How do I search for a user?

Go to Users on your left hand menu and then select List from the sub menu. You can search for a user by typing in their first name, last name, email address or mobile number.

You can use the drop down filter tool (shown below) to refine your search by the type of user you are looking for i.e. Parent, Student.

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Select the name of the user account you would like to see and it will appear on the right hand side of the window. Depending on the user type (parent, student, staff member, for example) you can edit, send registration messages, change permissions or delete this user by clicking ‘Actions’ on the top right hand side of their account.

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How do I add a user (student/parent/staff member) to ParentMail?

It is likely that the majority of your users will be added via an import, however, should you need to it is possible to manually add a user.

To do this, go to the ‘Users’ tab on the left hand menu and click create. The first section you need to fill in is a drop down menu (screenshot below) asking you to select a ‘User Type’. Every single user on your account will need to be assigned a ‘User Type’ such as parent, student or staff. This selection tells the system what relationship the user has with your organisation and also groups similar users together. If the user you are creating does not fit in to any of the existing categories you will need to create a new user type – you can find information on how to do this below.

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Complete the form adding the user’s personal details, such as title, contact details, DOB, gender. You should try to fill in as many as these details as possible, however, depending on the type of user you are adding, only some of the fields will be mandatory.

Click save to create your user, and their account will appear on the right hand side of the screen. You can edit, send registration messages, change permissions or delete this user by clicking ‘Actions’ on the top right hand side of their account, depending on the user type.

If you are adding a student or a parent, make sure you add the relationship (information on how to do this can be found below) so that parents can receive information about their child. If this is incorrectly added, you will receive an error message.

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How do I add a new user type?

A User Type is essentially a category that you User will fall in to. Go to Users on your left hand menu and then select Create New Type from the sub menu. You will need to choose a name for the type you are creating such as Governors. Please note – you will need to set up permissions for the new user type to ensure they are able to receive messages or login and administrate the system. See below for instructions on how to do this.

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How do I add or edit the permissions of a user type?

Go to Users on your left hand menu and select Type Permissions from the sub menu. Here, you will be asked to select the user type – the drop down list will show the default user types and also any that you have manually created.

Users and Permissions image 6

Select the User Type that you would like to add permission to and a list of possible permissions will appear. Then put a tick in the box of each permission that you want to grant, or remove the ticks if you want to revoke them. If you want to see a breakdown of what each permission applies to you can hit the Show button on the right hand side.

Please note; Changes made now will impact NEW users of this type but are not applied to existing users.

Once you are happy with the changes you have made, hit Save at the bottom right.

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How do I add a user type to an existing user?

To add a user type to an existing user, please go to Users > List > Find the user > click onto the User record > click the Actions button > Add User Type > Add the user type you are looking for > Save.

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How do I add or edit the permissions of an individual user?

Go to Users on your left hand menu and then select List from the sub menu. Select the user and their account will appear on the right hand side of the screen. Click on the green Actions button and then Permissions to be presented with a list of possible permissions that you can edit. Tick the box of each permission you want to grant and remove those that you wish to revoke. Once you are happy with the changes – click Save and advise the user to refresh (F5) the page to see their updated permissions. Please note, some permissions require the entire permission to be granted.

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How do I delete an extra user type?

Go to Users > List > Find the user > click onto the User record > click onto the ‘Show’ option against User Types > Click on the bin icon against the user type you want to delete.

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What is the best way to remove users from the system?

If you want to remove a single student or an entire year, we advise you do this through the ‘Remove Leavers’ tool. This can be found under Settings in your left hand menu in ParentMail.

You will then need to select the red ‘Remove Leavers button’ which will open the Contact Book. Select the users you wish to remove by selecting the check boxes next to their name.

Select ‘Confirm’ in the bottom right hand corner. The system will then confirm to you the amount of students who have been selected and the parents linked to them.

A great benefit of the ‘Remove Leavers’ tool is that it removes parents who have no other links in the school. If parents have a child in another year at the school, they will remain on the system.

Please note, you are not able to remove staff through the Remove Leavers tool. Instead, you will need to go to Users > List > find the member of staff and click on them > Actions > Delete.

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How do I edit a user's details?

