Display dates from ParentPaperwork in your school’s online calendar

ParentPaperwork provides a calendar feed of the dates you select on Parent Slips, making it easy to display dates in your school’s online calendar, or the individual calendars of staff.

The dates are those you enter on Parent Slips.

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The Calendar Feed is configured from the Settings page. Click your user name at the top right, click Settings and then the Calender Feed option.

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Set ‘Enable calendar feed’ to ‘Yes’ and click Save.

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You will now see a URL for the Feed. This can be used in Google and other online calendars. For example in Google Calendar click the Other Calendars option on the left of the screen and select Add by URL.

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Copy and paste the URL from ParentPaperwork and click Add Calendar

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The dates will now display in your calendar, if you are using Google you can even then embed a Google Calendar view into your own web site.

Clutch of improvements and enhancements now available in ParentPaperwork

At its heart ParentPaperwork is the sum of suggestions and recommendations from our school customers. Today we’ve released a group of small improvements and enhancements – all of which have come about through feedback from our schools.

File uploading warning

You can upload any number of PDF files to a Slip to make them available to Parents, perfect for information sheets, brochures, camp packing lists. However, if you select a number of files to upload, it’s been possible to click the Save button for the Slip before all the files had completed uploading. And thus lose the files. We’ve added a warning that prevents you from saving a Slip until all file uploads are done.

Disable Parent Contact updates

Many schools value the opportunity to solicit contact updates from parents when they are completing online forms, using the box at the bottom of the Slip. It can be a great way of keeping your contact lists refreshed.

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However, some schools have expressed concerns that parents might come to rely on this as a way of communicating a contact update – and unless the school has a process in place to manage these changes, the information might not be actioned.

We have added an option to disable the display of the Parent Contact fields on all Slips you send out. Click on your user name at the top right, then click Settings > Configuration.

The option is called ‘Allow Contacts to update details’.

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Display SMS credits

We introduced SMS text notifications earlier this year, and they have proven very popular with schools. Whilst response rates to our email notifications are excellent, SMS messages provide another way of prompting parents to click through and complete their forms. Plus of course SMS messages can be sent via our Broadcasts feature.

What we neglected to do was provide a way for schools to monitor their SMS usage, so we have added this information to the Configuration page.

Click on your user name at the top right, then click Settings > Configuration, your current SMS credits purchased and used are displayed in your subscription information at the top of the page.

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Print all Parent Responses for a Slip

ParentPaperwork’s mission in life is to replace paper forms in schools. However, we are conscious that many schools must operate within legacy policies, and that a move to being fully online might need to be introduced incrementally.

We have been asked a number of times recently if it is possible to print all the Responses submitted by Parents. Up until now you have only been able to print one at a time, by clicking to view the individual Response and then clicking the Print button.

We have added a new button at the top of the Slip Responses called ‘Print Slips’. This will open a new window, with all of the information submitted by Parents, one Slip at a time. It does not display the School fields, just those completed by parents. Whilst the on-screen display is continuous, when you print to paper or PDF it should break each Slip onto a new page.

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Continuous scrolling on Student Lists

The lists of Slips, Students and Parents all automatically scroll through pages as you move down the page, saving you to have to deliberately click to the next page. We’ve added this to the Student Lists page as well – as more schools use ParentPaperwork more intensively we’ve noticed they are creating more and more Student Lists.

Prevent use of a Form Template with no fields allocated

There’s been a piece of weirdness floating around for ages – you click to add a new Slip and select a Form Template, but everything stops. Turns out it’s because whilst you might have created the Form Template, you have not used the Form Design page to add any fields. Now if a Form Template does not have any fields allocated it will not be displayed on the Select Template list, plus there’s a red triangle warning on the Form Templates page.

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Don’t forget, we love hearing your feedback and ideas, don’t hesitate to contact the ParentPaperwork team!

 

 

ParentPaperwork now integrates with Denbigh School Administration system

We’re pleased to advise ParentPaperwork now integrates to the Denbigh School Administration system.

Denbigh is a terrific Australian company which specialises in the development of customised administration solutions for educational institutions and other enterprises throughout Australia and the Asia Pacific region.

The new integration means ParentPaperwork can automatically import parent and student data directly from Denbigh, without the need for manual data handling.

We schedule the data sync each night, so any changes you’ve made to parent or student records in Denbigh will automatically transfer to ParentPaperwork. We can also bring over co-curricular activity information to make creating Student Lists in ParentPaperwork really easy.

If you are using Denbigh, we’d love to show you how ParentPaperwork can benefit your school!

ParentPaperwork announces the launch of new School Forms module

ParentPaperwork is pleased to announce the launch of our new School Forms module, expanding the ParentPaperwork platform to a wide range of online forms scenarios in schools.

Since its launch in 2014 ParentPaperwork has been enthusiastically embraced by schools in Australia and internationally to replace the paper forms exchanged between schools and parents, realising significant time and cost savings, and improving productivity and efficiency.

