Release 2014.1.0

Xcalibur is very excited to announce that SCRIBE v2014.1.0 is now live!

New/Updated Features

  • Now when using Create Service from Service Template, users will be redirected to the Service Details page after creation of the Service. Before this update users were redirected to the Service Template List.
  • STEM tracking has been added to Services.
  • Services now require that at least ONE Program to be selected.If you only have one Program, you will not notice any difference in Services.By creating this requirement, we will be able to include filters in reports to only show services associated to a specific program. This new filter will become available in an upcoming release.
  • Morning and Evening Bus fields have been added to Student Demographics.-Address and Permissions Form Export and Student Enrollment Export have been updated to include these new fields.
  • Photo/Media Permission and 21st Century Certificate have been added to Student Enrollment Import and Student Update Import.
  • GEAR UP APR Participation Summary Report: Teacher section has been updated to provide better clarity.
  • Adding/editing a Service or Service Template.-If there is only one Service Type Category, Service Timing Category, and/or Service Delivery Category, it will be selected by default. If there is only one of each of the 3 categories, the add/edit wizard will bypass the selection of the categories and go directly to the next wizard page.
  • Student Level Reports: Will now be available to users with View Sensitive Information permission at a subset of all schools. Prior to this update, only users with View Sensitive Information at all schools had access to Student Level Reports.
  • Marking Period Details Export: First and Last Names have been added.
  • Support for ACT Engage has been added.-You can now import ACT Engage data and view the results directly in SCRIBE.This feature, by default, is not turned on. If you are interests in this feature, please contact SCRIBE Support.
  • Activity Summary Sheet Report now includes totals for participants for each day the Service was performed.

Other Updates and Issues That Have Been Addressed

  • Service Participation List: Date Range filter should now filter correctly when consecutive participation dates exist.
  • Service List Search reset should not reset all fields.
  • Missing Service fields added to Create Service from template wizard.
  • Missing Service fields added to Add Service wizard.
  • Fixed defect that did not allow users to select Include Not in Any Program when setting up a Service if there is only one Program.
  • Fixed form validation error in Client Portal (Survey).

As always, if there is anything that we can do to help, especially as you transition to the newest version of SCRIBE, feel free to contact SCRIBE Support.


SCRIBE Spotlight: Quick Links

Xcalibur is constantly working to make your experience in SCRIBE better. Our newest way of accomplishing this is Quick Links.

What are Quick Links?

Instead of going back through SCRIBE and trying to guess where you have been, the new Quick Links feature will remember for you! Quick Links are a list of Districts, Schools, Students, Services, and Teachers that you have recently visited that can be viewed from the SCRIBE Home screen.

Quick Links can be viewed by clicking "Home" on the Main Menu.

You can find your Quick Links by clicking “Home” on the Main Menu.

 How do Quick Links work?

When a user visits a District, School, Service, Student or Teacher, that page is stored as a Quick Link. By default, the 5 most recently visited of each of these entities appears on the list. Users can click on any of the choices presented in Quick Links to go to that specific page within SCRIBE.

To revisit a recently viewed student, simply click that student's name on the Quick Links list.

To revisit a recently viewed student, simply click that student’s name on the Quick Links list.

I’ve been seeing stars in the top left-hand corner of my District, School, Service, Student, and Teacher screens. Do they have anything to do with Quick Links?

Yes! Those stars allow you to mark a District, School, Service, Student, or Teacher as a Favorite. This means that once you click that star, that item will remain on your Quick Links list until you unclick the star.

Set an item that you visit often as a favorite by clicking the star next to its name.

Set an item that you visit often as a Favorite by clicking the star next to its name…

...then it will continue to appear at the top of your list until you deselect it!

…then it will continue to appear at the top of your list until you deselect it!

That sounds like it might be useful, can you give me some examples of when I would use Favorites?

Let’s say that you have a Service that is frequently attended. Instead of taking the typical steps a user would use to get to the Service each time, you can now click the star icon by the Service’s name on the Service Details screen. Once a District, School, Service, Student, or Teacher is chosen as a Favorite, it will appear in Quick Links until it is deselected on its respective Details screen.

