Support : Getting Started with BEAMS

Setting up BEAMS for the first time involves a few important steps to ensure your school's data is accurate, complete, and ready for staff to begin recording referrals.

Follow the steps below to get started quickly and efficiently:

Step 1: Load the Staff List

• Navigate to Admin area from the left navigation Menu (not available on mobile).
• Select the Upload Staff List option to upload an excel file.
• Ensure spreadsheet has 3 columns for each staff member:
  • First Name
  • Last Name
  • School email address

This enables staff to appear in referral entries and assigned as Home Room Teachers (HRT's).

Step 2: Load the Student List

• Navigate to Admin area from the left navigation Menu (not available on mobile).
• Use the Upload Student List option to upload the student list exported from ICON.
• This will also create the current year's classrooms.

Students must be loaded before they can be assigned to classes or appear in referral screens.

Step 3: Assign Classroom HRTs

• Navigate to Manage area from the left navigation Menu (or bottom navigation on mobile).
• Select the Classroom tab (third along).
• For each class, assign a Homeroom Teacher (HRT).

This is important as referrals CANNOT be created until ALL Classrooms have an active HRT Assigned.

Step 4: Assign Roles for Admin, Year-Level Coordinators, and Principal

• Navigate to Manage area from the left navigation Menu (or bottom navigation on mobile).
• The Staff Tab will be shown first and is selected by default.
• To grant Admin privileges:
  • Click or tap a staff member's card
  • Turn on the Admin toggle
  • click SAVE to confirm.
• To assign Year-Level Coordinators or Principal roles:
  • Click the blue Manage Roles button at the top-right of the screen.
  • (You will notice that Admin and HRT Roles will appear from the previous steps).
  • Scroll down to the "Co-ordinators & Principals" section.
  • Click or tap the blue Add Role button.
  • Select the staff member and assign them to the relevant year level(s)

Coordinators and Principals will have access to referrals and reports for the year levels they are assigned to.

Final Steps

• Export the schools historic referrals from SWIS (Click here for instructions).
• BEAMS support staff will assist with loading the SWIS data into BEAMS.
• Final steps include tidying up Referral Reference Data such as Behaviour Types, Actions taken etc.
• Use the Merge duplicate students function (from the Admin area) after SWIS data import.

You're Ready to Use BEAMS!

• Staff can now begin recording referrals and managing behaviour incidents.
• Referral searching and reporting is available.
• Email Notifications will automatically occur when new referrals are recorded.