Importing your data

Before you can begin using Parents’ Evening Manager, you will need to import student and teacher data into ParentMail so that you can assign the students to their classes and also which teacher will be attending for each class. Below are some easy steps on how to do this.

Importing your data (Primary School - SIMS)

We recommend you follow these instructions if your students always have the same teacher for all subject groups.

Before you can begin using Parents’ Evening Manager, you will need to import student and teacher data into ParentMail so that you can assign the students to their classes and also which teacher will be attending for each class. Below are some easy steps on how to do this.

  1. Set third party reporting permission in SIMS

Before you start you need to ensure you have ‘Third Party reporting’ enabled in SIMS. To do this, please follow the instructions below. If you already have this, please skip to step 2.

You will need to have the highest level of permission on SIMS to make the changes below.

  • In SIMS, go to ‘Focus’
  • Then click on ‘System Manager’
  • Select ‘Manage Groups’
  • Double click on ‘Third Party Reporting’
  • On the ‘Member’ section, click on the ‘+ Add’ button to the right
  • Double click on the staff members name
  • Click on ‘OK’
  • To get the permission, the user will have to log out and then log back into the SIMS system
  1. Import the RptDef file into SIMS

The ‘Tutor Reg RptDef’ report definition file extracts pupils Tutor Groups from SIMS.

You will only need to import this file into SIMS the first time you are going to run the report, if you have run the report previously, you can skip to step 3.

To install this into SIMS you will need to have Personnel Officer permissions within SIMS and need to save the file onto your computer as follows:

  • Login to ParentMail
  • Select ‘Imports’ > ‘Create Import’ > ‘Downloads’
  • Click the ‘Tutor Reg RptDef’ option and select ‘Save as’
  • Save the file to a location of your choice (wherever you will be able to select it from SIMS).

NB: Please ensure the file you have saved has ‘.rptdef’ at the end. If it shows as a ‘zip’ file, repeat the instructions above, this time when you select ‘Save as’ remove ‘.zip’ and replace with ‘.rptdef’. Also in ‘Save as type’ change this to ‘All Files (*.*)’, and select ‘Save’.

Please note that if you use the Google Chrome web browser that you will not be prompted to Save the file as it will be found in your Downloads folder, you can instead skip this step and import the file in to SIMS with the following instructions.

Once the file has been saved you will then need to import the file into SIMS as follows:

  • Click on ‘Reports’
  • Select ‘Import’
  • On the import window, click open and find the ‘PMX2 Tutor Reg.rptdef’ file. Click on the file and click ‘OK’

The status of this file should now say ‘Pending’. Click ‘Import’ to Import the file. Then click on ‘Close’ to close the window.

  1. Running the report from SIMS
  • Click on ‘Reports’ and then ‘Run Report’
  • Click on ‘Focus’ and then ‘Student’, locate ‘PMX2 Tutor Reg’
  • Double click on this and a pop up box will appear asking you to ‘Supply Effective Date’
  • Set your effective date or leave the tick box ticked (using today’s date) and then Click on ‘OK’
  • On the ‘Export as text’ window select ‘Browse’ and find a location of your choice to save the file, you will need to give it a file name, e.g. ‘Tutor Reg.csv’, it is vital that you add the file extension ‘.csv’ to the end of the file name
  • Once saved, select ‘OK’ and it will give you the message that the file has been created
  1. Check the data

Once the report has been successfully ran in SIMS and before you import the file into ParentMail you will need to check the file to make sure that it has the relevant information.

Please open the ParentMail Tutor Reg file that you saved which should be in Excel format.

Once you have opened the file it should look similar to the example below:

SIMS Primary 1

The fields below are mandatory and need to be populated with data. Without this the report will fail.

StudentForename, StudentSurname, StudentID, DOB, Year, Reg, TutorForename, TutorSurname, TutorID, WorkEmail and Mobile.

