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Squad in Touch core features

This section provides a brief description of the platform functionality. To see detailed instructions please refer to the relevant sections of this user guide. Where screenshots are provided in this section they are only covering web interface; to learn more about Squad in Touch mobile apps for staff, parents and students and their functionality please check the Mobile apps section of this guide.

User roles and permissions

User roles

The user's permissions on the platform are based on the role(s) they have been assigned with. Every user can have as many roles as needed. For instance, a user can have a school staff role (like Admin, Manager or Teacher/Coach) and at the same time have a Parent role within the same or another school. If their school is also taking part in the tournaments supported by Squad in Touch they can also have a Tournament Follower role to get live updates on the day of the tournament.

Switching between the roles is performed via the drop down menu available on every page of the web interface - it can be found in the top panel where your school name and role is and from the main menu when using the mobile app.

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The description of the roles used across the platform and their permissions is provided in the table below:

Role Recommended for Access
School admin Senior Staff users This role allows for the full management of your Squad In touch account, you can perform tasks that enable you to:
  • Edit background settings (domain name, the way student names are shown to external parties etc.),
  • Manage users and their permissions,
  • Manage notification settings,
  • Edit student details,
  • Add and edit events, clubs and activities,
  • Send notifications,
  • Manage student participation,
  • etc.
School manager Staff users This role has the same permissions as the School Admin except for managing the school background settings.
Teacher Internal staff users Users with this role can add and edit events, clubs, and activities, send notifications, manage student participation, etc. They do not have access to managing the school account.

The access level depends on the school settings, based on these a Teacher can:

  • only access events/fixtures they have been linked to;
  • access all school events.
Coach We recommend for external staff Users with this role can edit and view events that they have been provided with permission for, send notifications, manage student participation etc. Their permissions can be limited by a set of sports/activities assigned to them.

The access level depends on the school settings, based on these a Coach can:

  • only access events/fixtures they have been linked to as a Coach or Staff member irrespective of sports/activities they have been assigned with;
  • access all school events but the list of their events will be limited by the set of sports/activities they have been assigned with.
Parent Anyone who needs to see student details View events and activities that their children have been added to, respond to consent requests. Providing permission has been given they can also; send availability reports, add comments and photos.
Student Students View events and activities that they have been added to; send availability reports, add comments and photos.
Union admin Tournament organisers This role allows for the full management of your association tournaments, including:
  • Managing your association member schools,
  • Adding tournaments and competitions,
  • Managing online bookings,
  • Inviting schools,
  • etc.
Tournament Follower Anyone who would like to follow a tournament taking place as part of your union Tournament followers can view tournament information, scores and event details.

Coaches and teachers permissions and access

Coaches and teachers can be assigned sports and activities they are responsible for. The School Admin or Manager can assign them when accepting a user's role request. The set of sports/activities can also be amended when needed. To change a coach's or a teacher's permissions:

  1. Go to https://console.squadintouch.com/ and select the Users > Staff tab.
  2. Find the user you need
  3. Open the Roles tab
  4. Click Edit for the Coach's or Teacher's role you need to change
  5. Amend the list of sports/activities and click Save

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The platform enables two viewing modes for teachers and coaches:

  • Viewing all events - Users can see all the events although events visibility is limited by activities/sports assigned to the particular user;
  • Viewing linked events only - Users can only see the events they have been tagged in.

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Please get in touch with our support team if you would like your school settings in relation with the viewing mode for Teachers and/or Coaches to be changed.

Assigning reg forms and houses to the members of staff

Your school members of staff can be linked to reg forms and houses they are in charge of. To manage their assignment:

  1. Go to https://console.squadintouch.com/ and select the Users > Staff tab.
  2. Select a user or multiple users
  3. Click Actions > "Assign form" / "Assign house" or Actions > "Remove form" / "Remove house" respectively
  4. Add/Remove reg forms/houses and click Save

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When General messages are included within your subscription you are able to create and send dedicated messages to the staff members linked to particular reg forms and/or houses.

