ParentPaperwork integrates with TryBooking for school ticketing

TryBooking is an Australian-owned and operated event ticketing, registrations and fundraising platform. With over 3,000 schools already benefiting from TryBooking’s functionality, it made perfect sense for ParentPaperwork to integrate with the TryBooking platform to help smooth out the event ticketing experience for schools.

You can find out about using ParentPapework with TryBooking by clicking here and heading to our Knowledge Base. But the important things to remember are:

  1. You can include a TryBooking purchase as part of a ParentPaperwork Parent Slip.
  2. You can require parents to complete a TryBooking payment before they can submit their Parent Slip.
  3. You can see, at a glance, who has made their payment and returned their Parent Slip for consolidated reporting.

Trybooking

Given TryBooking’s popularity among schools, you may already know their story but, if not, we sat down briefly with CEO, Jeff McAlister, and he filled us in on the background behind TryBooking and why it’s such a good fit with ParentPaperwork.

 ParentPaperwork: How did TryBooking come about as a business and how does it differ from the dominant players in the ticketing arena?

Jeff McAlister: “The founders, Grant and Delma Dunoon, were both active in their school community and volunteering for their children’s sporting clubs when they started realising how difficult it was to find volunteers to run events, handle cash and manually complete every task. School offices were being inundated with envelopes filled with money, lists to track sales, and it was tough work. After a lot of research around the challenges presented, they built TryBooking as the solution to help volunteers and school departments run more efficiently and for a very affordable price.”

“Ten years later, TryBooking is still Australian owned and operated and is the largest self-service ticketing platform in Australia with over 60,000 event organisers running over 15,000 events per week. The platform is simple, powerful and the pricing hasn’t changed. Unlike many other large technology companies, we provide dedicated local support via phone, email and social media. The local team is very experienced and understands the challenges that schools face.”

“We also differ from other players in that we host all our data in Australia. There’s no third-party marketing and we don’t have tiered pricing that limits your features. Our focus has also been on affordability, making sure that everyone benefits from lower pricing, which helps to support the community.”

 Why is TryBooking being embraced by schools? What does it offer schools in particular?

“We have supported the school community since day one, working with schools to achieve their goals and planning new features around the feedback that we receive. With that in mind, I think that our local support, affordable pricing and experience is the major difference between us and other players. We are also focused on privacy, and make it as easy as possible for parents, students and the community to book tickets without hassles of accounts and passwords.”

“The system is also very flexible – schools can use TryBooking for concerts with seating plans, sports registrations, open days, alumni events, dinners with table plans, end-of-year functions, fundraising and so much more. As we grow, we’re always adding more features, such as widgets for their websites, the TryBooking Scanning App and more. We want schools to succeed and we make sure our features are always the most useful and relevant for them.”

How has the TryBooking relationship developed with schools as the business has grown? Are schools now using TryBooking differently than initially expected?

“TryBooking first started with the aim of solving administration issues faced by schools and, 10 years later, we are still passionate about helping schools run events and engaging their wider community. We run training sessions with school teams and make sure we aren’t just teaching the new features but listening to what different departments, principals, parents, finance managers and bursars want from the platform. It is important for us to understand complex issues like financial controls, data privacy, collaboration and school events with multiple stakeholders.”

“Most schools use TryBooking for its core functionality of registrations, payments, tickets and bookings but we do see lots of schools using TryBooking to run some very creative fundraisers and drives.”

How do you see the relationship between TryBooking and ParentPaperwork working?

“There are lots of great technology products for schools and the more we work together the better. Integrating and finding ways to make processes easier for staff and volunteers is important for us and ParentPaperwork, so we see this as a good fit. We hope that schools using ParentPaperwork will benefit from the integration and reduce the amount of communication needed to chase payments for events.”

If you have any advice for schools using TryBooking, what would it be?

“The platform is very powerful and can be used in a huge number of ways. You can create whatever you want from a general admission event right through to a large seated concert hall. Once you know what types of events or registrations you are using, we suggest creating templates to ensure that all your branding and information is consistent across departments. Also, we encourage you to pick up the phone and get help when you need it. We are here to help.”