Another example would be if a user is working on inputting some information for a Student, or Teacher and they have to leave their computer for lunch, its the end of the day, etc. the user can mark the District, School, Service, Student, or Teacher they are currently working on as a Favorite and it will appear in their Quick Links the next time they log into SCRIBE.

What if I want to continue working on something at home or on another computer, can I still view my Quick Links and Favorites?

Absolutely! Your Quick Links are connected to your user account and can be viewed from any computer, allowing you to pick up right where you left off.

That’s great, but I would really like to see more than 5 links at a time…

Users can modify how many pages show up in their own Quick Links.

1. Mouse over User and select My Settings.


2. On the My Settings screen a box will appear that shows the number of Quick Links that are shown for each page type. Click Edit to change the number of Quick Links that will be shown on the SCRIBE homepage.


3. The user can now change the number of Quick Links they would like shown per type. Once a number is decided on, click Save.


Are there any SCRIBE features, old or new, that YOU would like us to spotlight in our blog? Let us know in the comments below!

Release 2013.4.0

Xcalibur is very excited to announce that SCRIBE v2013.4.0 is now live!

New/Updated Features

  • Entry and Exit Codes – Will be replacing Student Status. More about this change can be found here.
  • Export (Evaluator Version/No Sensitive Information) – There is now a section for Evaluator versions of Reports and Exports. These reports are nearly identical to many of the reports within SCRIBE, but they contain no identifying information for students, parents, or teachers.
  • Standardized Test Export and Standardized Test Status- These new exports are available in Sensitive and Evaluator Nonsensitive formats and include details on standardized test scores and completion.
  • Start Date/End Date in Program – In addition to First/Last Year In Program, users can can now specify the date a student or teacher entered or exited a program.
  • The new Help Desk email address is now present on SCRIBE’s login screen as well as under the Help > Contact Us.
  • A link to SCRIBE’s Help Desk can now be found under Help > Online Support.

Issues That Have Been Addressed

  • Activity Summary Reports no longer remove punctuation from fields.
  • The Hours field in adding Participation now allows the user to add more than 23 hours.
  • Users can now search for Services by number of hours greater than 24.
  • Standardized Test Sections that are not required no longer appear as “required”.

As always, if there is anything that we can do to help, especially as you transition to the newest version of SCRIBE, feel free to contact SCRIBE Support.

Entry and Exit Codes – Because Some Features are Just too Important to Wait for a Release to Talk About

Many of you received our email earlier this week about Entry and Exit Codes replacing the current Student Status and are wanting to know a little more information about how this change will affect you as a user.

When will this change happen?

  • Beginning with Release 2013.4.0, Entry and Exit Codes will automatically be available to all of our clients.

What happens to our existing “Active” and “Inactive” Notes and Dates?

  • Your old “Active” and “Inactive” status notes and dates will not be deleted; they will be recorded as Entry/Exit notes and dates, with the most recent ones appearing.
  • There will now be status notes available for both Entry and Exit Codes, whereas there was only a single status note previously.
  • The same applies to there now being two dates available for Entry and Exit Codes, whereas there was only one single date previously.
  • Previous Exit/Entry Codes and their respective notes for a recorded school year can now be viewed by clicking the hourglass within the Enrollment tab of each student.



How does this affect my Imports?

  • Entry and Exit Codes will be updated for existing enrollment data based on existing data in the current Enrollment Status field OR if there is no data for current Enrollment Status, we will be updating the Entry Code to the default Entry Code of enrolled with an Entry Date of first day of school for the school year.
  • You may need to adjust your imports, since the Student Status has been replaced with the new Entry and Exit Codes feature. Our Data Submission Guide can be found on our Help Desk in three sections – Import Process, Import Types, and List Mapping for Imports.

What if I would like to have different Exit and Entry Codes besides the default ones?

  • Entry and Exit Codes can be customized to add/remove options based on your needs. If there are any changes you would like made to your Entry and Exit Codes, let us know.
  • If you want to use the existing defaults, then you do not have to do anything else.


Due to the anticipated requests for customization to the Entry and Exit Codes, clients wanting to ensure that the customization are available by 9/1/2013, need to submit any changes by ticket to us no later than 8/15/2013. Any requests received after this date cannot be guaranteed to be available by 9/1/2013. Tickets can be submitted here.

