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.

Send Slip and Broadcast notifications to school staff members

Communication within a school is very important, to ensure activities and resources are coordinated to the best possible effect. ParentPaperwork already significantly improves the availability and sharing of information throughout a school, starting with providing an aggregated view of all the online forms and broadcasts moving between school and parents and students, plus via our approval workflows and notifications.

We’ve now added a much-requested feature – sending notifications about Slips and Broadcasts to any nominated staff member, or groups of staff.

When you set up a new Slip or Broadcast you can nominate individual staff members or groups of staff to receive a notification that the message has been sent, along with a link to view the Slip or Broadcast.

In the ‘Send copy to Users/User Groups’ field start typing the name of a User or a User Group, and select the correct one from the drop down search results.

You can choose any number of Users and/or User Groups.

Select Users or User Groups

When the Slip or Broadcast is sent out, an email notification will now also be sent to all of the Users you have selected.

Email Notifications

The link in email will open to a read only preview of the Slip or Broadcast.

preview of the Slip or Broadcast

ParentPaperwork launches game-changing new online forms feature for students

We have big news for ParentPaperwork schools to kick off 2017! We are pleased to announce the launch of our most important new feature in twelve months – sending online forms to Students.

Hundreds of schools in seven countries now use ParentPaperwork to send online forms to their parents and staff, and capture and report the responses – and they all see huge savings in time and money as a result.

We listen carefully to the feedback from our schools – and for some months they’ve been saying how much they love the current modules, but then list all the forms they need to send to students, like sports registrations, subject electives selection, school council elections, student surveys; and prefect voting.

The ParentPaperwork team mused on this feedback for a couple of months and figured out the best way to deliver student form functionality to our schools customers. Over the Australian summer our tech team has worked hard to create this new functionality and we’re very proud to reveal it to you.

A new Module within the ParentPaperwork Suite

Now when you set up a new form, you have the choice of it being completed by either the parent or the student. You can also ask that a read only copy be sent to the other – so send a form to parents with cc to students; or send a form to students with a cc to parents. Everybody gets kept in the information loop – no unnecessary surprises!

We’re very excited about this brilliant new functionality. The ParentPaperwork team is proud to offer it at no charge to all our current full suite subscription customers (those with both Parent Slips and School Forms modules). We will be charging for this feature for newbies in the year ahead, so this is our special gift to you for your input, ideas and savvy!

You can now select students to complete a form

Traditional paper-based processes are quite simply broken and no longer workable in today’s world, where accountability, risk management and statutory compliance are critical issues for school leaders globally. ParentPaperwork provides your school with a robust, secure system to replace all your paper forms.

With the launch of our new Slips to Students functionality we can confidently say ParentPaperwork is easily the most comprehensive, fully featured, administration data capture, management and reporting platform for K-12 schools, kinders and ELC’s in the world. And it’s all built and managed right here in Melbourne, Australia, with customers as far afield as the Czech Republic, Canada and Portugal.

This is just the start of what we’ve planned to be a huge year! The ParentPaperwork team has several major new features slated for 2017 and I can’t wait to tell you all about them over the coming months, especially the forthcoming Metrics and Data Analysis Module!

Making parent live’s easier – quicker access to incomplete Parent Slips

Many parents will be sent multiple Slips to be completed at various times, so it’s likely at any given time a particular parent might be responsible for completing and submitting more than one Slip.

Email and SMS notifications will be sent to the parent for each individual Slip and Student and the Parent can click through to each Slip from each notification – but that means the parent has to switch back and forth between their email program and web browser. The issue is exacerbated for those with twins in the same class, or when the Slip has been sent to multiple Student Lists which include more than one child with the same contacts.

To help make the parent’s task easier, ParentPaperwork now displays a list of outstanding Slips in two places. We believe this offers a much smoother process when someone has more than one Slip needing to be completed, they can simply click through to the next one both from the online form page and the Thank You emails.

