Summer Roll Up Instructions

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.

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, 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 2012’. 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.

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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

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SIMS

Click here to download and print off a PDF of the SIMS Summer Roll Up Instructions.

Please note: these instructions are for SIMS schools who do not have the SIMS Autolink enabled. If you are unsure whether you have the SIMS Autolink installed please go to Imports > Imports. If you can’t see imports that say ‘Autolink’ then you do not have the SIMS Autolink installed.

Please read ALL instructions before importing data.

To complete these instructions you will need the following permissions:

  • The SIMS login you use needs to have Third Party Reporting, Personnel Officer and Admin Assistant group memberships (permissions).
  • You must also 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.

SIMS 1

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

Completing your Summer Roll Up

This process is quick and easy and needs to be completed after the summer holidays when all students are on roll.

Information about your promotion routine in SIMS:
It’s essential that the following process is only completed after the end of year processes in SIMS have been completed in preparation for the new academic year.

This includes:

  • Accepting new applicants.
  • Promoting current pupils into new year groups.
  • Completing the leavers routine for all pupils leaving the school in July.

If you need help with any of the above, please contact SIMS directly as ParentMail are unable to assist you.

IMPORTANT: If you wish to import your pre-admission students from SIMS, this will need to be completed in addition to the below steps via manual import and instructions on how to do this can be found here.

Step 1: Removing your leavers from ParentMail

  • Select ‘Settings’ on the left-hand menu.
  • Select the ‘Remove Leavers’ tab.
  • Select the red ‘Remove Leavers’ option.
  • Click on the ‘Group Types’ category ensuring you do not select the tick box to the left side.
  • You can now search for the group you wish to remove (such as ‘Year 6’ or ‘Year 11’) via Year Groups or Registration Groups.
  • 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.
  • Once you are happy that you have selected the correct number of students, please click the Confirm button.

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  • The system will now confirm how many students and linked parents it will be removing. If the parent is linked to another student that remains at the school, it will not remove them.
  • Press ‘Delete’ to confirm.

Step 2: Running your SIMS report and Importing into ParentMail

Click on the below link to download a guide on how to carry out the Import / Export routine from SIMS to ParentMail.

Running your PMX SIMS report – student/parent

Please note:

  • If you have ever run a report from SIMS to ParentMail, you will only need the last page of the attachment (page 4).
  • The SIMS login you use, needs to have Third Party Reporting, Personnel Officer and Admin Assistant group memberships (permissions).
  • The report you run from SIMS can be named ‘ParentMailsummerrollup(includeyear).csv’ so that you are confident you are uploading the correct report into ParentMail.

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.

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Non SIMS

Click here to download and print off a PDF of the Non SIMS Summer Roll Up Instructions.

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.

SIMS 1

SIMS 2

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 use SIMS.

Step 1: Removing your leavers from ParentMail

  • Select ‘Settings’ on the left-hand menu.
  • Select the ‘Remove Leavers’ tab.
  • Select the red ‘Remove Leavers’ option.
  • Click the ‘Group Types’ category ensuring you do not select the tick box to the left side.
  • You can now search for the group you wish to remove (such as ‘Year 6’ or ‘Year 11’) via Year Groups or Registration Groups.
  • 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.
  • Once you are happy that you have selected the correct number of students, please click the Confirm button.

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  • 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.
  • Press ‘Delete’ to confirm.

Step 2: Running your MIS Report and Importing into ParentMail

Please note: If you do not have an MIS database or are not able to export information from your MIS you will need to skip to step 3.

We may be able to extract your data from your MIS system – however this will need to be reformatted into our spreadsheet template 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 completed correctly; if there are errors it may mean you are unable to import your data.

A guide to filling in the ParentMail 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 and you would like to import data from Integris into ParentMail, please download the instructions below:

Need help exporting your data from Integris? Click here.

Please note, we highly recommend that you contact us on Live Chat to arrange a FREE data appointment with our Technical Support Team to ensure your Integris data is in the correct format before importing in to ParentMail.

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.

If you have been unable to export your data from your MIS, please proceed with the following steps.

Step 3: Updating your existing students in PMX

  • From your ParentMail account, select ‘Settings’ on the left-hand menu.
  • Select the ‘Promotion Tool’ tab.
  • 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(2017-2018) will be created for these students to be moved in to.

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

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  • If everyone is moving to the same year group simply select “promote all”, however, if you are doing this for your registration groups you can split the class using the drop down next to each student and select the group they are moving to before pressing the “Promote” option next to them.

Step 4: Adding your new intake

We would advise that you add your new intake via ‘Import’ as the information can be exported from your MIS system and added to our template spreadsheet. However, you can manually add your new intake following the below guide:

  • 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.
  • Once saved, open the spreadsheet and fill in columns A-G with the following details: StudentForename, StudentSurname, Student ID, 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 guide to ensure that your ID’s are unique for each child.
  • Columns H-U should be filled in with parent details; Relationship (the relationship to the student i.e. Mother, Father etc), Title, ContactForename, ContactSurname, ContactID, 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 the format ‘MAN-PA00x’. The X represents the unique number for each user.
  • 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. You can now save the spreadsheet as “parentmailsummer2017.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.

Step 5: Importing the ‘ParentMailSummer 2017.csv’ into ParentMail

Please ensure you have checked your import template and that the data is correct and in the right format (see example above).

  • Login to ParentMail and select ‘Imports’ from the left-hand menu.
  • Select ‘Create Import’ tab.
  • ‘Select CSV import file’, and find the CSV file ‘ParentMailSummer 2017.csv’, select the file and select ‘Open’
  • The file name will appear in green and you will now be able to select the ‘Queue Import’ option
  • 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.
Non SIMS 5

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.

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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 onto the blue balance.

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

Registers 1

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.

Registers 3

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

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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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