Documents to print

ParentMail will generate paper copies that you can print off. Paper copies can be generated for when you send an email, text, forms or even refunding a payment as well as other reasons. If you have any outstanding Documents to Print, you will see a red badge with a number count. Please see screenshot below:

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When you click on Documents to Print on the left-hand menu, you will find sub-tabs to click into showing you what section the document has been printed for:

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For Email and SMS, you will be presented with a list of students in class order and then each paper copy will appear thereafter in the same order. The student’s name will appear on each individual document. You have the option to print only the pages that you need, or you can print every page.

What documents are printed in each tab and how can I print them?

Email: When you are sending an email and you have chosen students that have no contacts or a parent with a mobile number, the system will generate a paper copy of the email message. You would need to go into Documents To Print > Email > Find the Document. This then allows you to see a print summary. Below the ‘Downloads’ heading you can click onto the ‘PDF’ button to download the list of recipients and the paper copy of the email. Below the PDF button, you will find the ‘Recipients’ that includes which students the paper copies are in relation too.

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Forms: Form paper copies are generated for students that have no contacts and neither parent is registered of ParentMail. You would need to go into Documents To Print > Forms > Find the Document. This then allows you to see a print summary. Below the ‘Downloads’ heading you can click onto the ‘PDF’ button to download the list of recipients and the paper copy of the form. Below the PDF button, you will find the ‘Recipients’ that includes which students the paper copies are in relation too.

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SMS: When you are sending an SMS and you have chosen students that have no contacts on ParentMail, they will be generated a paper copy of the SMS message. You would need to go into Documents To Print > SMS > Find the Document. This then allows you to see a print summary. Below the ‘Downloads’ heading you can click onto the ‘PDF’ button to download the list of recipients that didn’t receive the SMS. Below the PDF button, you will find the ‘Recipients’ that includes which students the document is in relation too.

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PEM: After creating the parent’s evening, you may receive a warning message to alert you of students that are not linked to a class or a teacher. In Documents To Print > PEM > There will be a document called ‘Exception List’ that will list which students are missing of the Parents Evening. Please see the screenshot below:

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Clicking onto this tab, you will see a print summary. This will show a description of the document and what you need to do to add the students onto the evening. When you click onto the ‘PDF’ button, you will receive a list of students. Under the heading ‘Recipients’, it includes the same list. Please see screenshot below:

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The second document that you will find in this section is for Students Without Verified Contacts. Please see the screenshot below:

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This document is generated for parents who didn’t receive a notification about the parents evening, due to not being registered or not being on the system. You would need to contact these parents and then manually book an appointment on their behalf or even advise them to register so that they can book online themselves next time you run a parents’ evening.

Once you have clicked this document, you can click the ‘PDF’ button to download the list of recipients. You will also see a heading ‘Recipients’ that includes the same list below. Please see screenshot below:

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Payment Refunds: After completing a refund, you will receive a CSV document to confirm details of the refund. When you click onto the document, it will give you a print summary. The ‘CSV’ green button will allow you to download a spreadsheet with information of the refund. You can also see a list of ‘Recipients’ too.

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Payment Fulfilment: When you have fulfilled an item, you can click the option to ‘Print Note’.  Please see the screenshot below:

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This will send a document for you to print of the summary of the payment fulfilled. You will need to click the ‘PDF’ button to view the details. The ‘Recipients’ will be listed to confirm who the fulfilment is in regards too. Please see screenshot below:

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Payment Receipts: When you have actioned to print a receipt for a parent, the receipt will be found in this section here. You will receive the summary, the ‘PDF’ button to option the document of the Order/Refund Confirmation. Below you will see what recipient the receipt is in regards too.

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Payment Barcodes: Whenever you have created a payment item, barcodes will be automatically generated for the specific users that have been selected in the set up. Barcodes are generated for parents who prefer to pay manually via their local store who support PayPoint or may have trouble making a payment online.

You have the ability to print off a barcode for a specific student by going to Documents To Print > Payment Barcodes > Find the Payment Item > Click the document. This will give you a print summary and a ‘PDF button that downloads the barcodes for you. For these barcodes, you are not given a list of ‘Recipients’. (See screenshot below)

Please note, barcodes will only be generated if PayPoint (barcodes) payment method is enabled in Payment Settings and if the item is above £5 and below £149.99.

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Batch Payments: In this section, you will get a CSV report to confirm a manual payment you have made via ‘View Orders’ on a payment item. You can go into Documents To Print > Batch Payments > Click the order you processed and you can see a print summary. The heading is called ‘BulkPayment’ as this is the function of View Orders.

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Cashless Catering: When you are resending barcodes via Payments > Cashless Reconciliation > Select users > Click the Resend Barcodes button, it will generate a paper copy for students with parents that have no contact information on ParentMail. This document is generated as a ‘Payment Reminder’ for students with a low dinner balance. When you go to Documents To Print > Cashless Catering > Click the document, you will see the print summary. You can click onto the PDF button to see a list of recipients and the barcodes generated for the user. You also have a Recipients section to view who the document is in relation too. Please see screenshot below:

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The other document that is generated is called ‘New Balance Notifications’. This is for students that are new to ParentMail or have no email address. When you go to Documents To Print > Cashless Catering > Click the document, you will see the print summary. You can click onto the PDF button to see a list of recipients and the barcodes generated for the user. You also have a Recipients section to view who the document is in relation too. Please see screenshot below:

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Registers: Documents that are generated in this section is when you have gone into Registers > Register Activity > Select student(s) > Click Resend Barcodes > Confirmation that it will generate a paper copy. Paper copies are generated for parents that do not have contact information on ParentMail. When you go to Documents To Print > Registers > Click the document, you will see the print summary of the new balance. You can click onto the PDF button to see a list of recipients and the barcodes generated for the user. You also have a Recipients section to view who the document is in relation too. Please see screenshot below:

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How do I delete a document to print?

If you would like to clean up the documents to print section and remove old paper copies, you can simply go to Documents To Print > Click the Sub-Tab > Click the Document from the list > Press the grey bin icon on the right hand corner. Please see screenshot below:

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Clicking on the bin icon will then pop up a message for you to confirm if you want to delete this or not. As shown below:

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Simply click ‘Yes’ if you would like this removed permanently, or click ‘No’ to go back.

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How do I remove the green dots against the Document listed?

Every time there is a new document for you to print, you will see the document with a green dot next to the title. Please see screenshot below:

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This green dot indicates that you have not opened the document to print and will remain here until you have seen the document to print.

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I have read the Document to Print, but my badge count/red dot won’t disappear?

Please refresh your page by pressing F5 on your keyboard, this will reload the page and clear the browser cache. The browser will then display the correct information. If you are still struggling with this, please get connected onto the Live Chat and an agent will be able to assist you.

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