ParentPaperwork allows you to create a School Form and send it to multiple staff members for completion. An obvious example would asking a group of staff to accept an ICT usage policy.
Create the Form
To create a copy of the Form for multiple staff select the School Form template, and change the drop down ‘This Form is for me’ to ‘No’. Select the names of the Staff who need to complete the form. If there is a file that needs to be attached then click Add Files.
When ready click the Save New Form and a Draft will be created. If all details are correct click the Complete button. A copy of the Form will be created for each of the selected Staff.
Notification to Staff Members
An email notification will be sent to each of the selected Staff members, with a link to their copy of the Form.
Staff Open the Form
When the Staff member clicks their link their copy of the Form will open, with the Form assigned to them.
Staff Edit the Form
The Staff member edits the Form as if they had created it, they click the Edit Form button, enter information into the fields, and click the Save Form button.
Staff Complete the Form
Once the Staff member is happy with the information they have entered they click the Complete button to submit the Form.
Note you can set up additional workflow steps, for example, to send a notification to other Staff on submission, or to request Approval.
The online form submissions from parents using ParentPaperwork can now be analysed with charts and graphs. We have reorganised the Parent Slip page and added three tabs – Slip, Responses and Analysis.
This displays the Slip preview/overview as before.
The list of Responses for a Slip that previously hid at the bottom of the page now has its own tab, making it much easier to access, you don’t need to scroll all the way down the page anymore – something a number of people had commented on as being a little annoying.
The Analysis tab will display a chart for each ‘closed response’ question on the Slip. So select lists and checkboxes which have a closed list of answers will automatically have bar graphs created. There is a Print button that will open a new page wiht the charts formatted for printing, one chart per page. You could also screen shot a chart if you need to include it in another document in Microsoft Word or Powerpoint as part of a presentation.
The top chart will always be the ‘Contact Response’ – the mauve field in the Form Template Designer, the main question that must be on all Slips. The rest of the charts will then display in order below.
You might be using ParentPaperwork to survey parents, or capture their orders for fundraising products – but we know that most people respond positively to visual representations of data. It’s fine giving you Excel exports and lists of numbers and values, but a chart offers a simple and effective way of quickly analysing the results of your parent’s online form submissions – whatever the questions you asked.
We’re looking at further opportunities to utlise the data you are capturing and reporting in ParentPaperwork, we believe there’s much more that can we can do to help you understand and interpret the data, and we think everyone will agree this new analysis feature is a great step forward.
Recently we introduced the ability for your school to select the header and footer colours in the notification emails sent to parents advising them of new Slips they need to complete. The school logo is already displayed in the emails and this change meant the email branding could be completely consistent with the school’s style guide.
We’ve had a great reaction to this update so we’ve taken it a step further, and you can now select the header banner colour at the top of the online form page where the parents complete and submit their Slip.
Click on your user name at the top right, click Settings from the menu, the from the Settings page select Customise Parent Slip Response Page.
By default, if you do not select any colours, the banners will be in the ParentPaperwork corporate purple shade – you can click the Reset button to return to the purple.
This week we sent out our first ‘Weekly Update’ to all the main Administration Contacts for ParentPaperwork schools.
The Weekly Update is summary of activity for the past seven days on your ParentPaperwork account, including the the number of Slips sent, response rates, Broadcasts and SMS messages. It includes a measure of whether these statistics have increased or declined from the previous seven day period.
Also highlighted are the number of ‘spammed’ emails – emails that the recipients, or their email system, have flagged as spam. This is important because ParentPaperwork will cease delivering email to those addresses to avoid a degradation of our email delivery reputation.
You can check which email addresses are affected by logging into ParentPaperwork, clicking your user name at the top right, and selecting the Email Bounce Log option.
The Update also contains a list of the most recent ten Parent Slips you have sent and a count of all SMS texts including those sent via Broadcasts and those used to notify parents about new Slips.
The Weekly Update is a great way to monitor your ParentPaperwork activity, and we’ll continue to look at ideas to augment and improve the information it contains.
Schools are continuing to implement ParentPaperwork’s School Forms module to handle internal paperwork and improve administrative processes, and giving us fantastic feedback. This week we have launched a powerful new feature as part of the Form Template and Workflow system – locking and unlocking fields on sections of a Form as it moves from one User to the next through a workflow.
Take the use case of a Professional Development form, where a staff member wishes to attend a seminar or undertake some other PD. The workflow might be:
- Staff member completes information about the seminar
- Staff member forwards form to Department Head for them to confirm budget line; append notes about requirements for another teacher to cover the absence.
- Department Head forwards form the Deputy Principal for Approval
- Deputy Principal may Approve or Not Approve, and append their own notes.
Thus there are three groups of fields on the form, each which can be managed by a different person on the workflow.
Assign Fields to Groups
Fields on a Form Template can be allocated to a Group. When you edit a Field you will see an option to allocate the Field to a Field Group (if this option does not display please contact [email protected] to ensure this feature is enabled). Group 0 means the field is not allocated to a Group.
If you allocate Fields to a Group this will be displayed in the Form Builder after you Update the Field.
Lock/Unlock Field Groups on Workflow Steps
Once you have Fields allocated to Groups, you can manage those Groups from the Workflow. When you edit a Step on the Workflow you can decided to Lock or Unlock a Field Group. For example in the screenshot below Group 1 is unlocked and thus editable on Step 2, whilst Groups 2 and 3 are Locked and would not be available to be edited by Users on this Step.