Find out more about using ParentPaperwork with TryBooking

How to make school excursions safe – and fun – for everyone

ParentPaperwork’s Business Development Manager, Sam Sapuppo – a 30-year school veteran in roles such as Deputy Head, Director of Boarding and Director of Community Relations – explains the workings of our Activity Care Module in a practical school context…

Excursions, activities and field trips are an important part of the academic and cultural life of every school. That’s undeniable.

However, every one of us who has been in the position of organising an excursion or an activity understands that it is a multifaceted, logistical, legal compliance and communications management juggling act. Excursions demand an enormous amount of time from our teaching and administration staff – and that is just the paperwork.

Not much fun (for something that really should be enjoyable).

When push comes to shove, many of us will admit we have primarily used ‘whatever we did last year’ or ‘what the person before us in the role did’ to organise a school activity. We are secretly aware there must be a SIMPLER, SMARTER, BETTER way of organising excursions and activities but time rarely allows us to think this through.

I’m pleased to report ParentPaperwork’s Activity Care Module is the SIMPLER, SMARTER, BETTER way I always dreamed of as a School Deputy Head.

The planning of school excursions and activities generally involves four pre-activity steps that are of equal importance in safeguarding the integrity of the activity, and ensuring all legal and school requirements are fulfilled. They are:

1. Book and justify the educational purpose of the activity, as well as negotiate an appropriate date (otherwise known as the Event Booking form);
2. Risk assessment and ‘the multi-page tome’ (Risk Assessment form);
3. Staffing and resource application and approvals (Staff and Resource Booking form); and
4. Permission letter to parents (Excursion and Activity Permission form).

As every good educationalist knows, reflection and review are integral components in the learning cycle so there are also post-activity steps that need to be accommodated. Accordingly, ParentPaperwork’s Activity Care Module enables schools to send reflection/survey forms to students, staff and parents (Excursion/Activity Reflection Survey form) on the completion of the activity.

Not only are these forms digitised through the ParentPaperwork suite but so is the process, which enables workflow and communication to be automated. We estimate 90% of the administration task surrounding an excursion or activity is removed by using our Activity Care Module. For example, a pre-filled digital form delivered on the personal device of the parent/student/staff has proven to be a real winner.

Building on the best practice for which ParentPaperwork has become known, we have designed this Activity Care Module with the following principle in mind: The student experience is of primary importance.

So how do we support this?

Working with hundreds of schools in our ParentPaperwork Community, we developed the Activity Care Module to be an essential tool from the start to finish of an activity and in the event of an emergency.

Here is what makes it SIMPLER, SMARTER, BETTER:

  • Automated pre-activity emails provide key care information (photographs, emergency contacts/medical/dietary notes, etc.) about students participating in an activity or excursion;
  • Student care information is available in both an easy offline and online format, highlighting and colour-coding students at high risk;
  • Notes can be added to all ParentPaperwork forms to inform and keep staff up-to-date as events unfold or alerting them to key considerations that need to be kept front of mind;
  • Easy viewing of a child’s existing care information by parents (data read from your student management system) via your parent portal (such as Schoolbox, SEQTA or custom integration to your portal);
  • Student attendance can be recorded for an activity or excursion via a new mobile-specific page;
  • Privacy, security and accountability is assured via access and audit controls, and logs;

With the Activity Care Module, ParentPaperwork completely closes the loop in terms of the forms administration of any activity. This effectively frees staff to concentrate on the excursion and/or activity itself, while reassuring parents that the school is in control of its activities, and their child is safe to experience and learn.

Yes, I can put my hand on my heart and say I wished I had the option of ParentPaperwork’s Activity Care Module when I was helping lead a school. At the very least, I get the satisfaction of offering it to you.

Read here for more information about the functionality of ParentPaperwork’s Activity Care Module. Or contact us at info@parentpaperwork.com

Announcing the ParentPaperwork Activity Care Module

ParentPaperwork has cemented a reputation as the world’s most powerful and comprehensive online forms platform for K-12 schools… and it just got even better for student care. 

We’re taking the work out of taking care of your students. 