Looking for more information on Entry/Exit Codes and other SCRIBE features? Check out our Help Desk. You can access it using your SCRIBE username and password. Don’t forget to bookmark it!

Survey Says…

Survey time is now upon us! SCRIBE allows you to integrate your annual Student, Parent and Teacher surveys into your program’s records quickly and easily.

SCRIBE offers a survey module complete with status reports so you can keep track of who has and has not completed their student, parent, or teacher survey as well as reports and exports detailing responses.

Implementing your program’s surveys can be done simply by sending us a copy of your paper survey. After we receive it, we can create a digital version using all of the most popular question types as well as skip logic and branching, hiding questions from survey takers that do not apply to them based upon previous answers.

Here’s a look at what your online survey will be like:

Students and parents can log into the system by using the students’ Student ID and other personal information, and teachers can log in using their Teacher ID.


A great benefit of using SCRIBE for your surveys is the variety in question formats. Three of those options are shown below as Multiple Choice, Yes/No, and Fill In the Blank.

portal5 portal6 portal10

In addition to online surveys, we can also add the totals from your paper surveys as well using the Export Survey Results Key to configure a file to import those results!

SCRIBE can create summaries like the Incomplete Survey Directory. This summary shows the number of all Students, Parents or Teachers who have not completed the specified Survey, if the percentage goal requirement has been met. Additionally, a list of the individual survey takers who have yet to take the survey is provided within this report as well as all of the information needed for these persons to log in and take the survey.

Incomplete Survey for Students

New to SCRIBE v3.1, both the ID Verification and the survey itself can be administered in Spanish as well!

If you are interested in using SCRIBE for your surveys, we would be more than happy to help with the process. We can even host a demo for how our survey feature works. Please contact for details.

Another Reason to Become More “Attached” to SCRIBE

The Attachment function is one of the latest new features of SCRIBE! Attachments allows users to upload photos, release forms, standardized test scores, and practically any other document. Need to save a letter sent from Johnny’s parents? Using Attachments, you can upload that and any other information that pertains to Johnny that does not necessarily fit into one of SCRIBE’s fields.

Figure A-1: Attachments Tab for a School

The Attachments tab exists in multiple locations throughout SCRIBE. Users with the proper permissions will be able to use the Attachments feature for Districts, Schools, Services, Parents, Service Templates, Students, Teachers, and Instances. In Figure A-1 above, you can see the list of attachments for a School.

The list of attachments can be manipulated using the Search function and by sorting by column headers (this refers to clicking and dragging the column headers to the top of the list’s table — this is another new feature that we will highlight in a post in the near future).

Users can add attachments by clicking the Add button that is located at the upper right hand corner of any attachment list. On the Upload Attachments screen (Figure A-2 below), you can assign a name and description to the attachment being uploaded. Documents can be marked as originating from within a particular program and include several tags to make sorting the list of attachments easier.

By clicking the Browse button that is located at the bottom of the Add Attachment screen, the user will be presented with a window to choose the file that needs to be uploaded. After the file has been chosen, the user can click the “Upload” button, saving the file as an attachment, or the “Return to Attachment List” button, discard the information entered on this page.

Figure A-2: Upload Attachment Screen

Your new attachment will now appear on the list and can be downloaded by anyone with the proper permissions (if you are a program administrator, please contact Xcalibur staff to have these permissions assigned to users in your program).

We love feedback! Tell us what you think about Attachment’s features in the comments below. What do you think you will upload the most? How has your experience been with the Attachments function so far?

We are very excited about this new feature and feel that it will surely become one of the most popular and powerful tools found in SCRIBE.

SCRIBE 3.0 Now Live!

The New SCRIBE Homepage

Xcalibur is very excited to announce that SCRIBE v3.0 is now live!

This version includes a host of new features and a new user interface.

User Enhancements

  • New Login Page
    • Even before you login you can check out the latest SCRIBE news, a suggested schedule when to process your data, and Xcalibur Contact information.
The New SCRIBE Homepage

You can now see the latest news and features from SCRIBE right on the homepage!

