Search Reports Guide

This article is intended for school leadership and wellbeing staff.

About Search Reports

Search Reports are records of all queries completed by students for search engines your IT administrator has configured School Manager to monitor. Most schools choose to capture search terms from Google, Bing, and searches on the YouTube website. Each time a student searches for information through a search engine, School Manager captures the details of that search, including:

  • Keywords and search phrases
  • Name of search engine
  • Date and time
  • Frequency
  • Any Red Flags that the search has triggered

Over time, a student’s search history helps build a better understanding of the relevant information and how it indicates their wellbeing. 

The Searches Dashboard

Following are the components of the Searches dashboard.


A. Select filter tag / Reset Filters

Filter the keywords and users by the category of high-risk activity. By default, this report opens by filtering the three highest-risk tag categories of Adult Content, Bullying, and Suicide.

Select the filter tag box to choose one or more filters for Adult Content, Bullying, Depression, Hate Speech, Substance Abuse, Suicide, and Violence.

Select the X after the filter tag to remove a category. Remove all the defaults to see all the top search terms (shown above).

Reset Filters restores the three default tag categories.

B. Show terms

Limit the results to the top 30, 50 or 100 most used keywords or search terms (referred to as tags). The tag cloud will adjust. A larger font is most frequent and a smaller font is less frequent.

C. Date range

Change the start and end date for the search report.

D. Username

Each user's email address or login name is sorted by the user with the highest number of searches for the date range and tags you are filtering for.

Select the column title to change the sort alphabetically by the users (a to z). Select again to reverse the sort (z to a).

Select the username to see all the keywords this user searched for during your selected time period.

E. Name

The names of each of the users as they are known in your School Information System (SIS) or  School Manager.

F. Count of search queries

The number of searches for each user during the selected time period. It may be used to compare users distracted by search activity to the volume of search activity in the middle and bottom of the list. 

Select the column title “Queries” to change the sort from the default users with the highest number of searches to the users with the lowest number of searches.

G. Visualization of volume of searches

A visual representation of the number of searches for the keyword in the row. Longer lines represent more searches for a keyword.


Investigating Words in the Tag Cloud


  • Hover over the keywords to see the number of times the phrase has been searched for during this time period. Select the keyword to see which users are searching for it.
  • Select a Username or Name to go to the keyword summary. You will see the keyword displayed again in a list. Select the keyword to view the times of day the keyword was used in a search.

Changing the Date Range

You may want to change the date range to include specific events in your users’ school activities. For example, you may want to get the timeframe before, during, and after a major exam period. We recommend you search for 1-7 days of data to allow the report to display quickly. You can search for up to 90 days of activity. However, the time to process the data can take several minutes.

  • Select the current date range from the top of your screen. Select any of the preset date ranges or select Custom Range


  • If you selected Custom Range, select the start date. Then select the end date.
  • Select Apply. Reports with large numbers of users and long periods of time take longer to generate. Be sure to leave your window open while the report is generated.

Filtering by Search Categories

By default, your results are filtered for three categories of searches you most likely need to know about to support a student in need. You will see keywords associated with Suicide, Bullying, and Adult Content.

You may want to monitor a specific type of behavior.

  • Select the filter tag box to choose one or more filters for Adult Content, Bullying, Depression, Hate Speech, Substance Abuse, Suicide, and Violence.


  • If you select the X on the three categories, you will see all search terms, most of which are normal topics for your school. 
  • If a user has a concerning number of queries for categories of keywords, you can select their Username or Name in the Searches. The User Searches window will open a list of the Search Query keywords.


Reviewing User Searches


You can access this list by selecting a User Name in the Searches report.

  1. In Search, you can filter the list by typing any part of a word.

  2. Search Query displays the keywords entered into Google, Bing, or YouTube searches. Select to sort the list. Select it again to reverse the sort.
  3. Hits displays the number of times the user entered the search term. Select Hits to sort. Select again to reverse the sort.
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