We are very pleased to announce the availability of a series of significant updates to ParentPaperwork’s paperless school system, which we are calling the Activity Care Module.

The Activity Care Module is like having another pair of hands in your school office, or with you when you’re out in the field on an excursion.

From the event planning form to the educational needs assessment form, risk assessment form, cost analysis form, parent/student permission forms – and now the Activity Care Module – we’ve completely closed the loop in terms of the forms administration of any school activity.

The Activity Care Module is an essential tool from the start to end of an activity, as well as in the event of an emergency.

New Activity Care information in the Student record

We’ve added a dedicated section in the Student record to store health and care information about your students – emergency contacts, medical conditions, immunisations, allergies – whatever information you consider critical.

As we do already for your existing data, ParentPaperwork can automatically bring this information in from your student management system, and you can use these as fields in your online forms.

Student Care Information available in an easy offline and online format

ParentPaperwork can import your students’ photos, highlight at-risk students and ensure you have the right information available, at the right time and in the right place.

When the occasion comes for an excursion or field trip, you can download a comprehensive record for each child.

Track Activity Attendance

We know that marshalling groups of students off-campus can be like herding monkeys, yet it’s important you record which students are present without having to fumble for a pencil and clipboard.ParentPaperwork lets you record attendance for each student for each activity via a dedicated mobile-friendly page – you could literally be standing at the bus door checking off students using your phone.

ParentPaperwork lets you record attendance for each student, for each activity, via a dedicated mobile-friendly page. You can literally be standing at the bus door checking off students using your phone.

Parents Review Care Information via your Parent Portal

Schools already love our integrations with their parent portal, whether it’s via Schoolbox, SEQTA or a bespoke portal. Now parents have access to review their child’s health and care information as well.

Automated pre-activity Reminder Emails

ParentPaperwork will automatically send reminders just before an activity, with links to the full information in ParentPaperwork, plus the dedicated mobile-friendly page to mark attendance.

Slip Notes

We know there is all manner of information associated with planning an excursion, field trip or, indeed, any activity for your students. So we’ve added a new Notes function to your Slips. Each staff member can record their Notes in a convenient timeline, available to all the staff associated with the Slip.

Each staff member can record their Notes in a convenient timeline, available to all of the staff associated with the Slip.

Control Staff access to Student Care information

A student’s health and care information often contains highly personal and, sometimes, very sensitive information. We have added a new set of permissions so you can control which staff can edit and view this information.

Student Record Audit Log

Privacy, security and accountability are key to ParentPaperwork’s paperless online forms platform, and so we now give School Administrators access to a complete and detailed audit log of not just the changes and updates for a Student’s information but also which staff have viewed the information.

Free to Current Customers

And here’s the best news of all…

The Activity Care Module is free to all existing customers. Plus, it’s free to new customers who sign up before the end of 2017.

Contact us now to stop herding the monkeys. Enable ParentPaperwork’s Activity Care Module in your school today.

New access controls and permissions for Users in ParentPaperwork

Data security and access are extremely important in environments such as schools, which often are managing significant volumes of personal information spanning across staff, parents and students. Increasingly, schools are using ParentPaperwork to capture, manage and report this data, and we have implemented a range of ways you can control access to data and functionality in ParentPaperwork.

This blog post outlines the types of permissions and configuration you can implement with ParentPaperwork in your school. You can also check out our Knowledge Base for further information.

A school may have as many Users accessing ParentPaperwork as they like. Note we have single sign-on for both Office 365 and Google, making it really easy to enable access for large groups of school staff. We can also synchronise a list of your staff each night as part of our overall data import schedule for your school.

User Roles

There are two User Roles:

  1. Administrator – complete access to all of ParentPaperwork’s features and configuration. We’d recommend you limit the number people with this ‘Access All Areas’ permission.
  2. User – a standard User. They cannot alter ParentPaperwork’s configuration (including managing Users) nor can they edit the Form Templates and Workflows. User Permissions can be applied to ‘Users’.

By default, a User has access to all information, and you can use various permissions settings to control and define their access.