Please be aware that when you have both General messages and MIS integration included within your subscription, then reg forms and houses will be automatically synchronised with your staff members and you should not assign them manually.

If you have MIS integration included within your subscription but don't have General messages then only student records are synchronised with your MIS, not staff records.


Parental access

Parents can only see the events their child(ren) are involved in from their Squad In Touch account. A user can have parental permissions for multiple students. Also, every student can be linked to as many parental accounts as you need thus ensuring that every user with parental responsibility can have access to their children's details and events.

When viewing the event details parents can see their child(ren)'s full name whilst the other team members are shown based on school settings:

  • either name and the first letter of surname, eg James M;
  • or first letter of both name and surname, eg. J. M.
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Please get in touch with our support team if you would like your school settings in relation with the viewing mode for Parents and opposing schools to be changed.

Users with the Parent role can switch calendar views to view an individual child or all of their children's events at once. If they would like to see the events for the whole school they can see these via the schools Squad In Touch public website.

Student access

Students can only see the events they have been added to from their Squad In Touch account, it is up to your school if you would like them to be able to access the platform, therefore enable them to have their own accounts.

Student accounts can be created in one of the following ways:

  • Mass student activation. Activation is performed by the Squad in Touch team on a schools request and we can either use the list of email addresses you supply or we can get student email addresses from your MIS, provided your package includes MIS integration. Once activation has been complete we can send an email to all of your students with instructions on how they can access the platform. This is the quickest and the easiest way for a school to ensure their students have their own accounts as it does not require your staff members time and effort in verifying and accepting students;
  • Students can sign up for their own accounts via registering on the platform with further approval of their role requests by members of your school staff. Please be aware that if a student's record already exists on your school account you will need to merge two records (the "Accept and Merge" action) rather than just accepting the role request so that they are merged with their name and events on your school's platform, thus ensuring duplicate records are not created.
  • students can sign up for their own accounts via registering on the platform with further automatic approval. The approval can be based on unique codes provided by a school or codes can be assigned by Squad in Touch. Please be aware that you will need to ensure all students know their unique code. A school will still have to verify and accept role requests when a unique codes does not match the data kept for a particular student on the platform.

Please note that if you would like students to register they will need to use a mobile number to create their account.

In real operations a combination of the approaches described above is normally used. For instance, students are activated in bulk and then if new students join the school they are either activated by the Squad in Touch team or they can sign up for their own account and send a role requests to their school to be approved by a member of school staff.

Due to GDPR regulations it is up to your school to ensure that you are happy for students under the age of 13 years old to have a Squad In Touch account, young people under this age need to have the permission of a parent / guardian to enable them to have an account of this kind. Please note this is the obligation of the school to ensure this is adhered to.

Registration

Users can sign up for an account either on https://app.squadintouch.com or via the Squad in Touch mobile app which is available for installation from the App Store and Google Play.

Details every user is required to provide include:

  • name and surname;
  • email address;
  • mobile phone number;
  • password for accessing an account.

The Email address and mobile phone number the user specifies will be used for verification purposes, a different verification code will be sent to a users email address and phone number; the platform won't allow an individual to proceed with the registration unless both codes have been confirmed.

When a parental user signs up, they can add details about the child(ren) they are requesting to be linked to. This is up to the school to specify the required information the parents need to fill out; , the options are;

  • First Name
  • Last Name
  • DOB
  • Gender
  • Form Group
  • House

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We can turn on the option to enable parental Auto-accepting; when a parent is automatically accepted onto your school Squad In Touch platform. This can be based on factors of your choosing;

  • Emergency contact details (phone number and/or email address);
  • Unique code that can be provided by the school or assigned by Squad in Touch.

When a parent is auto-accepted they will be linked with their child(ren). The alternative to this would be to accept each parent individually

When you choose that students can sign up for their own accounts an auto-accepting option based on unique codes can be turned on for them also.

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Please get in touch with our support team if you would like your school settings in relation with parents/students auto-accepting or set of data a parent specifies about their children when signing up to be changed.

