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.

Password protecting a document

ParentMail take data security very seriously and as such, when sending personal data to our Technical Support Team, you will be asked to Password Protect sensitive information.

To protect a Word document, follow from Step 2 onwards.

  • Certain Excel file types cannot be encrypted, such as a CSV file. It is vitally important that you save the file as an Excel Workbook before following the below steps.
    1. To do this, please click ‘File’ > ‘Save As’ > ‘Save as type’ > ‘Excel Workbook’.

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2. Now you will need to password protect the spreadsheet. To do this, click the ‘Info’ tab > ‘Protect Workbook’ > ‘Encrypt with Password’:

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3. A pop-up window will display to enter in a password. Please ensure you select a password which is not obvious. For example, something like ‘1234’ would not be suitable.

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4. After this, you will be asked to re-enter the password:

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5. The settings should display as:

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Once you have protected the file, please email it to school_support@parentmail.co.uk

Please note: The password should be confirmed to a ParentMail agent over the phone or via Live Chat and should never be provided to ParentMail via email.

Failure to follow this process will result in ParentMail permanently deleting any un-encrypted information which may delay our ability to provide support.

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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

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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.

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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.

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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.

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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’.

 

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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.

 

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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

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How do I create manual ID’s on an import?

The StudentID needs to be unique for each student. If students appear on multiple lines (due to having more than one parent), you will need to ensure that the same StudentID is used for each line they appear on. We recommend that you use the formula: =”MAN-“&A2&B2&F2. Please see screenshots below on how this should appear –

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Next, click the ‘Enter’ key on your keyboard. This will then populate the ID for you, the formula listed in the field above –

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Next, you need to generate IDs for the other students. To do this, in the bottom right-hand corner of the cell ‘C2’, hold your cursor onto the green square and drag down until you have reached the last student record. You can select a few records at a time if you find this an easier method –

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The IDs will have then populated for all students. Below is an example of cell C2 and C3 listing the same ID due to the students’ record listed twice –

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We now need to change the formula into values. Highlight from cell C2 all the way until you reach the end of the students. You will now need to right click from your mouse and select the ‘Copy’ option, alternatively, you can press the buttons Ctrl + C on your keyboard.

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To be certain that you have copied the IDs, you will find the cells are bordered as below –

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Please right click on the highlighted fields again and select the ‘Paste Values’ icon. This will change the formula into the values you have selected. Please see the screenshot below.

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After you have pasted the values, please click onto C2 to check the field above only shows the values –

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The ContactID will need to be unique for each parent. Please be aware that if you have a parent with more than one child at your school, the ContactID will need to be the same for each row that the parent appears on. This will avoid the parent from being duplicated on PMX. We recommend that you use the formula: =”MAN-“&J2&K2&M2&N2. Please see screenshot below:

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Click the ‘Enter’ button on your keyboard to the ID for you, showing the formula in the field above –

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Now you will need to generate IDs for the other contacts. In the bottom right hand corner of the cell ‘C2’, hold your cursor onto the green square and drag down until you have reached the last contact record. You can select a few records at a time if you find this is easier.

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The IDs will have then populated for all contacts. Please view below an example of cells M2 and M6 listing the same ID due to the contacts record listed twice –

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We now need to change the formula into values. Highlight from cell C2 down until you reach the end of the contacts. You will now need to right click and select ‘Copy’; alternatively, you can press the buttons ‘Ctrl’ and ‘C’ on your keyboard.

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Right click on the highlighted fields again and select the ‘Paste Values’ icon. This will change the formula into the values you have selected. Please see the screenshot below:

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After you have pasted the values, click onto L2 to check the field above only shows the values –

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In summary, the IDs on the spreadsheet will show as below.

Columns A to G for Student information –

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Columns H to V for Contact information –

17

 

 

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Exporting student and parent data from ScholarPack

Log in to ScholarPack.

At the top, you will see 5 menu tabs; click on ‘Admin’.

Screen Shot 2018-08-01 at 15.04.16

A sub-menu will now appear. Click on ‘Config’.

Screen Shot 2018-08-01 at 15.04.29

Now click on ‘Data Exports’.

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In the list of data exports, search for ‘ParentMail’ and then click on the report listed below, for student and parent information.

Screen Shot 2018-08-01 at 15.04.52

Next, select the ‘Generate CSV’ button for the report to download to your browser.

Screen Shot 2018-08-01 at 15.05.07

Once the report has downloaded to your browser, open the report and click File > Save. Choose the location where you would like to save the file and click Save.

Import to Parentmail –

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

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

For further support, please contact us on Live Chat.

 

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Exporting staff data from Scholarpack

Login to ScholarPack.

At the top, you will see 5 menu tabs. Click on ‘Admin’.

Screen Shot 2018-08-01 at 15.13.27A sub-menu will now appear. Click the ‘Config’ icon.

Screen Shot 2018-08-01 at 15.13.41

Now click on ‘Data Exports’.

Screen Shot 2018-08-01 at 15.13.51

In the list of data exports, search for ‘ParentMail’ and then click onto the report listed below, staff information.

Screen Shot 2018-08-01 at 15.13.59

Next, select the Generate CSV button for the report to download to your browser.

Screen Shot 2018-08-01 at 15.14.13

Once the report has downloaded to your browser, open the report and click ‘File’ > ‘Save’. Choose the location where you would like to save the file and click ‘Save’.

Import to Parentmail –

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

Screen Shot 2018-08-01 at 15.14.20

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.

For further support, please contact us on Live Chat.

 

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