Individual User Permissions

User can have their access restricted in multiple ways:

  1. They can be configured to only have View access. They’ll be able to log into ParentPaperwork and see all the information but will not be able to add new data or edit existing data – for example, they cannot create a new Slip nor edit a Student or Contact.
  2. They can have their access restricted to only Slips they created or those on which they appear on the workflow. In a busy school, with many Slips being sent, this is a great option to reduce the ‘noise’ for a particular user so they only see the information relevant to them.
  3. They can have their access restricted to specific Student Lists. By default, this also means their access is restricted to only the Slips they create or those on which they appear on the workflow, as per option 2 above. This is perfect for parent class reps and others who should only have access to very specific groups of students and parents
  4. Users can be assigned to User Groups, and the above permissions will be controlled via the Group.

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User Groups

User Groups can be used to control permissions for groups of Users. You can set the same permissions as for individual Users, and these will apply to Users assigned to the Group instead of the individual permissions.

The User Groups list page summarises the permissions assigned to each Group.

Editing a User Group allows you to control the permissions.

Users Groups and Form Template Categories

User Groups can be used to control access to sets of Form Templates via the Template Categories.

A Form Template can be assigned to one or more Form Template Categories. A Category may be assigned to one or more User Groups.

If a Category is assigned to a User Group, only Users assigned to the Group can:

  • Create a new Slip/Form from the Templates in that Category
  • Access an existing Slip/Form that was created from the Templates in that Category

By using a combination of User permissions, User Groups and Form Template Categories, you can restrict access to information in ParentPaperwork to selected Users and groups of Users.

For example, perhaps staff within school departments can be given view only access to Slips/Forms relevant to their department, while the heads of department can edit and manage forms across one or more departments. Or only school leaders are given access to Forms relating to human resources or staffing issues.

Send ParentPaperwork Broadcasts to Students

Earlier in 2o17, we launched Student Slips, allowing schools to send ParentPaperwork’s online forms to Students – the perfect and logical complement to our original Parent Slips system.

Student Slips is ideal for senior schools and colleges for tasks like sports registrations, subject electives selection, school council elections, student surveys and prefect voting

With Student Slips, you have the choice of the form being completed by either the parent or the student. You can also ask that a ‘read only’ copy be sent to the other party – such as sending a form to parents with a cc to students, or sending a form to students with a cc to parents. Everybody gets kept in the information loop – no unnecessary surprises!

The feedback on Student Slips has been excellent, and we have now extended this functionality to the Broadcasts module.

Previously, you could only send a Broadcast to Parents of selected Student Lists or individually nominated Students. Now you can send a Broadcast direct to Students, with an option to CC to their Parents or vice versa – send to Parents with a CC to their associated Students.

 

student-broadcast

Setting up a Broadcast to Students works the same as sending out a Slip. You choose to send the Broadcast to ‘Parents’ or ‘Students’ and, if you wish, you can CC in the other party.

It is important to note that Broadcasts to Students are only available if you have the email addresses for Students in ParentPaperwork – Broadcasts via SMS to Students are not available. However, we can import Student emails via your scheduled nightly import.

Additionally, please note that Broadcasts to Students are only available if your school has purchased the Student Slips module – please contact our sales team if you need more information.

 

New Reopen Slip function now available in Parent Slips

We have added a neat little feature that we know will be valued by everyone using Parent Slips. You can now reopen a previously submitted Parent Slip.

We understand that sometimes people make mistakes, or they click a button just that little too quickly. Of course, a submitted Parent Slip form cannot be edited by the parent after they click the big blue ‘Submit’ button. What the new Reopen feature allows you to do is reopen the Slip for a particular student and resend the notifications.

When a parent opens a Parent Slip form, data that is already held by a school for their student will be pre-filled so the parent doesn’t need to waste time retyping the same information all the time. Of course, if something has changed, they can amend the data so the change is updated to the school as part of their form submission.

The Reopen link appears on the View Responses list page, in the same place as the Resend link does for responses that have not yet been submitted.

Customise your SMS text message ‘From’ name

SMS Text messages sent from an unknown or anonymous sender have a higher chance of being ignored by the recipient, even if the message does reference their child.