  • New Look
    • We have updated the SCRIBE color scheme and the look of many of the application’s controls
  • New Menu Items
    • To save users time, we have included shortcuts on the menu to allow easier access to some of our most used features
    • Your Service List can now be accessed directly from the “Services” option on the menu bar
    • Now you can search for Students without accessing an entire list using the “Student Search” function
New Menu Items

The improved menu bar now features Services and the brand new Student Search function.

  • List Sorting
    • In the Student and Service Lists, you can now drag any of the column headers to the top of the list and your list will sorted by the column header you brought to the top. Do this with more than one header to really customize your view!
Sorted Service List

The Service List in this picture is sorted first by Person Type, then by Service Type so the user can easily see what type of services are being performed for Students, Parents and Teachers.

  • Improved User Settings
    • You are no longer limited to just choosing how many items you see on a page, each list and page now saves your settings from the last time that you viewed it. For example, not only will your newly configured sorting of the Service List be saved, but it will also remember that you want to view 40 services per page instead of the default 20.

New Program Features

  • Multiple Program Tracking
    • Track students and services from multiple GEAR UP grants and other programs within the same system. Even if you are only tracking one program, this feature will allow you to quickly filter lists of services and students to display only those who are in your program, not in the program, or both.
  • Integrated Survey Module
    • The SCRIBE survey module has been fully redesigned. You now ability to track your student, parent and teacher survey responses within SCRIBE and generate new reports to tell you who has or has not taken a survey.
  • Document attachment
    • Attach documents and pictures relevant to your programs to Services, Students and more then mark them with tags such as “Invoice” and “Backup Documentation” so that you can quickly and easily find them in the future.

You will also most likely notice that some features of SCRIBE that you may be used to have been relocated. For example, Student Status is now attached to an individual School Year and has been moved to the Enrollment tab of Student Details. Replacing it on the Student Demographics tab is Program Enrollment where you can track the school year the student was first and last enrolled in a specific program.

We will be highlighting many of SCRIBE’s new features here on our blog in the coming weeks and holding SCRIBE community discussion in the SCRIBE Forum on Facebook.

As always, if there is anything that we can do to help, especially as you transition to the newest version of SCRIBE, feel free to contact us at

Save Time and Money With SCRIBE’s Survey Module

Save Time and Money With SCRIBE’s Survey Module

Xcalibur is proud to introduce SCRIBE’s newest feature: the integrated online survey system!

Tired of spending several days stuffing envelopes with student and parent surveys? SCRIBE’s new survey module saves you from all the extra work and postal expense by providing you with a link to your survey within SCRIBE’s Client Portal.

Once the survey has been opened up to your survey takers, monitor its completion progress with SCRIBE’s survey reports. In real time, you will be able to see how many students, parents, or teachers at each school still need to take the survey to meet your completion goal. Additionally, the incomplete survey reports will actually identify which of these individuals still need to take the survey as well as give you the information they need in order to log into the system improving your completion rates!

After the survey has been completed, SCRIBE provides detailed reports on the survey results for grants, districts, and schools while keeping individual survey taker’s identities anonymous.Not only can you open up the annual Student and Parent surveys at the same time, you can also create multiple surveys for the same person type. In SCRIBE’s Client Portal, survey takers will see all of the surveys that are available for them to take. When they finish one, they will be returned to the Client Portal so that they may take another or allow the next person waiting to take the survey to sit at the computer to take it.

For a free demo of SCRIBE for GEAR UP’s survey module as well as all of the other

Let Our Experience Work For You!

SCRIBE for GEAR UP – Survey Module (PDF)

New Feature: Xcalibur OnTime Customer Portal

Xcalibur is pleased to announce a new feature for its SCRIBE for GEAR UP users: the Xcalibur OnTime Customer Portal!

The Customer Portal is a new feature that exists outside of SCRIBE for GEAR UP.  A user for each implementation of SCRIBE will be given login information for this new online resource which will give them direct access to Xcalibur’s Customer Service and Development departments.

Users will be able to suggest new features, track service requests and report any problems with SCRIBE should they beencountered.

Invitations for a demo of the new system will be going out soon — watch this site and our Twitter and Facebook feeds for upcoming announcements of live demo dates!