User profile

You can access your profile by clicking the Me icon in the top right corner of your web interface or the Profile settings link on your mobile app (for more details refer to the Mobile apps section).

From your profile you can manage:

  • your personal details;
  • notification settings;
  • your roles and role requests;
  • password;
  • your subscriptions.

Managing user permissions and access

To be able to manage users' access and permissions you need to have an Admin or Manager role within your school. Please note a Manager can't provide, revoke or accept admin roles.

As an Admin or a Manager you can manage users permissions to provide them with additional roles without them having to request it, if you want to provide a user with a different role and revoke a current role please ensure you add the new role before revoking the old one, as once a role has been revoked if the user doesn't have any link to your schools Squad in Touch account they will no longer appear within your console.

Accepting user requests

Viewing and managing new role requests is available through the Users > New requests section of your console. All incoming role requests are shown there including those sent by your staff members, parents, and students.

Before accepting a role request you are advised to make sure the request is genuine. Whilst we ensure each user needs to verify their email address and mobile phone via verification codes before being able to send a role request this is your school responsibility to make sure the data a user has specified matches your school records.

You cannot change a user role when accepting their request (eg. accept a user who has requested a Manager role but with a Teacher role). In such a case you will need to accept their request and then;
(1) assign them with a correct role #Providing additional roles
(2) revoke the original role #Revoking access as described below.
When accepting a parental request you will need to select the child that this particular parental user needs to be linked to. The platform may suggest students matching some of the data from within the parental request (like name and surname) to help you quickly find a correct pupil.

When searching for a student you can either start filtering the list of students by reg form and/or house or just start typing a pupil's name or surname from within the Student name field.

When accepting a parental request you may see a warning that this particular parent has already been linked to the selected child. In this case, you can then simply decline a parental request, they will still have their previous access which had been granted prior to the second request.

When a parent needs to be linked to more than one student they can either send multiple requests or you can add required roles from the user management interface (#Providing additional roles).

If you are unsure about any request you can simply decline it or get in touch with the user in question requesting additional information.

If you have an incoming student request you will normally need to select the "Accept and merge" (#Merging students) action rather than just accepting it. It will help you avoid duplicating students on your account. Please make sure you only accept a student role request (and thus create a new student record) if this is a new student and you don't have them within your Squad in Touch account yet.

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If the auto-accepting option is turned on for your school you can still occasionally see new role requests on your console. The reason is that such a request has either come after the last auto-accepting procedure took place or this request could not have been accepted automatically due to not matching the auto-acceptance criteria.

Merging students

When setting up your schools account, we will either be integrating with your MIS database or uploading your students from a file which you provide. Then if you select your students can have their own accounts they can either be activated by us in bulk, or you can allow them to sign up for their own account (see more details - #Student access).

When your students are signing up for their own accounts you need to be particularly careful when accepting their requests, please read detailed instructions on available options below:

  • Accept - select this option only if this is a new student and you don't have a record for them on your Squad in Touch account yet, otherwise you will create a duplicate record for this student. Whilst you will be adding the initial record to the events a real student with an active account will only see an empty calendar rather than the list of events they are involved in. If this student has just been added to your MIS we strongly recommend that you wait until the next synchronisation takes place before accepting their request, once Squad in Touch has synchronised with your MIS you can then activate their role by clicking the Select and merge option.
  • Accept and merge - you will normally need to select this action when accepting student role requests. This action allows you to link an active account a student has created with an existing record. Provided this student has already been added to events they will see their calendar immediately once having been linked.


You can also accept user requests from your mobile app, please see XXX for more details.

Merging parents

When your school has General messages included within your subscription the data of parents from your MIS is used for sending them emails and text messages. Additionally, each parent can have an active account within the system, that will allow them to see their kids' specific calendar, provide their consent, report availability, send absence requests etc.