It is vital that column ‘C’ is populated with ‘StudentId’ and column ’J’ with ‘TutorID’. If these are not populated, the import will fail and this may be due to the person running the report not having the Third Party Reporting Permission. If this is the case, please refer to Step 1.

It is also important that the DOB is in the format ‘01 January 2000’. If it is not change it as follows:

  • Highlight the DOB column (column D).
  • Right click and select ‘Format Cells…’

SIMS Primary 2

  • Select the ‘Date’ category and choose the second DOB down.

SIMS Primary 3

  • Select ‘OK’ and this will update the DOB accordingly.
  1. Importing into ParentMail
  • Login to ParentMail and select ‘Imports’
  • Select ‘Create Import’
  • ‘Select CSV import file’, and find your ‘Tutor Reg’ report you saved to your computer, select the file and ‘Open’.
  • The file name will appear in green and you will now be able to select ‘Queue Import’ option
  • You will then receive a ‘Success’ message to advise that it has been queued for importing

Once the file has been successfully imported you will receive an email to confirm. The import may contain some rejected records due to missing information in the mandatory fields. This can easily be checked as follows:

  • Login to ParentMail
  • Select ‘Imports’ and ‘Imports’ again
  • The name of the file that you imported will be listed (most recent one will be at the top)
  • Select the ‘CSV’ option and open the file

This file will list here any errors and in column ‘N’ it will advise you the reason why the record was either rejected or partially rejected.  To rectify, update the information on the spreadsheet that you initially imported and re-import into ParentMail.

If you have any queries regarding this process, please contact our Support Team by clicking the Live Chat button located near the top left of your page when logged in to ParentMail.

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Importing your data (Secondary School - SIMS)

We recommend you follow these instructions if your students have different subject groups with different teachers.

Before you can begin using Parents’ Evening Manager, you will need to import student and teacher data into ParentMail so that you can assign the students to their classes and also which teacher will be attending for each class. Below are some easy steps on how to do this.

  1. Set third party reporting permission in SIMS

Before you start you need to ensure you have ‘Third Party reporting’ enabled in SIMS. To do this, please follow the instructions below. If you already have this, please skip to step 2.

You have to be the highest level of permission on SIMS to make the changes below:

  • In your SIMS, go to ‘Focus’
  • Then click on ‘System Manager’
  • Select ‘Manage Groups’
  • Double click on ‘Third Party Reporting’
  • On the ‘Member’ section, click on the ‘+ Add’ button to the right
  • Double click on the staff members name
  • Click on ‘OK’
  • To get the permission, the user will have to log out and then log back into the SIMS system
  1. Importing the RptDef files into SIMS

The ‘Class Teacher RptDef’ file extracts the pupils ‘Subject’ groups along with some general information about the pupils.

You will only need to import this file into SIMS the first time you are going to run the report, if you have run the report previously, you can skip to step 3.

To install this into SIMS you will need to have Personnel Officer permissions within SIMS and will need to save the file onto your computer as follows:

  • Login to ParentMail
  • Select ‘Imports’ > ‘Create Import’ > ‘Downloads’
  • Click the ‘Class Teacher RptDef’ option and select ‘Save as’
  • Save the file to a location of your choice (wherever you will be able to select it from SIMS).
    NB: Please ensure the file you have saved has ‘.rptdef’ at the end. If it shows as a ‘zip’ file, repeat the instructions above, this time when you select ‘Save as’ remove ‘.zip’ and replace with ‘.rptdef’. Also in ‘Save as type’ change this to ‘All Files (*.*)’, and select ‘Save’.

Please note that if you use the Google Chrome web browser that you will not be prompted to Save the file as it will be found in your Downloads folder, you can instead skip this step and import the file in to SIMS with the following instructions.

Once the file has been saved you will then need to import the file into SIMS as follows:

  • Click on ‘Reports’
  • Select ‘Import’
  • On the import window, click open and find the ‘PMX2 Class Teacher.rptdef’ file. Click on the file and click ‘OK’

The status of this file should now say ‘Pending’. Click ‘Import’ to Import the file. Then click on ‘Close’ to close the window.

