Behavior Records

Behavior Records (Convivencia Escolar) is a school-wide log of student behavior — good, neutral, and bad — in one place. Staff log a record against a student with a category and (for negative records) a severity; schools configure their own categories and severities to match their own conduct policy. From there a record can grow into a follow-up commitment, escalate into a formal disciplinary incident, or convert into an achievement award — each one links back to the original record.

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How it works in one minute

1. A staff member logs a record for a student — positive, neutral, or negative — with a category, a short title, and a description. Negative records also require a severity.

2. The record shows up on the student’s own Behavior tab and on the school-wide Behavior Records dashboard.

3. Optionally, the record is shared with family — a toggle on the form. When on, the student’s guardians (and the student’s own portal account, if any) are notified immediately and can see it on their own dashboard.

4. A follow-up commitment can be added — an agreement with a due date and a responsible person (often a teacher or counselor). That person gets notified and can update its status themselves.

5. A serious negative record can be escalated into a formal disciplinary incident, moving it into the school’s regular discipline workflow (warnings, detention, suspension).

6. A positive record can be converted into an achievement award — pick a level, and the record’s own description and date become the award’s reason and date.

7. Statistics update automatically — totals, a positive/negative split, a weekly trend, and top categories/severities, all filterable by date range.

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Where to find it

Role	Where	What’s there
Staff with Behavior access	Sidebar → People → Behavior Records	School-wide dashboard: a filterable Records table and a Statistics tab, plus a guided tour
Staff, from a student’s profile	Student profile → Behavior tab	Sub-tabs: Behavior Records, Commitments, Conduct (disciplinary incidents), Achievements, Staff Notes, Full History — each shown only if you have the matching permission
Any staff member with an assigned commitment	Sidebar → Utilities → My Commitments	Every commitment assigned to you, across all students — no Behavior permission required, same self-scoped model as My Tasks
Student	Sidebar → My Learning → My Behavior	Read-only feed of their own family-visible records
Parent	Sidebar → Utilities → My Children’s Behavior	Read-only feed of family-visible records for each of their children

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Roles & permissions

Behavior access is read-by-default: most teaching staff can see records but not create them, so schools can roll this out broadly without every teacher suddenly being able to write disciplinary-adjacent notes.

Role	Can do
Owner / Manager / Partner / Platform admin	Full access — read, write, manage categories/severities, and see records marked Admin only
Counselor	Read and write records, but can’t manage categories/severities or see Admin-only records
Class teacher	Read only
Teacher (base role)	Read only
Responsible person on a commitment	Can update the status and notes of that specific commitment even without any Behavior permission — mirrors how task assignees work in Team Tasks
Student / Parent	Read-only, and only their own family-visible records via the portal — never staff-facing fields (author, internal visibility tier, void reason)

The granular permission keys: behavior:read, behavior:write, behavior:manage, behavior:view-confidential. Any of these can also be granted or revoked per position, independent of base role — see Settings → Positions.

Note

A record’s own Visibility field (Private / Staff / Admin only) is separate from these permissions — it controls who among staff with read access can see one specific record, e.g. a sensitive note the author wants to keep to themselves or restrict to admins.

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For school owners & admins — setup

1. Nothing to do on day one. Every new school is seeded automatically with a starter set of categories and severities so staff can start logging immediately:

   Valence	Default categories
   Positive	Positive Recognition, Academic Effort, Helping Others
   Neutral	General Observation, Attendance Note
   Negative	Classroom Disruption, Disrespect Toward Staff or Peers, Property Damage, Safety Violation, Bullying or Harassment

   Severities (negative records only): Minor → Moderate → Serious → Very Serious.

2. Customize them to match your own conduct policy (Reglamento Interno or equivalent). From the Behavior Records dashboard, click Categories & severities — it opens as a side drawer, no page navigation needed. Add, rename, or deactivate categories per valence, and add or reorder severities by rank.

   Caution

   Deactivating a category or severity doesn’t delete history — existing records keep it. It only stops showing up on the “new record” form going forward.

3. Grant write or manage access where you need it, beyond the read-by-default baseline — e.g. give a Discipline Coordinator position behavior:write and behavior:manage, or give a Head of Wellbeing behavior:view-confidential. Do this from Settings → Positions.

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For staff — logging & managing records

Logging a record

1. Open Behavior Records from the sidebar, or a student’s own Behavior tab.

2. Click Add record. From the school-wide dashboard, search for the student right there — no need to open their profile first.

3. Pick a type: Positive, Neutral, or Negative. The category dropdown filters to that type.

4. Pick a category, and for negative records, a severity.

5. Add a short title, a description (10–5000 characters), and optionally a location, date/time, and visibility (Private / Staff / Admin only).

6. Toggle Share with family to notify the student’s guardians immediately and show the record in their portal.

7. Click Add record.

Escalating a negative record

A serious negative record can be turned into a formal disciplinary incident, moving it into the regular Conduct workflow (warnings, detention, suspension).

• Only available on negative records that haven’t already been escalated.
• Requires both behavior:write and disciplinary:write — a school can let staff log behavior without letting them open formal disciplinary cases.
• The new incident copies the student, date, location, and a description built from the record’s title and description.
• The original record is unchanged other than showing an Escalated badge — it links to the new incident and can’t be escalated again.
• This is one-way and doesn’t send a notification on its own.