Over the past few months, as schools utilised ParentPaperwork more, and for a wider range of activities, they started to ask “so if it’s this easy for parents to fill out a form, is it possible for staff to complete forms as well?”. ParentPaperwork took onboard this feedback, and consulted widely both with existing school customers and others, and has created a completely new module that embraces many of the paper form scenarios raised by schools.

The current system used by schools for convenience is now known as ‘Parent Slips’, and remains the initial product purchased by schools, with the School Forms module available as an add-on at your request.

The forms can be created by staff, parents and even prospective parents; they can relate to a student, or be purely administrative. Forms can move through approval workflows, and notifications to relevant staff and parents can be automatically triggered during the workflow process.

Staff can initiate a form for one or more students, enter information and then optionally send to parents for additional information or acknowledgement. Perfect for incident reports; disciplinary reports; and many more.

Parents can create new forms to send to school, for their current students or a new child. Great examples are Leave of Absence requests; and advising of issues for discussion during forthcoming parent/teacher meetings.

Parents can create new forms to send to school, for their current students or a new child. Great examples are Leave of Absence requests; and advising of issues for discussion during forthcoming parent/teacher meetings.

All the School Forms templates have unique URLs you can pass onto people outside the school. When clicked the visitor can create a new parent log in, a student record and complete and submit the form. Ideal for registrations of interest for a place; enrolment information and more.

In another major development existing parents can sign in and view a complete history of all forms for their children; be alerted to outstanding forms; and start new forms.

Plus data from School Forms can be exported to PDF files and downloaded after uploading a PDF template and mapping the form fields. This is a great feature if your governing body or authority requires some forms to be provided on their official templates, yet you want the convenience of online data capture.

The School Forms module is available now, and we’d love to show you how it can help your school’s administration – please contact support@parentpaperwork.com to arrange a demo and to have the module enabled. Pricing for the School Forms module is the same as for the current Parent Slips – so you will be charged an additional amount equal to your current subscription. Current customers can ask for a proportional price so the subscription expiry date is the same for both modules.

ParentPaperwork’s mission is to replace paper forms in schools around the world, and we’re achieving this by creating a fantastic online platform that enables schools to capture, manage and report data from across their enterprise to improve productivity and efficiency, and deliver a better experience for parents and staff. The School Forms module is another step in our journey, and we are excited to continue to help teachers and school administrators everywhere.

There is a detailed explanation of the key features of the School Forms module on our web site, click here to read more.

ParentPaperwork’s School Forms module expands the Parent Slips module to encompass a wide range of forms within your school

The School Forms Module expands the Parent Slips module to encompass a wide range of forms within your school.

The forms can be created by staff, parents and even prospective parents; they can relate to a student, or be purely administrative. Forms can move through approval workflows, and notifications to relevant staff and parents can be automatically triggered during the workflow process.

Staff can initiate a form for one or more students, enter information and then optionally send to parents for additional information or acknowledgement. Perfect for incident reports; disciplinary reports; and many more.

Parents can create new forms to send to school, for their current students or a new child. Great examples are Leave of Absence requests; and advising of issues for discussion during forthcoming parent/teacher meetings.

All the School Forms templates have unique URLs you can pass onto people outside the school. When clicked the visitor can create a new parent log in, a student record and complete and submit the form. Ideal for registrations of interest for a place; enrolment information and more.

Form Templates

The original Parent Slip Form Template type is augmented by four others:

Type Description Examples
School Form for Student, no Parent Response Form created by User sent to Parent referencing a Student, no Parent response required Discipline report; uniform report; incident report.
School Form for Student, with Parent Response Form created by User sent to Parent referencing a Student, with Parent response As above but a response or acknowledgment is also required back from the Parent.
Parent Initiated Form for Student Form created by Parent sent to School referencing a Student An existing parent could fill out a Sick Note, or a Leave of Absence.
School Staff Form no Student Form created by Staff member sent to School A Form completed by a staff member not relevant to a Student. Examples include a PD Request; a Leave/Vacation Request.

Form Links

All the School Forms templates have unique URLs, that allow people outside your school to create a Form from the Template. You can email the URLs or post them on your web site. For example, you could display the URL on the public areas of your website for prospective parents to complete a Registration of Interest for a place. Or within your private Parent Portal for existing parents to complete a sick note or apply for a leave of absence. If the person completing the Form is not already a Parent Contact in ParentPaperwork they will be asked to create a sign in, and enter the parent and student details.

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When someone clicks on the URL they are given the choice to Create a New Account or Sign In.

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Account Creation

A person who is not yet a parent at the School can create a new sign in – they could be a prospective parent filling out an enquiry or registration of interest for a place.

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And then enter the details of their Student, after which they can complete and submit the online form.

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Existing Parent Contact

If someone clicks the URL who is an existing Parent they can Sign In. If they do not already have a password, they will be asked to create one. They must use Two Factor Authentication, with a code number sent to their mobile phone, in order to create the password.