In some countries, it is possible to replace the ‘From’ name that displays to the recipient on their phone with a more friendly alphanumeric substitute. You can control the SMS ‘From’ name on your Configuration page. Click your user name at the top right, then Settings. On the Settings page click the Configuration option.

You can control the SMS ‘From’ name on your Configuration page:

Click your user name at the top right, then Settings. On the Settings page, click the Configuration option.

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The name can be up to 11 characters, numbers and letters, with no spaces.

Note: This feature will only work in some countries (for example, it is available in Australia but not in New Zealand).

If you would like to know more, please contact support@parentpaperwork.com.

 

 

Schools doing great things – WCCC

Windsor Community Children’s Centre Co-op Ltd (WCCC)
Location: Melbourne, Australia

Windsor Community Children’s Centre Co-op Ltd (WCCC) started life 40 years ago as Swinburne Prahran Community Children’s Centre Co-op – a centre for children of staff and mature-aged students at Prahran TAFE in Melbourne. Across those four decades, they’ve weathered many storms in a turbulent Australian childcare sector but remained community-focused as a parent-managed, not-for-profit service.

Director Rose Kelly took ParentPaperwork on a tour and answered some questions about early childhood education and care, both now and into the future, while Assistant Director of WCCC Deanne Andoniou tells how ParentPaperwork fits into the picture.

ParentPaperwork: As someone fully involved in the childcare sector, what are the biggest changes you believe have occurred in childcare in Australia since the establishment of WCCC 40 years ago?

Rose Kelly: “The most significant change from then until now is probably that the whole landscape of early childhood education and care (ECEC) has evolved from a service that provided a place where parents could leave their children so they could work and/or study to now being recognised for the positive impacts on young children’s lives in terms of brain development, socialisation and learning. The reforms around the sector have also changed a lot for the better as well, especially in terms of educator training and quality services.”

WCCC is viewed as a leader in your sector. What do you think are the strongest issues facing the childcare?

“The strongest issue would be affordability for families, especially our most vulnerable.”

Childcare work is still not compensated commensurate with the work involved and the impact on young lives at their earliest point. Do you see a way to make that change meaningfully?

“I believe the only way is for the federal government to subsidise childcare. There is so much national and international research around about the benefits of ECEC. When we improve programs and services that help all children to be healthy, to get a good education and to contribute to our collective prosperity, we all benefit.”

WCCC has a student to childcare worker ratio that is way more favourable for children than government requirements. Why?

“To provide high quality care for children. Research also indicates that smaller numbers of groupings of children is better for them in terms of learning and stress. It also creates a much more enjoyable working environment for the educators.”

It’s impressive how your children get an on-premises cooked lunch everyday and you have a cook who is clearly very much part of the team. How does eating a meal together, or the same meal together, influence the culture at the centre?

“Food is often the cornerstone of many cultures and it creates a very rich community social experience. We get to enjoy good company and eat delicious food.”

What are the key learning values of the centre? What is your teaching approach?

“We want each child to be able to learn and develop in their own way. We want them to be inquisitive and wonder. We want them to engage with others and be inclusive. We do not subscribe to any particular teaching approach. Where we provide play-based learning, it is rich in intention and content.”

What is the highlight of running Windsor CCC?

“The educators. I admire them for their constant dedication and willingness to strive for better outcomes for children, and forever growing their own professional and personal development. Also, the community involvement of our families for running the service – it is a partnership that I really value.”

In celebrating 40 years in the childcare space, what do you think lies ahead?

“That’s an interesting question. I think we will see changes in the sector again, about what society will value in terms of ECEC. I am hoping that stricter reforms will come into play around ECEC being viewed as a profitable business.”

It’s great how you ask children for permission to use their photo, not just parental permission. Maybe you can elaborate a bit on how you help children learn about rights?

“We aspire to Early Childhood Australia Code of Ethics, and we talk a lot to children about their rights and the rights of others. We try to, in all circumstances, give the children their own voice to be heard and respected.”

What’s the best thing about WCCC being around for 40 years?

“That we are serving the community by helping local families and, through all the years, it has maintained a not-for-profit parent-managed service. With demands on people’s times, I am hopeful that we can still be around for another 40 years.”

