Call log

What it is

A log of phone calls coming into the school and their follow-ups.

Why it matters

Stops urgent calls being lost or forgotten between staff.

When to use it

The desk logs each call and assigns any follow-up to the right person.

Who uses it

Administrator

How to get here

1. Sign in as Administrator (see Signing in).
2. In the left menu, click Front Office to open it.
3. Click Call log.

What you see

Call log · click the picture to enlarge

• The list has these columns: When, Direction, Caller, Phone, About, Source, Follow-up by, Due, Follow-up. Click a column name to sort by it.

Buttons on this screen

• Log call — opens a form to add a new one. See Filling in the form below.

Using the list

Type in the search box to find a row. Use filters to narrow the list. Click a row to open it. More in Lists.

Filling in the form

1. Click the Log call button at the top right.
2. Fill in the boxes. Boxes marked with a red * must be filled in (5 on this form).
3. Click Save at the bottom. If something is missing, the box turns red and tells you what to fix.

The form: Call log · click the picture to enlarge

The fields

Field	Type	What to enter, and why
Direction *	choose	Choose Incoming if the caller rang us, or Outgoing if we rang them.
Source *	choose	Choose where the call came from, such as a website or a referral.
When *	text	The date and time of the call.
Caller *	text	The name of the person who called.
Phone	phone	The caller's phone number, with the country code if from abroad.
What it was about *	long text	A short summary of what the caller wanted, in plain words.
Owner	choose	Pick the staff member who will deal with any follow-up.
Due on	date	The date a call back or follow-up should happen. Leave empty if none.

Types: text — type it in · number — digits only · date — click and pick from the calendar · choose — click and pick one from the list · pick one — click one of the options · switch / tick box — click to turn on or off · long text — type as much as you need · file — click to attach a file from your computer.

← Back to Front Office overview