If your school uses the Two Factor Authentication option already, then your Parents can sign in using their email address and the password they previously created.

Parent Sign In – My Forms

When a parent signs in they can access their My Forms page. From this page they can initiate new Forms, complete outstanding Forms, and view a complete history of all Forms for their children.

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Any outstanding Parent Slips requiring their attention are clearly highlighted at the top of the page.

Parents can view any Form related to their children by clicking through from the list.

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PDF Creation

Whilst using online forms to capture data is clearly very efficient and a big time and labour saver, sometimes at the end of the day some forms need to be available in the prescribed format for a school’s auspicing body – a state education office; a Catholic CEO – and so the data from School Forms can be easily rendered into PDFs.

Each Form Template can have one or more PDF forms associated.

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The fields on the Form Template are mapped to the fields on the PDF.

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You can then export a School Form to a new PDF file with the various data elements merged into the PDF.

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Staff Create Forms for Students

Staff members can create Forms relating to Students, which may or may not require information or acknowledgement from their Parents. Staff can initiate a new Form from the Dashboard, or by clicking School Forms on the main menu.

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One or more Students can be selected and allocated, so the Form could apply to one student, or to a small group.

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If the Form Template requires a response from Parents, then once the Staff member has completed the Form it will be sent to the relevant Parents to complete and return their response.

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Staff Create Forms

Some Staff Forms will not relate to Students – these could be Professional Learning Requests; Leave/Vacation Requests or other internal administration forms.

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A Form can move through a workflow, with multiple approvals, including sending a notification to nominated staff, perhaps once the Form is complete.

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For more information, or a demonstration of the ParentPaperwork platform, please contact us.

ParentPaperwork announces Single-Sign-On for Google and Office 365 users

ParentPaperwork is pleased to announce the availability for both Google and Office 365 Single Sign On (SSO).

Increasingly schools in Australia and around the world are moving to implement a range of cloud-based technology services, it is not unusual for a school to have a couple of dozen online tools and services deployed including student and learning management systems.

This week ParentPaperwork joins the list of technology providers to schools offering both Google and Office 365 sign in capability. School staff can log into ParentPaperwork using the same user name and password they use across other applications in their school. The login is seamless and gives instant access to ParentPaperwork’s unique online forms platform without the school’s ICT staff configuring and managing individual user accounts within ParentPaperwork.

Schools wanting to enable SSO for their ParentPaperwork account should email support@parentpaperwork.com, including their SSO domain name. There is no additional cost to schools for this feature.

New Feature: Duplicate Form Templates

The Form Templates in ParentPaperwork are extremely flexible, enabling you to capture all manner of information from parents. Many schools have built quite complex Templates with many fields, but one obstacle has been the inability to re-use a Template by copying it.

We have now enabled a feature to copy a Form Template.

Click Form Templates on the main menu at the left hand side, then click to Edit the Form Template you wish to copy.

Click the Action drop down at top right, and select Duplicate Template.

A complete copy of the Template will be created.

New Feature: Resend Slip Log, plus Resend from Student View page

Back in November last year we announced a new feature, Resending Slips, which enables you to resend the emails to a parent for a specific Student and Slip. We’ve had great feedback from schools – and the number one request has been the ability to know which ones you have resent.

Today we have released an update that fulfills this request.

Every time you resend a Slip to a parent we log this information in the database, and now we give you visibility to that log.

On the Slip page, when viewing the list of Responses, a green envelope icon will display if the email has been resent, hover your mouse over the icon to see the date/time the email was resent.

We have also update the Student View page, the Resend link (and log icon) now is also available on the list of Slips sent to that Student – just to make life easier and saving you having to click back to the Slip View page to resend for a particular Student.

 

Updated email templates in ParentPaperwork

Months ago when we first conceived of ParentPaperwork and built the initial version of the system we created a set of email templates that somewhat put the emphasis on ‘Permission Slips’. That’s because this was the first real demand we had from the first group of schools we consulted with.

Of course over the last few months schools have found many more uses for ParentPaperwork, and the term ‘permission slip’ is now not very accurate.

We’ve now updated three key emails, both to clean them up visually and to replace the phrase ‘permission slip’ with the more appropriate ‘online form’. We have also strengthened the text at the bottom to make it clear to parents that the email is coming from the school.

New Slip Email

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Thanks for Response Email

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Over Due Slip Email

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Parents now see the full ParentPaperwork form after submitting their response to school

Until now after parents completed and submitted their form to school they were shown just a quick summary of the form. If they clicked their link again, this summary was again shown. After feedback from parents and schools we’ve changed this so the full form is displayed after submission, including both the school data fields and the fields the parents completed in order to submit the form.

This makes a lot of sense. Some parents want to be able to print out the form to keep for their records – or if it’s anything like our house, stick on the fridge door to remind us our kids have an excursion on a particular day.

We’ve also done a little bit of work on the print version of the page, so it looks cleaner and more closely aligned to the form you see on screen.