Summer Roll Up Instructions

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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Please note - SIMS Capita update

We were recently made aware of a bug within SIMS Capita concerning new imports via CTF.

This bug has caused some parents imported via CTF to merge with pre-existing parents of the exact same first and surname. If this incorrect information is subsequently added to ParentMail the parent will receive a registration message from your school displaying the forename of a child which may not be their own. They will not be able to log in as they will fail the verification check of being able to provide the date of birth for the student meaning the personal data will remain secure.

Please ensure you check any new information imported via a CTF and be sure the correct students are linked with the correct contacts before importing information into ParentMail.

For more information on this bug and a response from SIMS Capita, please follow the below link:

https://www.theregister.co.uk/2018/07/17/capita_strikes_again_software_bug_in_schools_contact_book_risks_huge_data_breach/

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Importing pre-admissions into ParentMail 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.

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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, ensuring that you leave .csv at the end of the file name.

You will need to open the file and scan through the report to check the correct data is appearing for your pre-admissions.

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 Date > find the date ’14 March 2012’ > click OK.

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The DOB column should then appear –

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Once you have done this, click File > Save.

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

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

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.

Congratulations! Your summer roll-up process is now complete. Your new students and parents will be added to the system.

We advise that you turn “SMS verification” on in your Settings to make sure that all your new parents get a registration text if the parent only has a mobile number on ParentMail.

All new parents with an email address or mobile number will automatically be sent a registration link.

If a parent is already registered for another child at the school, they will automatically be linked to the new child. They do not need to register to be connected to the new child. They will see the new child appear once you send communication regarding the new child (an email, SMS, payment item etc).

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Important information for schools using Cashless Catering

It is very important to add your pre-admissions before the students are added to your tills.

This is highly recommended to avoid unnecessary manual cashless account linking through your ParentMail account.

To import pre-admissions, please follow the links below:

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Important information for schools using Registers

To be completed after you have completed your Summer Roll Up Process and only if you are using Registers.

Click here to download and print off a PDF of the Registers Instructions.

Please remember, any new students and staff that are added to ParentMail will not automatically be added to your dinner register. When you have removed your leavers, students will be automatically removed off the Register. If you need to view any historical data, please go to Register Activity > Tick the show deleted option > Search for the child > View the activity by clicking the blue balance.

If you want to add new students to the register, go to Registers > Registers > Edit Register. Then select the green ‘Add Members’ button and tick the new students so they are added.

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It is important that you first select the ‘Add Members’ button to add the user to the register. If you do not add them via this button, you will not be able to assign them to the correct price band.

When you add members, this will automatically add them into the default price band.

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To change this, simply press the pencil next to the price band you wish to add them to and select the user. They will now appear on your register with the correct price band.

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Refresh the page (F5) to view the changes you have made.

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Manually promoting students via ParentMail – for schools without an MIS

Please read ALL instructions before importing data.

The person completing the end of year process must be the main ParentMail Administrator or have the correct permissions enabled which your ParentMail administrator can set.

To do this go to Users > List and then search for the user you would like to add the permissions to. Go to Actions > Permissions and tick each of the below permissions.

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Please save the changes. If you need further help with permissions, please click hereThe user will need to refresh their page for this to take effect.

Completing your Summer Roll Up

These instructions will explain how to roll up your ParentMail account for schools who do not have an MIS and want to manually roll up the students via ParentMail.

Step 1 – Removing your leavers from ParentMail

  1. Select ‘Settings’ on the left-hand menu.
  2. Select the ‘Remove Leavers’ tab.
  3. Select the red ‘Remove Leavers’ option.
  4. Click the ‘Group Types’ category ensuring you do not select the tick box to the left side.
  5. You can now search for the group you wish to remove (such as ‘Year 6’ or ‘Year 11’) via Year Groups or Registration Groups.
  6. Select the tick box next to your Leavers group and on the left-hand menu, you will see a ‘selected’ count showing the number of users that will be removed.
  7. Once you are happy that you have selected the correct number of students, please click the Confirm button.

Picture38. The system will now confirm how many students and linked parents it will remove. If the parent is linked to another student that remains at the school, it will not remove them.

9. Press ‘Delete’ to confirm.

This will now delete the leaver students and their parents.

Step 2 – Updating your existing students in PMX

  1. From your ParentMail account, select ‘Settings’ on the left-hand menu.
  2. Select the ‘Promotion Tool’ tab.
  3. Select the ‘year group’ or ‘class’ you would like to update e.g. Under ‘Current Group’ you would put Year 5′ and under ‘Promote To’ you would put ‘Year 6’.

Please note: When you promote a year or registration group, it will create a new group with the year next to it in brackets. For example, you select Year 5 and then select to move them to Year 6, a group named Year 6(2018-2019) will be created for these students to be moved in to.

Important: Always start from the highest year group to the lowest year group and then from the highest registration group to the lowest registration group.