  1. Running the reports from SIMS
  • Click on ‘Reports’ and then ‘Run Report’.
  • Click on ‘Focus’ and then ‘Student’, locate ‘PMX2 Class Teacher’.
  • Double click on this and a pop up box will appear asking you to ‘Supply Effective Date’.
  • Set your effective date or leave the tick box ticked (using today’s date) and then Click on ‘OK’
  • On the ‘Export as text’ window select ‘Browse’ and find a location of your choice to save the file, you will need to give it a file name, e.g. ‘Class Teacher.csv’, it is vital that you add the file extension ‘ .csv’ to the end of the file name
  • Once saved, select ‘OK’ and it will give you the message that the file has been created
  1. Check the data

Once both reports have been successfully run in SIMS and before you import the files into PMX you will need to check the files to make sure that it has the relevant information.

Please open the ParentMail Class Teacher file that you saved, which should be in Excel format.

Once you have opened the file it should look similar to the example below:

SIMS Secondary 1

The fields below are mandatory and need to be populated with data. Without this the report will fail.

StudentForename, StudentSurname, StudentID, DOB, Year, Reg, Class, Subject, TeacherForename, TeacherSurname, TeacherID, WorkEmail and Mobile.

It is vital that column ‘C’ is populated with ‘StudentId’ and column ‘L’ with ‘TeacherID’. If these columns are not populated, the import will fail and this may be due to the person running the report not having 3rd Party Reporting Permission in SIMS. If this is the case, please refer to Step 1.

It is also important that the DOB is in the format ’01 January 2000’. If it is not, change it as follows:

  • Highlight the DOB column (column D)
  • Right click and select ‘Format Cells…’

SIMS Secondary 2

  • Select the ‘Date’ category and choose the second DOB down.

SIMS Secondary 3

  • Select ‘OK’ and this will update the DOB accordingly.
  1. Importing into ParentMail
  • Login to ParentMail and select ‘Imports’
  • Select ‘Create Import’
  • ‘Select CSV import file’, and find your ‘Class Teacher’ report that you have saved to your computer, select the file and ‘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 importing

Once the file has been successfully imported you will receive an email to confirm. The import may contain some rejected records due to missing information in one of the mandatory fields. This can easily be check as follows:

  • Login to ParentMail.
  • Select ‘Imports’ and ‘Imports’ again
  • The name of the file that you imported will be listed (most recent one will display at the top)
  • Select the ‘CSV’ option and open the file

This file will list here any errors and in column ‘P’ it will advise you the reason why the record was either rejected or partially rejected.  To rectify, update the information on the spreadsheet that you initially imported and re-import into PMX.

If you have any queries regarding this process, please contact our Support Team by clicking the Live Chat button located near the top left of your page when logged in to ParentMail

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Importing your data (Primary School - Non SIMS)

We recommend you follow these instructions if your students always have the same teacher for all subject groups.

Before you can begin using Parents’ Evening Manager, you will need to import student and teacher data into ParentMail so that you can assign the students to their classes and also which teacher will be attending for each class. Below are some easy steps on how to do this.

Step 1: Where to enter your data

It is very important that you use the same Student ID’s that are already in ParentMail when importing data for Parents Evening Manager. If they are not the same then you will risk duplication of students. However we have created a useful tool which will enable you to export this information out of ParentMail ready for you to enter the teacher information.

  • Login to your ParentMail account and select ‘Reports’
  • Select ‘General Reports’
  • Choose ‘Parents Evening: Tutor Export’
  • Click ‘Generate Report’
  • Once the report has generated, select the ‘CSV’ download option

NB: If you have already generated this report before always select ‘Generate Report’ to generate a brand-new report

  • When the report had downloaded, you can then click to ‘Open’ the file
  • Your export will look similar to the example below:

Non SIMS Tutor 1

  • Columns ‘A’ to ‘F’ will be automatically filled out for you as this is your student information.
  • Columns ‘G’ to ‘L’ will be blank if this is the first Tutors import you have done.