Parent Slip Page

When the Parent submits an online form, if they have any other outstanding Slips these are displayed at the top of the page (up to 4 Slips).

Parents see a list of incomplete Slips after submitting an online form

Parent Slip Thank You Email

When someone submits a Slip online form a ‘thank you’ email is sent to them, this also includes a list of up to four other outstanding Slips.

Parents see a list of incomplete Slips in their thank you email after submitting an online form

An easier way to select Student Lists for Slips and Broadcasts

The current Student List selector has been a little problematic for schools with many Student Lists, so we have added a ‘typeahead’ box at the top of the box displaying available Lists on the left side. Simply start typing the name of the List you are looking for and the available options will automatically filter to reflect the text you enter.

It’s a easy way to quickly locate the Student List you need amongst dozens or hundreds.

Obviously it’s important to have your students organised in way that makes sense for your school, and then be able to select those via the Student Lists when you wish to send out a Slip or Broadcast.

Some of our larger ParentPaperwork schools over time have amassed a great many Student Lists. Others are maintaining a large number just day to day because we are not just pulling Year Levels, Home Rooms lists from their student database, but subject classes, co-curricular and others. The new typeahead feature makes finding and selecting Lists super simple.

The same works in reverse, if you have selected a large group of Student Lists you can locate one to remove from the Slip/Broadcast by typing the name of the desired list into the box at the top of the right hand column of selected Lists.

 

Display charts and graphs of parent online form submissions

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.

blog-charts

Slip Tab

This displays the Slip preview/overview as before.

Responses Tab

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.

Analysis/Charts Tab

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.

 

 

Parents can now ‘sign’ ParentPaperwork’s online forms

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.

signature-1

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.

signature-2

On a mobile device such as a phone or tablet with a touchscreen they sign their name using their figure.

signature-4

Once they have signed and submitted the form you will see the signature when you view the form.

signature-5

 

 

 

ParentPaperwork email notifications can now be customised with your colours

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.

Select email colours

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.

You can choose colours for your ParentPaperwork email notifications

Date pickers are now available on ParentPaperwork’s online forms

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.

Screen Shot 2016-06-14 at 3.54.57 pm

When a Slip or Form is created from the template, the user can select a date using the pop up date picker.

Screen Shot 2016-06-14 at 3.55.31 pm

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.
Screen Shot 2016-06-14 at 7.37.10 pm

 

Improvements to form workflows in ParentPaperwork

kids in classroom with laptop

We’ve released two great improvements to the form workflows in ParentPaperwork:

  1. Select User on Workflow
  2. Autocomplete of Workflow Steps

Select User on Workflow

Until now multiple Users could be selected on an Approval workflow step, when the workflow step ‘Send for Approval’ was actioned all those Users would receive a notification, and any of them could then take the Approve action.

This feature allows an option to be set when configuring the workflow to say that the User taking the Send for Approval action must nominate one of those Users to take the Approve action.

When editing a Workflow Step for an Approve Step, there is a new drop down option to ‘Choose from one selected User’.

When a Slip is moved through the Workflow, the User who actions the ‘Send for Approval’ step will be prompted to nominate one of the group of Users allocated to the Approve Step.

Autocomplete of Workflow Steps

We have tweaked the workflow system to auto complete steps under two circumstances to make usage more intuitive.

  1. After an Approve step is actioned where the next step is a Send for Approval, the Send for Approval will auto complete. Deals with workflows with multiple approvals and means the person actioning the first Approve step then doesn’t have to manually action the next Send for Approval step
  2. After the Approve step is actioned where the next step is Queue to Send, the Queue to Send step will auto complete. This means if the person approving doesn’t realise they need to take an action again to Queue the Slip, the job is done for them.

Note: Auto-complete will not fire on a Send from Approval step after an Approve step if a User needs to be selected for the next Approve step – otherwise there’s no opportunity for that User to be selected.

Read about more features: Annual student record keeping just got smarter

Photo: Lucélia Ribeiro