Pendulum allows you to create Focus Visits using a Microsoft Word template. This is useful if you prefer writing visit notes in Word, or if you need to work offline before uploading the content back into Pendulum.
The process is simple:
- Download a blank Word template from Pendulum.
- Complete your visit notes in Word.
- Upload the completed template back into Pendulum.
This removes the need to copy and paste large amounts of text into Pendulum manually.
Important: Your Local Authority must have the relevant Focus Visit structure set up in Pendulum before you can download a template. The Word template is generated from the structure already set up in the system.
Before each term, our LA Accounts Team will contact your Pendulum Administrators to confirm what your Focus Visit structure should be. If you cannot find the term or focus you need, please contact your Pendulum Administrator.
Downloading your template
To download a Focus Visit template, go to the Pendulum Homepage and click Blank Template.
A pop-up will appear. Use this to select the relevant term and focus.
Select the correct focus from the dropdown.
Important: Make sure you select the correct term, as this is the term that will be used when the visit is created.
Once you have selected the correct term and focus, click Download Template.
Open the downloaded Word document and click Enable Editing. You will not be able to add content to the template until editing has been enabled.
Tip: If you need to create several visits using the same focus, save a blank copy of the template to your device. When completing a visit, use File > Save As in Word and save it with a different name. This helps keep your blank template unchanged.
Completing the template
The first sections in the Word template are:
- Issues Arising
- Actions
- Outcomes
These are predefined areas within a Focus Visit. You may recognise them from the left-hand side of the screen when creating visits manually in Pendulum.
The remaining sections in the template relate to the visit sections within your selected focus for that term. These are the sections that appear on the right-hand side of the screen when creating visits manually.
Actions: It is not currently possible to import actions directly. The Actions field is included so you can record them alongside the rest of your visit information. Once the visit has been created, you can copy and paste those actions into Pendulum manually.
Required sections: Any section with an asterisk next to the title is mandatory. You do not have to complete it in Word, but you will need to complete it when reviewing the uploaded content in Pendulum.
When you have finished completing the template, save it somewhere easy to find on your device. Then return to Pendulum to upload it.
Uploading your template
To upload your completed template, click Create New Record in Pendulum, then select New Record From Template.
Select your completed Word template, or drag and drop the file into the upload area.
If your file cannot be uploaded
If there is a problem with the file, an error message will appear.
If you see this error, check that:
- The file was downloaded from Pendulum.
- The file matches the correct term and focus.
- The file has not been modified, other than adding text into the available fields.
Assigning and reviewing the visit
If the file uploads successfully, a green confirmation message will appear. You can then select the remaining visit details, such as group, adviser and school.
Tip: If the uploaded visit is very similar to a visit you need to create for another school, save the first visit, then upload the same template again and select the other school. This can help you create similar visits more quickly.
When you are ready, click Review Content.
You will be taken to the Import Summary page, where you can review the content before creating the visit.
The Import Summary page has two tabs:
- Focus Sections
- Issues & Outcomes
Focus Sections
The Focus Sections tab shows the focus sections set up by your LA. These are the sections that appear on the right-hand side of the screen when creating a visit manually.
Review the imported content carefully. You can add, remove or amend content in these sections before continuing.
Issues & Outcomes
The Issues & Outcomes tab shows the Issues Arising and Outcomes entries from your template. These are pulled in and logged individually for you.
To edit an entry, click the pencil icon. To delete an entry, click the bin icon.
To add more entries, click Add Issue or Add Outcome.
Saving the visit
When you have reviewed the imported content, click Save Record of Visit.
If there are no errors, the visit will be created.
If you see the message below, this means either:
- There is an unsaved Issues & Outcomes entry.
- One or more required Focus Sections are incomplete.
Once the visit has been created, you will be taken into the visit record. You can make any further changes, if required, before submitting it to the school.
For more information on editing Focus Visits once saved, see our Focus Visits guide.