Step 2: Completing the spreadsheet

The following columns are mandatory and will need to be populated with data:

StudentForename, StudentSurname, StudentID, DOB, Year, Reg, TutorForename, TutorSurname and TutorID.

It is very important that the columns are in the same order as the image above – if not the import will fail.

You must keep the headings for ‘WorkEmail’ and ‘Mobile’ however having the data populated is not mandatory. This information is used if creating a new record for a teacher (this information does not display to parents)

When entering the ‘TutorID’ it is advised to use the same ID that your teachers already have in PMX. You can find out what their ID is by going to:

  • Login to your ParentMail account and select ‘Reports’
  • Select ‘General Reports’
  • Choose the ‘Staff Export’
  • Click ‘Generate Report
  • You can then locate the ID number for the staff user and copy this into the ‘TutorID’ column.

NB: The ‘TutorID’ needs to be unique for each tutor; if you are adding a tutor to more than one student the ‘TutorID’ will need to be the same. See the below screenshot showing the file with completed data:

Non SIMS Tutor 2

The reason we advise using the same TutorID which is already in the system is because if they were different you would find that you have a second user record created for that teacher. Using the same ID will also allow you to email the appointment sheets to your teachers so long as their user record on ParentMail has an email address listed.

If the teacher you are assigning is not already listed as a user on ParentMail you can enter in any ID you wish, so long as it is unique to them.

Step 3: Format the DOB column

It is also important that the DOB is in the format ‘01 September 1996’. If it is not, please change the date format as follows:

  • Highlight the DOB column (column D).
  • Right click and select ‘Format Cells…’

Non SIMS Tutor 3

  • Select the ‘Date’ category and choose the second option down so it is in its longest format

Non SIMS Tutor 4

Once you have populated your spreadsheet with your students and tutors information it is now ready to import into ParentMail.

You can now save the file with the recommended file name ‘PMX2 Tutor Reg’, ensure that you are saving it as the file type ‘CSV (Comma Delimited)’.

Step 3: Importing into ParentMail

  • Login to your ParentMail account and select ‘Imports’
  • Select ‘Create Import’
  • ‘Select CSV import file’, and find your ‘PMX2 Tutor Reg’ report that you have saved to your computer, select the file and ‘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 your data has been queued for import

If when importing the CSV, you get an error saying: ‘This CSV isn’t valid for imports. Please check CSV headings.’ This means that one of the headings is either missing or incorrect, it needs to match exactly to how it is on the template.

Once the file has been successfully imported you will receive an email to confirm. The import may contain some rejected records due to missing information in one of the mandatory fields. This can easily be checked as follows:

  • Login to ParentMail
  • Select ‘Imports’ and ‘Imports’ again
  • The name of the file that you imported will be listed (most recent one will display at the top)
  • Select the ‘CSV’ option and open the file

This file will list any errors and in column ‘P’ it will advise you the reason why the record was either rejected or partially rejected.  To rectify, update the information on the spreadsheet that you initially imported and re-import into ParentMail.

If you have any queries regarding this process, please contact our Support Team by clicking the Live Chat button located near the top left of your page when logged in to ParentMail.

 

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Importing your data (Secondary Schools - Non SIMS)

 

We recommend you follow these instructions if your students have different subject groups with different teachers and if you have multiple teachers per year/registration group.

Before you can begin using Parents’ Evening Manager, you will need to import student and teacher data into ParentMail so that you can assign the students to their classes and which teacher will be attending for each class. Below are simple steps on how to do this.

Step 1: Generating the Parents Evening: Class Teacher report.

The process is now easier than ever as the Parents Evening: Class Teacher report will pre-populate information for Students. This means that you will only need to fill in information for the classes and teachers.

Our ‘Parents Evening: Class Teacher’ report can be found by going to Reports > Generate.