Converting a positive record to an achievement

The mirror image of escalation: a positive record can become an achievement award.

• Only available on positive records that haven’t already been converted.
• Requires both behavior:write and achievements:write.
• The only input is which level to award (e.g. Bronze / Silver / Gold) — the award’s reason and date come directly from the record’s own description and date, so there’s nothing to retype.
• The record shows a 🏆 Achievement badge afterward and links to the new award. Also one-way.

Voiding a record

Records are never hard-deleted. Voiding (owner only) requires a reason, keeps the record visible with a strikethrough by default, and can be hidden or shown again with the Show voided checkbox.

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Commitments (compromisos)

A commitment is a follow-up agreement tied to a student — optionally linked to the behavior record that triggered it, or logged standalone (e.g. from a parent meeting). Each has a description, a due date, a responsible person, and a status: Open → Met / Broken / Cancelled.

1. From a behavior record, click Add commitment (or add one directly from the student’s Commitments sub-tab).

2. Write what was agreed, pick a due date, and search for the responsible person — any staff member, not just the record’s author.

3. Save. The responsible person gets notified immediately, with a link straight to this student’s Commitments.

4. The responsible person marks it Met or Broken when it’s resolved — they can do this themselves even if they don’t otherwise have Behavior access, the same way an assignee can act on their own Team Task.

Staff don’t need to remember which students they have commitments for — My Commitments (Sidebar → Utilities) lists every commitment assigned to you, across every student, in one place.

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The school-wide dashboard

The Records tab is a filterable table of every behavior record in the school.

Control	What it does
Type / Category / Severity / From / To filters	Narrow the table by any combination
My records only	Show just what you personally logged
Categories & severities	Opens the taxonomy manager (visible only with behavior:manage)
Export PDF	Exports every record matching the current filters as a PDF report
Add record	Logs a record for any student, picked via search (visible only with behavior:write)

Each row shows the student’s photo and section, the date, type, category, severity, and title — click any row to jump to that student’s own Behavior tab.

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Statistics

The Statistics tab (same date-range filters as Records) gives a school-wide picture:

Section	What it shows
KPI tiles	Total records, plus Positive / Neutral / Negative counts and their share of the total. Positive and Negative also carry a week-over-week trend — more positive records reads as good news, more negative doesn’t.
Valence breakdown	A donut chart of the positive/neutral/negative split, with the total in the middle
Weekly trend	A stacked bar chart of positive/neutral/negative records over the last 8 weeks
Top categories & Severity breakdown	Ranked lists with a share-of-total percentage next to each count

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For students & parents

My Behavior (student) and My Children’s Behavior (parent) show a read-only feed of records the school explicitly marked Share with family. This view is deliberately redacted — no author, no internal visibility tier, no void reason — it’s the same underlying record, just the parts meant for a family to see.

Note

A record not marked “Share with family” never appears here, regardless of type — a neutral observation or an internal note stays staff-only unless a staff member chooses to share it.

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Guided tour

The school-wide dashboard has a Take a tour button (top of the Records tab) that walks through filtering, adding a record, exporting a report, and reading the statistics — including switching to the Statistics tab partway through. It’s a good first stop for a school setting this up for the first time, or for onboarding a new staff member.

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Notifications

Event	Who’s notified
A record is created or edited with “Share with family” on	The student’s guardians and the student’s own portal account (in-app, push, and email)
A commitment is assigned or reassigned	The new responsible person, with a link straight to the student’s Commitments (in-app and email)

Note

Escalating to a disciplinary incident or converting to an achievement award does not send a notification on its own — only record creation and commitment assignment do.

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Common questions

Why don’t I see “Add record” or “Categories & severities”?

Both are permission-gated. “Add record” needs behavior:write; “Categories & severities” needs behavior:manage. Base teachers get read-only access by default — ask an owner/manager to grant more via Settings → Positions.

What happened to the separate Conduct and Achievements tabs on a student’s profile?

They’re now sub-tabs inside the single Behavior tab, alongside Staff Notes and a combined Full History — each sub-tab still only shows if you have the matching permission (disciplinary:read, achievements:read, notes:read). Nothing about those features changed, just where they live.

Can I un-escalate a record or un-convert an achievement?

No — both are one-way by design, and audit-logged. The behavior record itself is untouched either way; only its “escalated” / “converted” link is added.

Why is severity required only for negative records?

Positive and neutral records describe something good or neutral happening — severity (how bad something was) doesn’t apply. This is enforced both in the form and at the database level.

Does voiding delete the record?

No. Voided records are never removed — they’re kept with a reason, voided-by, and voided-at, and can be shown or hidden with the Show voided filter. This preserves the audit trail.

Who can see a “Private” or “Admin only” record?

Private — only the author (and admin-tier roles, who see all non-private records plus their own private ones). Admin only — owner/manager/partner/platform admin, or anyone granted behavior:view-confidential on their position.

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What’s coming next

Feature	Status
Notification on escalation (e.g. to a counselor or the family)	Not yet built
Bulk import of categories/severities from a policy template	Not yet built
Additional portal-visible roles (e.g. nurse, librarian) for Behavior read access	Achievable today via custom Position grants, not a default preset yet