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.

Screen Shot 2017-08-08 at 4.07.31 pm

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.

 

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.

schoolbox-pp2

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.

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

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.

 

 

Archive ParentPaperwork Student Lists

Student Lists are a great way to organise groups of Students to whom you will be sending Parent Slips. The Lists could be the students’ home rooms, the swimming team, the brass band – whatever you like. A Student can be assigned to any one or more of the Student Lists, and you can maintain as many Lists as you like. If we have a live connection to your student management database then ParentPaperwork can be reading any student groupings you might have in the database as well.

We have introduced the ability to archive Student Lists that you are not actively using, but which you wish to maintain for future reference or use.

When viewing the list of Student Lists select one or more by clicking the corresponding checkbox, then click the Action drop and select Move Selected to Archive. The Lists will no longer display by default in the ‘Current’ view, but you see them anytime by selecting Archive from the dropdown in the search bar and clicking the Search button.

 

Powerful new feature on ParentPaperwork’s School Form Workflows

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 support@parentpaperwork.com to ensure this feature is enabled). Group 0 means the field is not allocated to a Group.

field-groups-2

If you allocate Fields to a Group this will be displayed in the Form Builder after you Update the Field.

field-groups-1

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.

field-groups-4The ability to lock and unlock fields offers a powerful way to control a Form as it moves through any number of workflow steps.

 

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