After the report has generated and you have opened the spreadsheet, it will appear as this:

PEM non sims sec 2

Step 2: Adding class and subjects for students

The report will only show the basic information of the student and what year and registration group they are assigned too. Now you will need to add information for ‘Class’ and ‘Subject’ against each Student.

Please note that the Subject is what the Parents can see and the Class information is what you can see and creates the classes.

  • Start with the generic ‘Tutor’ class. Type ‘Tutor’ in both the ‘Class’ and ‘Subject’ columns and highlight both fields:

PEM non sims sec 3

  • Now you need to double-click onto the green square button on the bottom, right-hand corner on the highlighted fields. This will add ‘Tutor’ for every student:

PEM non sims sec 4

  • You will notice that this is only one class per student. To add additional classes onto the spreadsheet for each student; start by highlighting the entire row for the Student:

PEM non sims sec 5

  • Right click on the highlighted fields to copy the details.
  • After this, click onto the row below the first record of the Student and click ‘Insert Copied Cells’:

PEM non sims sec 6

  • The row will then duplicate for the student. You can ‘Insert Copied Cells’ as many times as you need for every class the Student requires:

PEM non sims sec 7

  • You are now going to change the Class and Subject name for each duplicated row for the student so that they appear in the class they require an appointment for. The Class name is the important field to be aware of as this is what assigns the students to the class. The Subject field is what the parent can see:

 

 

PEM non sims sec 8

Please do this for every student.

Step 3: Adding teacher’s information to the spreadsheet.

Now that all the classes and subject have been added, you need to add the teacher’s details against each class.

  • Highlight the whole spreadsheet > click onto the Data tab > click ‘Sort.

PEM non sims sec 9

  • Tick the box for ‘My data has headers’ > Sort by Class > Add Level > Then by Subject > OK:

PEM non sims sec 10

  • The spreadsheet will then sort itself in order of Class and Subject so that it is easier to enter in the teachers for one whole class:

PEM non sims sec 11

You now need to enter the details for the teachers. If the teacher is a staff user on ParentMail, you can generate the ‘Staff Export’ report to take the information we require. If the teacher does not exist on ParentMail, you will need to create their details manually on the spreadsheet.

To avoid the manual workaround, it will be easier for you to create the Staff through Users > Create and then follow the method of generating the ‘Staff Export’ to take the information we require.

  • If you have the teachers set up as Users on ParentMail; go to Reports > General Reports > Staff Export > Generate.
  • Open the CSV file to find a list of the staff members:

PEM non sims sec 13

  • Copy the information from Title to ContactID for the teacher > go to the Parents Evening: Class Teacher report > on the row for the student you are working on > click the field below the TeacherTitle header > right click and paste details:

PEM non sims sec 14

Columns WorkEmail and Mobile are not mandatory, therefore you can leave these blank. We do advise for you to fill in WorkEmail so that the teachers can be emailed the list of appointments. If you do include this information, it will not be displayed to your parents.

  • In the end, the report should appear with each class/subject listed with the right teacher for each student.

PEM non sims sec 15

  • If the teachers are not Users on ParentMail, you will need to create the details: TeacherTitle, TeacherForename, TeacherSurname and TeacherID on the report. When you do this, it will create the teacher as a new user on ParentMail for you.
  • After entering in the details for TeacherTitle, TeacherForename and TeacherSurname, you will be creating an TeacherID. The ID will start as: MAN-. For example: MAN-TestTeacher123. Every teacher should have a unique ID. Please see below:

PEM non sims sec 16

  • Please note: If you are adding MAN- ID’s as: MAN-TestTeacher 123, you will need to copy the teachers details across two students and then highlight the fields from TeacherTitle to TeacherID > drag the green square box on the bottom right-hand corner of the field until you have reached the last student for this class. This avoids creating duplicates of one teacher. Please copy the details you have entered for the second child:

PEM non sims sec 17

  • One you have entered in the details > highlight the fields from TeacherTitle to TeacherID for both students > drag the green square box on the bottom right-hand corner of the field until you have reached the last student for this class:

PEM non sims sec 18

  • This will add the teachers details for the rest of the students in the class:

PEM non sims sec 19

Please do this for the other teachers.