And speaking to Deanne Andoniou:

What do you specifically use ParentPaperwork for at Windsor CCC?

Deanne Andoniou:To maximise efficiency and responses from families and to offer families a quick and easy method to communicate back with the centre. ParentPaperwork sits in-line with our strong philosophy of sustainability and being conscious of our environmental footprint. We are able to view which families have not opened up an email or responded to an email sent. It means we can touch base with those families individually and offer a friendly reminder / support.”

What do parents think about using it?

“Our parent survey had the highest level of participation (65.9% response rate) in comparison to using a survey software last year. ParentPaperwork was their preferred method of communication from the centre. They find it easy to respond immediately with a click of a button on their smart phones or computers.”

How much time and/or energy would you guess you reclaim by using ParentPaperwork?

“I would say, on average, ParentPaperwork has saved me two hours per broadcast/parent-slip/school-form sent. This is inclusive of follow-up emails and so on.”

Why would a childcare centre want to go down the path of using technologies such as ParentPaperwork?

“To be sustainable and environmentally-conscious. Also, the response time and level of participation from families is significantly greater.”

windsorccc.org.au

Parents can now manage their ParentPaperwork forms inside Schoolbox

We are now pleased to advise ParentPaperwork is now integrated with leading Australian learning management system Schoolbox, for parents to view and complete their online forms.

Parent portals are an increasing part of a school’s technology stack, it makes sense to concentrate a parent’s online interaction with their children’s school into a single point of contact. There’s nothing calculated to drive parents up the wall more than telling them they need to register and sign into a plethora of web sites.

This is a major reason why ParentPaperwork is not a ‘destination’ for parents. They might click our online form links, but we don’t require them to create an account or sign in. Instead we see ParentPaperwork as a piece of infrastructure a school can integrate with and deploy into their existing technology stack.

Schools Love Schoolbox

Schools love Schoolbox, and we do too. It’s a fantastic Melbourne-made software-as-a-service LMS, built by a group of talented people who are determined to create the best possible set of tools for K-12 schools.

schoolbox-pp

The integration set up is simple and there is no cost to your school. Parents can click a link in the Schoolbox portal and view a history of previously submitted forms, plus complete new forms. If you have our Admin and Enrolment Forms module they can even create their own new forms.

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A Terrific Triumvirate

Don’t forget, if you also have the Digistorm schoolAPP, ParentPaperwork integrates to that as well. It’s a fantastic triumvirate – ParentPaperwork + Schoolbox + Digistorm schoolApp. Terrific convenience for your parents, reduced workload for school staff.

Parents can now use the Digistorm schoolAPP for Schoolbox to receive and submit online forms

A key goal for us at ParentPaperwork is ensure we are a cooperative part of the education technology landscape, and a signature strategy towards that goal is promoting interoperability between ParentPaperwork and other high quality products.

Many schools in Australia, and increasingly overseas, use the Schoolbox learning management system. And many of them use the terrific Digistorm schoolAPP for Schoolbox.

We are pleased to announce that ParentPaperwork is now fully integrated with the Digistorm schoolAPP.

When a message is sent to parents advising there is a new Slip for them to complete, this is also delivered as an in-app notification to their phone. Then when they open their app they have all their childrens’ ParentPaperwork forms at their finger tips, both previously completed ones, and forms yet to the submitted.

The new Slips can be completed and submitted right there inside the app. The ease of use and convenience is fantastic.

Notifications

When a new Slip is sent  to parents, a notification will show on their phone. They can tap the notification to open the Digistorm app and complete the form.

App Menus

A new menu option is displayed in the Digistorm app.

Tapping this link will open a list of Students with a count of any outstanding Slips for each.

Tapping the name of a Student will open a list of Slips, with incomplete ones at the top (highlighted with a red dot), and completed Slips at the bottom (green dot).

Tapping a Slip name will open the online form from ParentPaperwork directly in the app browser window, so a Slip can be completed and submitted, or viewed if it has already been submitted.

There is no cost for a school to use the ParentPaperwork integration to the Digistorm schoolApp. Just contact our Support Team to arrange for the connection between ParentPaperwork and Digistorm to be configured.