In order to ensure all previous messages history is kept for a particular parent when they sign up for an account, there is a mechanism allowing you to merge an original account that had been used for sending emails and SMS messages with an active account they create. When you are accepting such a parental request you need to use the Accept and merge action rather than just accepting it. When merging a request with a contact on your account you will need to select a particular record from the list of all your inactive parents.

Providing additional roles

From time to time you may need to assign additional roles to the user; eg. add a role of a coach to the user with a Manager role so that they can switch between all school events and events they have been linked to; link a user with a parental role to another child etc.
You may also need to change a role for a particular user, for instance, make them a School admin rather than a Teacher.
Please be aware that if you need to replace a current user's role you need to assign a new role first and then revoke the one that needs to be removed. Otherwise, a user will just disappear from your account as they won't have any roles within your school and you won't be able to assign them a new role. If this happens please get in touch with our support team and we will be able to help you.

To add a role for a user you will need to go to the Users >All users and then the contacts tab, find a user and select "Add a role" action. You can also assign reg forms and/or houses which relevant members of staff are responsible for. Also, when you are adding a Coach role you will be able to specify activities/sports permitted for this user.

Revoking access

Please be aware that if you need to replace a current user's role you need to assign a new role first and then revoke the one that needs to be removed. Otherwise, a user will just disappear from your account as they won't have any roles within your school and you won't be able to assign them a new role. If this happens please get in touch with our support team and we will be able to help you.

To remove a role from a user you will need to go to the Users > All users and then the contacts tab, find a user and select "Remove a role" action for a particular role.

Notifications and messages

Notifications are sent via email, push notification and SMS (based on the schools subscription). It is up to the user to ensure that they have their notifications enabled for their Squad In Touch account. When signing up for the app they will be asked the question if they are happy to receive notifications from the application. If you clicked no then you can edit your preferences within your phone settings.

Email notifications

Emails are sent for all types of notifications, provided the particular notification type is turned on within your school account. Whether a user will receive it depends upon their phone settings as with all other notification channels.

By default, emails are sent from the address noreply@squadintouch.com although if you have General messages included within your subscription your school address can be set up to be shown as a sender address. Please be aware that in this case, your IT department will need to confirm the address you would like to use from their side. We also recommend you advise your members of staff, parents and students add the address you are using for sending notifications and general messages to be added to the list of trusted addresses.

Also, when you have General messages included within your subscription you can specify the text to be shown on the bottom of all the notifications and also a separate text to be shown on the bottom of general messages.

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Please get in touch with our support team if you would like your school settings in relation with the email address notifications and messages are sent from and default text/caption for notifications and messages to be changed.

Push notifications

Push notifications are only sent to active accounts of users who have installed Squad in Touch mobile app for their iOs or Android device. Push notifications are sent for all types of notifications, provided the particular notification type is turned on on your school account. Whether a user will receive it depends upon their settings as with all other notification channels.

Text notifications

To be able to send text notifications and messages you will need to purchase a text bundle. To save money for your school we recommend you only use text messaging on urgent occasions for things like school closures or last-minute announcements, then for reminders just using emails and push messages for all other cases.

You are able to send text notifications to all school contacts or a particular group of users from your General messages interface. By default, text messages are not sent with all the event changes.

getintouch.png Please get in touch with our support team if you are interested in purchasing text bundles for your school or if you would like your school settings in relation with sending text notifications for all event changes to be changed.

Notification types

Below is a table of the notifications that will be sent from Squad In Touch and who will receive them;

Notification type Receiving user Description
Custom Notification
Custom notification All users This enables you to compose a notification to be sent out to all users or some users within a fixture, you can send these from your app or from the web portal.
Registration and profile management
User’s role request has been accepted Any user This will be sent to a user when they have been accepted onto your schools system.