4. All the students in the current group will now be displayed (see screen shot below)

Picture45. If everyone is moving to the same year group, simply select “promote all”. If the students are split into different registration groups; using the drop down next to each student and select the group they are moving to before pressing the “Promote” option next to them.

6. Once complete, the system will automatically save the changes for you. You can click off and then check your groups are correct by going to Groups > Groups and searching by Year or Registration groups.

Step 3 – Adding your new intake manually via ParentMail. If you are looking to import your new students, please skip to step 4.

You can manually add your new intake (including their parents) following the instructions below.

  1. Please click here to read on how to add a new student and the parent:
  2. Once they have been created, you will need to add a relationship to link the users together.  A guide explaining how to do so can be found here.

Congratulations! Your summer roll-up process is now complete.

We advise that you turn “SMS verification” on in your Settings to make sure that all your new parents get a registration text if the parent only has a mobile number on ParentMail. 

All new parents with an email address or mobile number will automatically be sent a registration link. If a parent is already registered for another child at the school, they will automatically be linked to the new child. They do not need to register to be connected to the new child. They will see the new child appear once you send communication regarding the new child (an email, SMS, payment item etc).

Step 4 – Importing new intake

  1. Start by saving the ‘PMX Import’ spreadsheet to your computer. Download the spreadsheet here: ‘PMX Import Template’. You can find an example of how the spreadsheet should look here.
  2. Once saved, open the spreadsheet and fill in columns A-G with the following details: StudentForename, StudentSurname, Year, Reg, DOB and Gender.
  • The Date of Birth must be in the format: 14 March 2002.
  • 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 this guideto ensure that your ID’s are unique for each child. If you would like assistance with this, please leave the ID’s blank and contact ParentMail on Live Chat. A technical support advisor will be able to add on the ID’s for you.
  • Columns H-U should be filled in with parent details; Relationship (the relationship to the student i.e. Mother, Father etc), Title, ContactForename, ContactSurname, PrimaryEmail, MobileNumber. You can choose to fill in the parents address from columns O-U; however, this is not mandatory.
  • 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. We recommend that you use this guide to ensure that your ID’s are unique for each child. If you would like assistance with this, please leave the ID’s blank and contact ParentMail on Live Chat. A technical support advisor will be able to add on the ID’s for you
  • If you have a ‘Text Only’ account, leave the ‘Primary Email’ column blank but do not delete the column header.
  • Column V is the ‘Priority’ column, which indicates whether the individual is a primary contact. Please enter ‘1’ if you require the contact to be the ‘Primary Contact’ and ‘2’ for a non-primary contact. If you leave this column blank, every contact added will not be a primary contact for the child.

3. You can now save the spreadsheet as “parentmailsummer2018.csv’. It is vital that you add the file extension ‘.csv’ to the end of the file name.

You are now ready to import your new intake into ParentMail. Please ensure you have checked your import template and that the data is correct and in the right format (see example above). If you want to have further clarification, please contact us on Live Chat and a technical support advisor will be able to go through your import with you. 

Step 5 – Importing your ‘ParentMailSummer2018.csv’ file

  1. Login to ParentMail and select ‘Imports’ from the left-hand menu.
  2. Select ‘Create Import’ tab.
  3. ‘Select CSV import file’, and find the CSV file ‘csv’, select the file and select ‘Open’
  4. The file name will appear in green and you will now be able to select the ‘Queue Import’ option
  5. You will then receive a ‘Success’ message to advise that it has been successfully queued for import

Note: If you receive an error message at this stage, please re-open your import file and ensure all columns are present as per the examples shown in step 4. If you are unable to complete this step, please contact us via Live Chat and we will assist you.

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Once the file has been successfully imported you will receive an email to confirm. The import may contain some rejected records, please click this link here to understand the rejected records report.

Congratulations! Your summer roll-up process is now complete. Your new students and parents will be added to the system.  We advise that you turn “SMS verification” on in your Settings to make sure that all your new parents get a registration text if the parent only has a mobile number on ParentMail.

All new parents with an email address or mobile number will automatically be sent a registration link. If a parent is already registered for another child at the school, they will automatically be linked to the new child. They do not need to register to be connected to the new child. They will see the new child appear once you send communication regarding the new child (an email, SMS, payment item etc).

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How can I keep my leavers on the system and remove parents only?

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:

Data Management - Summer Roll Up

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

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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 parent’s 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.

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Select ‘Progresso’ from the drop-down menu. In the field for ‘Username’ and the field for ‘Password’ enter the word ‘Test’. Tick the ‘Student Parent Export’ and select the frequency of Daily, then click Save.

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Click ‘Change Provider’.

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Wait 30 minutes to 1 hour and then import your new data.

After you have done this, please follow the instructions on our help-site to help you with your summer roll up process.

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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 –

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