 

Step 4: Saving the report.

After adding the teacher’s details to the spreadsheet, you will need to save the file ready for you to import into ParentMail.

Before saving the file, it is essential to change the DOB date format from (for example): 16-Aug-17 to 16 August 2017.

This is due to the requirements the spreadsheet needs to be set for ParentMail to accept the data. If this is not changed and you import the spreadsheet, the spreadsheet will be rejected and you will have to amend the rejections and re-import.

  • Highlight column ‘D’ for DOB > right click > Format Cells:

PEM non sims sec 20

  • Select ‘Date’ in the Category list > choose format type of ‘*14 March 2012’ > OK:

PEM non sims sec 21

  • This will then change the format to display correctly:

PEM non sims sec 22

  • Click File > Save As > Browse > find the location to save the file > File Name: enter in the name of this report. You can name this as ParentsEveningClassImport2017 > Save as type: Ensure you select CSV (Comma delimited) here > Save.

Step 5: Importing into ParentMail.

  • Go to ParentMail > select Imports > select Create Import > click onto Select CSV import file:

PEM non sims sec 23

  • Find your ‘ParentsEveningClassImport2017’ report that you have saved to your documents > select the file > click Open.
  • The file name will appear in green and you will now be able to select the ‘Queue Import’ option:

PEM non sims sec 24

  • You will then receive a ‘Success’ message to advise that your data has been queued for import.
  • If when importing the CSV, you get an error saying: ‘This CSV isn’t valid for imports. Please check CSV headings.’ This would mean that one of the headings is either missing or incorrect, it would need to match exactly to how it is on the template. The order of the headings should be:

PEM non sims sec 25

  • Once the file has been successfully imported you will receive an email to confirm. The import may contain some rejected records due to missing information in one of the mandatory fields. This can easily be checked as followed…go to ParentMail > select Imports and Imports again. The name of the file that you imported will be listed (most recent one will display at the top):

PEM non sims sec 26

  • Select the ‘CSV’ option and open the file. This file will list here any errors and in column ‘P’ it will advise you the reason why the record was either rejected, partially rejected or a warning only.
  • To rectify, update the information on the spreadsheet that you initially imported and re-import into ParentMail. Please remember that if you closed the spreadsheet down, you will need to change the date format for the DOB column and save the file after updating the details.

If you have any queries regarding this process, please contact our Support Team by clicking the Live Chat button located near the top left of your page when logged in to ParentMail.

 

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Tutors - Rejected Records Report

The Rejected Records Report will allow you to identify any Student/Tutor records that could not be imported due to a variety of reasons, these will be explained in the guide. If you do not correct these rejections, it will hinder the set-up of your Parents Evening.

To download a guide to help you understand your rejected records and how to correct this, please click here.

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Classes and Teachers - Rejected Records Report

The Rejected Records Report will allow you to identify any Student/Teacher records that could not be imported due to a variety of reasons, these will be explained in the guide. If you do not correct these rejections, it will hinder the set-up of your Parents Evening.

To download a guide to help you understand your rejected records and how to correct this, please click here.

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Importing your data (Primary School – ScholarPack)

Login to ScholarPack.

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

Screen Shot 2018-08-01 at 15.24.41A sub-menu will now appear. Click on ‘Config’.

Screen Shot 2018-08-01 at 15.24.52

Now click on ‘Data Exports’.

Screen Shot 2018-08-01 at 15.24.59

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

Screen Shot 2018-08-01 at 15.25.07

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

Screen Shot 2018-08-01 at 15.25.15

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 15.25.21

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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Importing your data (Secondary Schools - Scholarpack)

Login to ScholarPack.

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

Screen Shot 2018-08-01 at 15.24.41A sub-menu will now appear. Click on ‘Config’ icon.

Screen Shot 2018-08-01 at 15.24.52

Now click on ‘Data Exports’.