Learn more about user #Registration
Learn more about #Accepting user requests

User’s role request has been denied Any user This will be sent to a user when they have been declined access to your schools system

Learn more about user #Registration
Learn more about #Accepting user requests

The user has been granted a new role Any user A user will receive a notification when they have been provided with a role they didn't request - admins or managers can provide users with additional roles from the 'Users & Permissions' tab


Learn more about #Providing additional roles

User Management
New role request Admins & Managers When you have a new role request to your Admins and Managers will receive this notification, we recommend you turn this off if all your parents are signing up at once

Learn more about #Accepting user requests

Student Merged Students To be sent to the student when their role request has been accepted via merging with their record on the system; the student receives a notification that their role request has been accepted.

Learn more about user #Merging students

Parent Merged Parents To be sent to the parent when their role request has been accepted via merging with their record on the system; the parent receives a notification that their role request has been accepted.

Learn more about user #Merging parents

Absence report sent Admins & Managers Admins and Managers will receive a notification when a parent user has sent an absence report (this is for schools who have access to the communications platform package only)
Absence report updated Parents A parent will receive a notification when their absence request has been approved or declined by their school (this is for schools who have access to the communications platform package only)
Games Management
Event has been created Students and parent users linked to the event They will be notified when they / their child have been added to an event
Event has been rescheduled Student, parental users and tagged staff members Users will be notified if an event they are linked to has been rescheduled
Event has been cancelled Student, parental users and tagged staff members Users will be notified if an event they are linked to has been cancelled
Event details have been updated Student, parental users and tagged staff members Users will get a notification if an event they are linked to has been updated in anyway (e.g - time / venue has changed)
Game team has been updated Student & Parental users Users will get a notification if they / their child have been added to an existing event or removed from an event team
Consent request has been sent Parental users Parental users will get a notification if they have received a consent request they need to answer
Club has been created Staff users When a club is created, prior to activation, that a staff user has been linked to
Club has been activated Students and parental users They will get a notification to let them know a club has been activated and therefore is in their calendar provided they / their child have been added to the club participant list
Send notifications when club invitation received Parental users or students - based on your schools background settings The relevant user will receive a notification to let them know they can book onto a club
Send notifications when the club is full, for enrollment on the waiting list Students and parental users Users will receive a notification to let them know they / their child have been added to the club waiting list as it is full
Invites Management
New event invite from an opposing school Staff users Users will get a notification to let them know they have been invited to an event by an opposition school
An opposing school has accepted your event invite Staff users Users will get a notification to let them know an event invite has been accepted by an opposition school
An opposing school has rejected your event invite Staff users Users will get a notification to let them know an event invite has been rejected by an opposition school

Pictures management

Main gallery

The schools main gallery is where you can add your school photos that will be shown as the main banner slideshow on your Squad In Touch public website. To be able to manage the main gallery pictures you need to have an Admin or Manager role. You can view / add to your main photo album by going to 'School' > 'Gallery'

Event pictures

Adding pictures to the events is available for all members of staff (for Teacher and Coach users there may be limitations in event visibility so they can only add pictures to the events that are visible for them).

Being an Admin or Manager you can also manage permissions for parents and students to be able to post photos as well. You can do it by going to your 'Console' > 'Moderation' tab

A picture can be added either from the web interface or right from your mobile app. When adding a picture using a web interface you can use an emoji icon to hide faces of the children you don't have parental permission for their photos to be taken for.
Pictures visibility presets are described in the table below. Please note that once saved the original photo will not be visible to anyone.

Private This is the automatic setting, if you would prefer it to be one of the others then please let your Squad In touch support manager know. Private means that only the user who uploaded the photo and staff members can view it.
Team members This setting will mean that anyone involved within the fixture / event can see the photo - parents of students involved in the fixture / event, students who have been added to the event, admins, managers, teachers, any coaches who are linked to that sport type / event
Public this means that the photo will appear on your schools Squad In Touch public website.

By default, all pictures added to events are published as private and a member of staff can then change their settings to be set as "Team members" or "Public". Although if you would like default settings for your school to be set as "Team members" please mailto:support@squadintouch.co.uk get in touch] with our support team and we will set it up for you.