Go to Users on your left hand menu and then select List from the sub menu. Select the user and their account will appear on the right hand side of the screen. Click on Actions and then Edit to see the information that you can change. Please note that if the user is Connected they will receive an email asking them to verify the change once you hit save. If they do not respond to this within 7 days, the change will revert back. If the user is Not Connected the change will take effect immediately and requires no further approval.

We advise that you encourage parents who are registered to make their own changes through their account. To check if parents have done this, you can run the ‘verified user changes report’ regularly.

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What is the difference between a Connected and a Not Connected User?

The terms ‘Registered’, ‘Verified’ and ‘Connected’ are used throughout ParentMail, they all mean the same thing – the user has created a ParentMail account. This means the parents have access to the ParentMail App or the Branded APP on the iPhone or Android devices. All connected users can access all the packages your school is using such as: Email, SMS, Absence Reporting, Forms, Events, Parents Evening Manager or Payments.

If a user is Not Connected, they have not yet created a ParentMail account. This means that they can still receive texts and emails but are unable to use any of the other above mentioned applications – as long as you have the correct contact details for them.

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How can I see if a Connected user has changed their own details?

Go to Reports on your left hand menu and then click General Reports. Download the Verified User Changes report by clicking Generate Report and then click on the green CSV button which will appear after a short wait. Column F on the spreadsheet will show you the changes that parents have made. Click here for help running this report.

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How do I resend a registration email or text?

To resend a registration email or text to an individual parent, search for the user within the Users List. Select ‘Actions’ and select the ‘Send Email Registration’ or ‘Send SMS Registration’.  Click here for instructions on how to send a registration reminder to all of your unverified parents.

 

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How do I delete a parent without removing the student?

The Remove Leavers tool is the best method to remove your students and parents in an efficient way. However, if you only want to remove a parent (i.e duplicated parent, parent does not need to be contacted anymore etc.) follow the steps below.

Go to Users > List > and type in the parent’s name in the search bar. Click enter > Click on the name > Actions > Delete

Please remember that this method should only be used if a parent should not be on ParentMail anymore. If you do need to remove a parent because their child has left the school, use the Remove Leavers Tool and if your parent has unsubscribed, we advise not to remove them, otherwise they could be imported back onto the system again.

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How do I unsubscribe a user (parent/staff)?

If you would like to stop a user from receiving communication, please go to Users > List > find the User > Actions > Unsubscribe:

Users and Permissions - Unsubscribing a user

If you have the MIS link installed, the parent will not be re-subscribed again.

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How do I re-subscribe a user (parent/staff)?

If you would like a user to start receiving communication again, please go to Users > List > find the User > Actions > Re-subscribe:

Users and Permissions - Resubscribing a user

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What is the best way to remove parents without individually having to remove them?

You can remove parents through the Remove Leavers tools. Please ensure the parent is linked to a student.

Go to Settings > Remove Leavers > tick the student whose parent(s) you are looking to remove > confirm and you will see a similar message below:Users and Permissions - Removing parents

Clicking ‘Remove Parents Only’ will remove the parent from the system completely, even if they have any other relationships.

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How do I remove a member of staff?

If you would like to remove a staff member, or a user with another user type used to carry out administrative tasks within the school account from PMX, you will first need to go to Users > List –

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Find the user by typing their name into the search box and click on their record, and check that the correct user and user type is selected –

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Within the User record click ‘Actions’ in the top right-hand corner –

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In the ‘Actions’ menu, click on ‘Delete’ –

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The user has now been deleted from ParentMail.

 

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How do I delete a staff member with multiple user types?

 

 

If the staff member who has left has multiple user types, including a ‘Parent’ type, and their child is still attending the school, you will need to remove the ‘Staff’ user type and amend their permissions.

To do this, go to Users > List –

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Find the user by typing their name into the search box and click on their record –

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To remove a user type, scroll down and find the ‘User Types’ section within their record, and click the ‘Show’ option –

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Click on the bin icon against the user type you want to delete (‘Staff’) –

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The ‘Staff’ user type will now be deleted.

 

Please note; Removing the staff user type alone will NOT reduce permissions. The user’s permissions should be manually reduced by using the Actions > Permissions function. You can find out how to amend permissions here.

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