Screen Shot 2018-08-01 at 15.24.59

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

Screen Shot 2018-08-01 at 15.35.05

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

Screen Shot 2018-08-01 at 15.35.11

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 15.35.19

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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Adding SENCO for Specific Students – Whole School Evening

Follow the instructions below to include the SENCO, for specific students, to a whole school evening.

You will be working on the Class Teacher Export, whether you are a Primary or Secondary school. This will allow you to add multiple teachers against a student.

  • Ensure SENCO is set up on ParentMail as a user. If they are not, please go to Users > Create > Staff > Enter in their details > Save
  • Go to ParentMail > Reports > General Reports
  • Find and click on the report: Parents Evening: Class Teacher report > Generate Report –

Picture1

  • After the report has finished generating, you will find the CSV download button to click onto –

Picture2

  • Open the report and you will find a list of students and teachers, under a list of columns headers
  • Go through and check you whole school data is correct:
  • Check Teachers are set up on here correctly:
  • Add any ‘WorkEmail’ that are missing
  • Check that each teacher has a specific ID to their record
  • Add a Class and Subject that are missing:
  • ‘Class’ column is to help you assign the students to the right class/teacher
  • ‘Subject’ column is to show the parents what the class is regarding (e.g. Maths, SENCO etc)
  • Ensure you have removed any leaver rows off this spreadsheet

We are now going to add in the SENCO for the specific students.

  • One at a time or as a bulk, you need to copy the details of the specific students who will be seeing the SENCO. The details you will need to copy are from columns A to F –

Picture3

  • Paste the copied values below the last student row –

Picture4

  • It should now appear with a list of students without any ‘Teacher’ details –

Picture5

We are now going to add the details of the SENCO beside the specific students.

  • Go back to ParentMail > Reports > General Reports
  • Find the report ‘Staff Export’ and Generate
  • After this is downloaded, click onto the CSV button to open the report onto your screen
  • Find the SENCO on this list and copy the details –

Picture6

  • Go back to the Class Teacher Export
  • Beside the details of the specific students that will be seeing the SENCO, paste the details of the SENCO from column I to column L –

Picture7

  • It should now appear as –

Picture8

OPTIONAL: Add a WorkEmail for the SENCO, if you would to email the SENCO a list of their appointments

  • Within column G and H for Class and Subject, we need to enter in ‘SENCO’. Simply click into the cell and type in SENCO –

Picture9

  • Click onto the SENCO cell and double click onto the little square icon that you find on the bottom, right-hand corner of the cell –

Picture10

  • It will populate ‘SENCO’ for the rest of the specific students –

Picture11

  • Repeat the same into the next column for ‘Subject’ and you should now have the SENCO set up –

Picture12

Remember to change the DOB format to the long date ’14 March 2001’.

  • On the Home tab, within Excel, find the section for ‘Number’ and click onto the ‘General’ drop down. Change this to ‘Long Date’ –

Picture13

  • You can now save the file as a CSV (comma delimited). Click ‘Yes’ if a warning message appears
  • Go into ParentMail > Imports > Create Import > Select CSV import file > find the file and click Open > click onto the Queue Import button.
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Adding SENCO for Specific Students – Separate Evening

Follow the instructions below to create a separate evening for your SENCO and specific students.

You will be working on the Class Teacher Export, whether you are a Primary or Secondary school.

  • Ensure SENCO is set up on ParentMail as a user. If they are not, please go to Users > Create > Staff > Enter in their details > Save
  • Go to ParentMail > Reports > General Reports
  • Find and click on the report: Parents Evening: Class Teacher report > Generate Report –

Picture1

  • After the report has finished generating, you will find the CSV download button to click onto –

Picture2

  • Open the report and you will find a list of students and teachers, under a list of columns headers
  • One at a time or as a bulk, you need to copy the details of the specific students who will be seeing the SENCO. The details you will need to copy are from columns A to F –

Picture3

  • Paste the copied values below the last student row –

Picture4

  • It should now appear with a list of students without any ‘Teacher’ details –

Picture5

We are now going to add the details of the SENCO beside the specific students.

