Review Access & Permissions at the start of each academic year. This guide explains how to replace last year’s Year Head access records and set up the new year.

No students showing when a Year Head selects recipients?

The most likely cause is that the school’s Year Head Access & Permissions records have not been updated for the current academic year.

Ask your school administrator to open Access & Permissions and check the Year Head setup. They may need to remove the existing Type 1–6 Year Head records and create new records for Years 1–6 with the current classes and the correct staff details. Follow the annual setup steps below.

Once the administrator has updated the setup, try selecting recipients again. If the student list is still empty, contact staffsupport@uniqueschools.ie.

1. Delete the old Year Head records

1. From your Dashboard, open Access & Permissions.
2. Look under the Type column for the previous academic year’s Year Head records for Years 1–6.
3. Click Delete in the far-right column beside the first old Year Head record.
4. Confirm the deletion.
5. Repeat until all previous Year Head access records for Years 1–6 have been deleted.

Complete this step before creating the new records.

2. Create the new Year Head records

Start with Year 1, then repeat the following steps for Years 2–6.

Enter the year and classes

1. On the Access & Permissions page, click Add.
2. Enter a clear Title, such as First Year Head.
3. Under Type, select the year: 1 for First Year, 2 for Second Year, and so on.
4. Under Classes, select the current classes assigned to that Year Head.

Choosing classes:

• If one Year Head covers the whole year, select all classes for that year.
• If the year has more than one Year Head, select only the classes assigned to the relevant staff member.

Set module access and email notifications

Under Module Access, review the settings for:

• Absentee
• Leave Permission
• Late Form

Enable Individual Email where the Year Head should receive an email for each note submitted. For example, they can receive an email when a parent submits a Late Form.

Enable Approval Access if the Year Head should be able to approve Permission to Leave notes.

Add email addresses and save

1. Under Email, enter the Year Head’s school email address used to log in to the Unique Schools Dashboard and Administrators App.
2. If more than one staff member is assigned to the year, select Click here to add more Email Addresses and enter the additional school email addresses.
3. Click Submit to create the record.
4. Repeat the setup for the remaining years until you have new records for Years 1, 2, 3, 4, 5 and 6.

3. Check the finished setup

You should have six new Year Head records, one for each year from Year 1 to Year 6.

Check that each record has the correct:

• Year and assigned Year Head
• Current classes
• Module access, email notifications and approval settings
• School email address or addresses

Example Year Head list:

Click the screenshot to open the full-size image.

4. Review Parent Note recipients

Review and update the Parent Note setup before the new academic year begins, so notes go to the correct staff members.

How to update Parent Note recipients