on an approved extra-curricular activity holding students beyond the maximum. Only appears when the activity has a waitlist enabled. Tick rows to reveal the batch Approve and Remove actions — there are no per-row buttons.
Wellbeing Note	A record of a concern, observation or positive note about a student, which opens a case you can track. Needs Wellbeing write access to create. The student is fixed once published and can't be reassigned.

Y

Term	Definition
Your Requests	The request queue general staff see on the Activities and Extra-curricular hubs, holding only their own submissions. Always shows all statuses.