  • Go back to ParentMail > Reports > General Reports
  • Find the report ‘Staff Export’ and Generate
  • After this is downloaded, click onto the CSV button to open the report onto your screen
  • Find the SENCO on this list and copy the details –

Picture6

  • Go back to the Class Teacher Export
  • Beside the details of the specific students that will be seeing the SENCO, paste the details of the SENCO from column I to column L –

Picture7

  • It should now appear as –

Picture8

OPTIONAL: Add a WorkEmail for the SENCO, if you would to email the SENCO a list of their appointments

  • Within column G and H for Class and Subject, we need to enter in ‘SENCO’. Simply click into the cell and type in SENCO –

Picture9

  • Click onto the SENCO cell and double click onto the little square icon that you find on the bottom, right hand corner of the cell –

 

Picture10

  • It will populate ‘SENCO’ for the rest of the specific students –

Picture11

  • Repeat the same into the next column for ‘Subject’ and you should now have the SENCO set up –

Picture12

You now need to remove ALL other rows off this spreadsheet, leaving the column headers and the SENCO with the specific students listed –

Picture13

Remember to change the DOB format to the long date ’14 March 2001’.

  • On the Home tab, within Excel, find the section for ‘Number’ and click onto the ‘General’ drop down. Change this to ‘Long Date’ –

Picture14

  • You can now save the file as a CSV (comma delimited). Click ‘Yes’ if a warning message appears
  • Go into ParentMail > Imports > Create Import > Select CSV import file > find the file and click Open > click onto the Queue Import button.

 

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Removing extra teacher

If you want only the main teacher to appear against a group, please follow the steps below to show you how to remove the extra teacher.

  • Start by filtering the spreadsheet to see the class/subject with the two teachers –

Parents Evening Data - Removing Extra Teacher

  • After this, filter to the teacher you would like to remove (either by ID or surname) –

2 Parents Evening Data - Removing Extra Teacher

  • Next, highlight all the rows displayed for the teacher > Right Click > Delete Row –

3 Parents Evening Data - Removing Extra Teacher

  • You can then remove the filters off the spreadsheet.
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Merging teachers for a job share

Where there is a job share and the school want both teachers names to appear on the evening (for the same appointment), you will need to ensure you merge this teacher information into the same row.

Please see below on how to do this.

Removing the extra teacher

  • Start by filtering the spreadsheet to see the class/subject with the two teachers –

Picture1

  • After this, filter to one of the teachers (either by ID or surname) –

Picture2

  • Next, highlight all the rows displayed for the teacher > Right Click > Delete Row –

Picture3

Merging teachers

  • Filter to the remaining teacher of the job share –

Picture4

  • Highlight the following details:
    • ID
    • WorkEmail
    • Email

Picture5

  • Click the Delete button on your keyboard to remove the details –

Picture6

  • After you have done this, change the Teacher Forename to show the first initial only –

Picture7

  • Next, click into the Teacher Surname cell, after the surname listed, type in the name of the second teacher name – e.g Smith & Mrs K Jones –

Picture8

  • You now need to create a MAN ID for the merged teacher record. In the Teacher ID column use the formula:

=”MAN-“&TeacherTitle&TeacherForename&TeacherSurname

Ensure there are no spaces in the formula:

  • (type in) =”MAN-“&
  • (click onto the cell for the)TeacherTitle
  • (type in)&
  • (click onto the cell for the)TeacherForename
  • (type in)&
  • (click onto the cell for the) TeacherSurname
  • Click ‘Enter’ on your keyboard

    When creating the MAN ID –

Picture9

After you have clicked Enter –

Picture10

  • Click onto the little block square on the bottom right hand corner of the cell and drag the cell until you reach the last row for the teacher –

Picture11

  • Highlight the ID’s > Right Click > Copy > Right Click > Paste (special Values) –

Picture12Picture13

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