The ability to lock and unlock fields offers a powerful way to control a Form as it moves through any number of workflow steps.
Today we are pleased to launch a new feature for our Parent Slips, enabling you to capture a signature from parents when they submit their online forms.
The vast majority of ParentPaperwork schools do not require a parent to physically sign a form. Ever increasingly there is less and less need to actually sign something. In some countries signatures for credit card payments have been discontinued, and with the advent of online transactions and interactions a ‘consent’ or ‘authorisation’ is deemed to have been given through the action of selecting certain options on a web page and submitting the page.
However, we recognise that there is not one common standard, and with schools in seven countries using ParentPaperwork we have now added the capacity to capture a signature from parents.
The signature feature is configurable for each Parent Slip you create, so you can choose to use it for some and not others. You will see the Require Graphic Signature option below the parent fields section. Select Yes if you wish to require parents to provide a signature.
When the parent clicks through to their form a signature box will be visible. On a computer or laptop they can sign their name using their mouse.
On a mobile device such as a phone or tablet with a touchscreen they sign their name using their figure.
Once they have signed and submitted the form you will see the signature when you view the form.
A common request from ParentPaperwork schools has a way to organise Slips and Forms into Folders. For quite a while we have had the ‘Current’ and ‘Archived’ folders, which we introduced to give at least the ability to ‘hide’ older records. But it’s become apparent that we needed more than this.
We have now enabled a new Folders system for both Parent Slips and School Forms.
Set up Folders
Click on your user name at the top right and select Settings, then the Slip and Form Folders option.
You can add and edit the Folders as required. You can delete Folders but only if there are no Slips or Forms allocated.
Allocate Slips and Forms to Folders
Once you have created some Folders you can now allocate Parent Slips or School Forms to the Folders. You can allocate multiple records at the same time, click the checkboxes next to the records you wish to allocate
Once you have selected the records click the Action drop down and select ‘Copy/Remove Selected to Folder’, and whether you wish to Copy the records to the Folder, or Remove From the Folder. Select the destination/source Folder and click the Go button.
The records will be allocated to the Folder (or removed). You can view the records in the Folder by selecting it from the drop down list and clicking the search button.
Records can be in multiple Folders at the same time.
The Current and Archived folders remain separate, so a record is either in the Current or Archived Folders, AND maybe in one or more Folders you have created.
Email is a key function in ParentPaperwork, and the primary way we communicate with parents to advise them of new online forms they need to complete, indeed our email notifications are critical if your school does not have our SMS text notifications enabled.
We know it is important to many schools that communications to parents reflect the branding and corporate style of the school. You can upload your logo which is shown on all web pages and emails seen by the parents.
You can now also set the colours in the email notifications sent to parents for:
- Advising of a new Parent Slip
- Thanking them for submitting a Parent Slip
- Reminding them they have an outstanding Parent Slip
Click on your user name at the top right, click Settings from the menu, the from the Settings page select Customise Email Templates.
By default, if you do not select any colours, the top and bottom banners in the email will be in the ParentPaperwork corporate purple shades.
You can set the colours for the banners. Click on the corresponding field and select a colour from the picker. Or, if you know the hex code for the desired colour, simply enter this in the field.
As you change the colours the live preview will update to illustrate how your emails will look.
If you decide you don’t want the custom colours click the Reset button to return to the standard purple shades.
Today we have added date fields to our online slips and forms, expanding the list of available field types.
These new date fields are designed to capture a specific date – day, month and year. They are going to be useful for all manner of information, excursion dates for a permission slip, a student’s date of birth, the dates a staff member wishes to take a vacation.
The Form Builder now has 10 date fields available for each of the School and Parent sections on the form templates. As with other field types, just drag a field over from the list of available fields on the left hand side.
When a Slip or Form is created from the template, the user can select a date using the pop up date picker.
When a parent is filling out a form they also can use the picker to select a date. You can have multiple date fields on the same template.
We’re rolling out a number of improvements to our online forms over the next week or so, and first up is the ability for someone to Not Approve a Parent Slip or School Form.
Our schools already make great use of the form workflows, especially to ensure that the appropriate staff members have approved a form before it is distributed or moves to the next step.
For example, perhaps the Business Manager needs to approve an excursion permission slip before it is sent to parents; or the HR Manager needs to approve a staff member’s leave request.
It’s become obvious to us that not everything is going to be approved the first time; up until now we’ve generally recommended this be an offline process – the approver might contact the requester outside of ParentPaperwork to advise that something about the form needs to be altered.
But now this can happen on the workflow within ParentPaperwork. Whenever a User is asked to Approve something there is now also a button to Not Approve.
Clicking the Not Approve button opens a window where the Approver can enter a comment or feedback about the reasons for not approving the form.
When the Go button is clicked the form is sent back to the person on the Send for Approval step, and new Send for Approval and Approve steps are displayed, along with the comment. The status of the form is changed to Not Approved.
An email notification is sent to the person on the Send for Approval step advising them they need to take action, the email also includes the comment.
This cycle of Send for Approval/Not Approve can loop endlessly until the Approver is satisified and clicks the Approve button.