Smarter Week

How to automate it

How to automate “log behavior incidents and write referrals”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

20 min
typically, a few times a week
40%
of the time can be automated
Easy
to set up

Fix 1 of 2

AIBest fix

Dictate the incident right away and let AI write it up factually

Speak the facts into your phone straight after the incident; AI turns it into a neutral, structured write-up for the log. Faster, and more accurate than writing it at the end of the day.

Typically saves about 40% of the time5 min to set up
  1. 1Use voice typing on your phone or your school-approved AI app.
  2. 2Say what happened, when, where, who saw it and what you did. Use initials, not names.
  3. 3Use the prompt below.
  4. 4Check it, then enter it in your behavior or student system.
  5. 5Use only tools your school or district has approved for student data (FERPA). Leave out student names and private details unless the tool is approved for them.
Prompt to copy
Turn my spoken notes into a factual incident write-up with headings: Date and time, Location, What happened (facts only), Students involved (initials), Witnesses, Action taken, Follow-up needed. Neutral language, no opinions or labels. Do not add anything I did not say.

My notes: [DICTATE OR PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Phone voice typing

Fix 2 of 2

Software feature

Collect slips, money and incident logs with online forms

Online forms and payment links replace paper slips you chase and count. A short behavior form or the logging in your student system replaces handwritten notes.

Typically saves about 45% of the time20 min to set up
  1. 1Use Google Forms, Microsoft Forms, ParentSquare forms or your school's payment system for trips and slips.
  2. 2Send the link through the family messaging app.
  3. 3Log behavior in your student information system or school behavior app on your phone right after it happens.
  4. 4Check the response list instead of counting paper.

Tools: Google Forms or Microsoft Forms · ParentSquare · Your SIS or behavior app (PowerSchool, Infinite Campus, LiveSchool)

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Teacher

HourLeak · the 8-minute work audit

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