Integration

Integration with your MIS

Integrating via our partner company Wonde. Scope of integration is described in the table below:

Data category Data Comments
Student data
Personal data including First Name, Last Name, DOB
Reg form and House affiliation
Email address We will normally request them if you have asked us to activate your student accounts using email addresses kept in your MIS
PP and SEN ticks We will not take these details by default even if you have turned on permissions for them when approving our integration request. To get them synchronised we will need your separate written request (email sufficient)
Medical details We will not take medical details by default even if you have turned on permissions for them when approving our integration request. To get them synchronised we will need your separate written request (email sufficient)
Parent data Parent data can be only synchronised with your MIS if you have Communication platform included within your subscription
Personal data including First Name, Last Name, DOB
Contact details
Child(ren) they are linked to
Staff data Parent data can only be synchronised with your MIS if you have Communication platform included within your subscription
Personal data including First Name, Last Name, DOB
Contact details
Reg forms and/or houses they are linked to

Squad in Touch is synchronising with your MIS every night and all the changes are applied.

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If you have MIS integration within your subscription it is strongly recommended that you do not make any changes to your student, parent and staff data to avoid data discrepancy.

Calendar integration

Squad in Touch can be integrated with your school calendar so that any changes you input into your Squad in Touch account will appear on the integrated calendar. You can integrate with as many calendars as needed.

To integrate with your school calendar go to app.squadintouch > 'Console' > 'Integration' from there you will be able to select which type of integration is your preferred and get it linked to your Squad in Touch account.

We advise that you create a separate calendar on your calendar account (eg. Sport & Extracurricular) and then link it to your Squad in Touch account. To do this you will need to set integration between Squad in Touch and your calendar and then click the Edit button and select a particular calendar you need integration to work with.

Once you have set up integration with your calendar you will need to click the Synchronise button to ensure all the events you have already added to your Squad in Touch account appear on your calendar. This only needs to be done once, all of the events you are adding/changing/cancelling after that will appear on your calendar automatically.

If you need to un-link Squad in Touch from your calendar it is advised that you first use the Unsynchronise button - this will ensure all the events put from Squad in Touch to your calendar disappear from your calendar. Then you can just delete the integration record.

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Please note that integration only works one way - anything you put into your Squad In Touch calendar will appear on the integrated calendar, however not vice versa.

Twitter integration

Once you have integrated with your school/department twitter account you will be able to post Tweets to your Twitter feed right from the event/fixture form. You will also be able to add your Twitter feed to your public website.

Simply go to app.squadintouch > 'Console' > 'Integration' from there you will be able to select which type of integration is your preferred and log into the account.

Linking your Twitter account to Squad in Touch won't automatically put your twitter feed onto your public website. So if you would like it to appear there please get in touch with our support team and we will set it up for you.


Public website & Big screen

Your school public website

Your public website is completely personal to your school, it includes your fixtures and then as much further information as you need. Your team lists will be shown, however they can either be shown as just initials or first name and first letter of surname, no full names will be shown on the website - please note match reports are shown on the website so please limit student data there.

You can add photos, when your public website is first set up, it is set up with generic stock photos, however you can add your own or send some through to us and our graphic team will ensure they look their best on your website


You will be set up with a domain name, when this is set up we try to make it as close to your schools current web address as possible, if you would like to change this then you can do so by going to 'School' > 'Edit' (using the edit pencil) and change it in the section entitled 'domain name' . From this section you can also add a 'Description' this will appear on your public website and if you would like one of these you will need to add it yourself.


You can add any news articles you would like too, these can be added in the 'School' > 'News' section from your log in, we advise you make them look as attractive as possible, to do this you can add a photo into the relevant box.


You can find your public site address by going to the 'School' tab from your log in

Big screen

The big screen functionality is a great feature for any school that has access to a big screen, it will look great in your school foyer or in your PE department area. You can find your big screen link along with your public website link, by going to the 'School' tab from your log in .
The big screen will feature all upcoming events, any recent scores and also photos from recent matches and events. It is a rolling screen so it is a bit like a slideshow