Imports

IMPORTANT: If your ParentMail account already contains data and you are updating and importing a spreadsheet, please ensure you do not sort the spreadsheet in a way which results in students, parents or staff data becoming misaligned.

If you have recently changed MIS, please be aware that you will need to contact us before re-importing your data as there is a high risk of duplicating information.

If you are unsure of how to complete the import process, please contact us before importing data. If you have imported your data and now have duplicated records, please connect to Live Chat for further assistance.

SIMS

Below are guides with instructions on importing your data from SIMS into ParentMail:

Running your PMX SIMS report – student/parent – click here to download
Running your PMX SIMS report – staff – click here to download

You will need to run the rpt.def files into SIMS to pull off the information you need. You can download your rpt.def student parent export and your rpt.def staff export from within your ParentMail account. Instructions for how to do this can be found in the guide above. 

 

Once you have imported your data into ParentMail, you may receive a ‘warning’ or ‘error’ message on your report. The guide below will help you understand why and how to correct the rejections:

‘Understanding the rejected records report’ – click here to download

Permalink

Non SIMS

We may be able to extract your data from your MIS system – however this will need to be reformatted into our spreadsheet templates so that it will import into ParentMail. We have created a guide to help you with this.  It is very important that these spreadsheets are filled in correctly; if there are errors it may mean we are unable to import your data.

A guide to filling in the PMX import spreadsheet – click here to download

Below are the two templates which you will need to input your data into. These are mentioned in the guide above.

PMX Import Template – click here to download
Staff PMX Import Template – click here to download

Once you have imported your data into ParentMail, you may receive a ‘warning’ or ‘error’ message on your report. The guide below will help you understand why and how to correct the rejections:

‘Understanding the rejected records report’ – click here to download

If you use Integris at the school and you would like to import your data from Integris into ParentMail then you can download these instructions below:

Need help exporting your data from Integris G2? Click here.

Permalink

When I import a SIMS report/PMX spreadsheet, why do I receive “This .csv file is invalid for imports, check .csv headers”?

This error is generated because the SIMS login used to produce the import .csv does not have the correct permissions. Please ensure that your SIMS profile has Third Party Reporting, Personnel Officer and Admin Assistant rights; these can be found in the System Manager area of SIMS. If you are running a staff or parents’ evening import, you will also need ‘Personnel’ rights. Once you have added these rights, you will need to logout and log back in before they take effect.

If you have imported the rejected records report after correcting the rejections, please ensure you have removed the two extra columns at the end called ‘Status’ and ‘Reason’. The column headers needs to match the original PMX import template.

Permalink

Why is my ParentMail account still showing last year’s classes/students?

Please click here for complete, step-by-step instructions on how to complete your summer roll up.

Permalink

How do I download a list of students and their PMX ID codes?

Within ParentMail, click ‘Reports’ from the menu. This will expand into two sub-tabs named: General Reports and Payment Reports. Click ‘General Reports’ to find a list of reports you can generate to extract different information you need. Click on the ‘Parent/Student Export’ tab in the list.

You will then find the description: When you generate a new report, any existing reports listed will be deleted and replaced with the new one. Click ‘Generate Report’ and you will be notified when it’s ready. Return to this page to view it.

Click the ‘Generate Report’ button, this will take a minute or two to generate the report.

Click OK and you will be notified when the report has been generated. Underneath the Download heading, you will have two options: CSV and PDF. Click onto the CSV green button, this will then automatically download or first ask you to save the file. Once you have opened this download, you will see a list of students and their PMX ID’s, the heading will be called ‘StudentIDs’.

 

Permalink

Importing Pre-admissions into PMX from SIMS

SIMS users can now import pre-admission students and parents into ParentMail. This means rather than waiting till September before you can get your new parents registered, you can now add them any time – for example just before the summer holidays, so parents can register before term starts again. Non SIMS users can also do this at any time by following the usual import process.

Please note: For students to appear on the Pre-Admissions report, please ensure they are set up under the field application status as ‘Offered’ or ‘Accepted’.

Within your ParentMail account, go to Imports> Create Imports> Downloads> Select PMX2 Pre-Admissions.

Pre admissions 1

When this has downloaded, save it on your computer in a file where you will be able to find it later.

Go to SIMS. Within SIMS, go to Reports> Import> Open> Find the file that you just saved and open then press Import.

Go back to Reports, then Run Report> Focus> Application> Locate PMX2 Pre-Admissions and double click.

Select your effective from date. Do not click: Accept All (bypass filter condition) as this will pull out ALL pre admission students on your SIMS database.

Select the time frame for the admissions i.e. 1st September 2017 to 20th September 2017. Click OK.

Click Browse and then save the file somewhere, ensure that you leave .csv at the end of the file name.

You will then need to open the file and replace the Year and Registration group names with “Pre-Admissions”. This is to avoid your pre-admission students merging into your existing year and registration groups. It is very important that you do not change the header names.

Please remember to change the date format for the DOB column to the format of ’14 March 2001’. To do this, right click on the DOB column:  > format cells. Click onto  date > find the date ’14 March 2012’ > click OK.

DOB

The DOB column should then appear as:

DOB2

Once you have done this, click File > Save.

Within ParentMail, to go Imports> Create Import> Select CSV file and find the file that you just saved.

Pre admissions 2

If you need further clarification on this, please contact us on Live Chat.

Click ‘Queue Import’ – once the file has been imported you will be notified by email of its progress. Imported files can be seen under Imports > Imports.

Once you have imported your data into ParentMail, you may receive a ‘warning’ or ‘error’ message on your report. The guide below will help you understand why and how to correct the rejections:

‘Understanding the rejected records report’ – click here to download

Permalink

We have just changed our MIS, how do I now import new data into ParentMail?

If you have recently changed MIS system and need to import new data into ParentMail, you will need to follow the instructions below to avoid duplicating the students and parents records.

This are simple steps that you can action yourself without a technician! All you need to do is reset the current ID’s within the account. To do this, go to your ParentMail account > Settings > MIS Link.

Imports MIS 1Select ‘ScholarPack’ from the drop down menu. In the field for ‘School’ and the field for ‘URL’ enter the word ‘Test’. Tick the ‘Student Parent Export’ and select the frequency of Daily, then click Save.

Imports MIS 2

Click ‘Change Provider’

Imports MIS 3

Wait 5 minutes and then import your new data.

 

Permalink

Understanding the Rejected Record Report

Once you have imported your data into ParentMail, you may receive a ‘warning’ or ‘error’message on your report. The guide below will help you understand why and how to correct the rejections:

‘Understanding the rejected records report’ – click here to download

Permalink



  • Did you find this helpful?
  • Yes   No