How do I print a guide for parents?
There is a customisable guide to help parents use the system which can be found in the Template Letters section of the Parents' Evening System admin home page.
This article shows you when to keep, or remove, particular parts of the guide.
When you open the guide, you will see screenshots of the parent section on the left and some text on the right. Where that text is red, it describes when you should delete the areas below it.
Setting the Link
In the link in the "Browse to https://WebAddress.parentseveningsystem.co.uk" text at the top of the guide, "WebAddress" needs to be replaced with the system name of your school's system.
Step 1: Login
Depending on your school's selected login method, there are 3 ways the system can look. There is a screenshot for each of them:
Parents log in using Firefly
In cases where your school uses Firefly for parental logins, you'll want to leave the relevant screenshot only.
In addition, you need to remove the paragraph on the right regarding login codes. If you are using our SIMS integration and synchronise the preferred names for your students as opposed to their legal names, leave the paragraph for preferred forenames there, otherwise remove it.
Parents log in using an 8 digit code
If you use 8 digit login codes to facilitate parental logins, you should delete all but the second screenshot.
In the instructions on the right, remove the paragraph regarding Firefly logins. If you are using our SIMS integration and synchronise the preferred names for your students as opposed to their legal names, leave the paragraph for preferred forenames there, otherwise remove it.
Parents log in using their name
If your parents log in using their name and their student's name along with the student's date of birth or registration class, you should remove all but the top screenshot.
You should also remove the paragraphs on the right regarding login codes and Firefly logins. If you are using our SIMS integration and synchronise the preferred names for your students as opposed to their legal names, leave the paragraph for preferred forenames there, otherwise remove it.
Not sure how parents log in?
You can find what you have set on your system by going to System Settings > Parent Authentication:
If you selected "None" under the Single Sign-On section, the guide you use will depend on which option you select under Authentication Method.
Step 4: Choose Teachers
The choose teachers page can look different depending on your school's teaching structure.
If your school is a primary school, and only has the class' main teacher available, with perhaps a few school contacts, use the screenshot at the top and delete the bottom one.
If your school is a secondary school, and has multiple different classes per student, use the screenshot at the bottom and delete the top one.
If your school doesn't import parents into the system - which generally happens in cases where you import the students via a CSV file - then you need to keep the last paragraph regarding adding other children. Otherwise, remove it.
The instructions to keep on the right side depend on how your data is imported, and which Parents can only book pre-selected teachers option you chose:
Our school imports classes via management system integration or CSV files
If your school uses management system integration, or uploads class data via a CSV, leave the text regarding selecting teachers to book with. In cases where data is synchronised, the teachers teaching the students will be shown on this page for selection. If the evening set up has the Parents can only book pre-selected teachers option turned off, leave the paragraph regarding adding another teacher. If not, remove the paragraph.
Remove the section on adding another child.
Our school doesn't import classes
If your school doesn't import classes, the system will disable the Parents can only book pre-selected teachers option on the evening set up page. You will want to remove the paragraph telling parents to select the teachers they'd like to book with since this list will need to be populated by the parent.
I'm not sure if my school imports data or not
You can check to see if your school imports parents by going to the Parents tab and clicking the Edit button (pencil icon) which appears to the right of the record when you hover over it.
If the parent was synced from a management system, this will be identified by text on the right of the screen, for example:
In order to check if your school is importing classes, go to the View Classes page via your Parents' Evening System home page. Select a department involved in an evening in the drop down on the left hand side. If the right hand side then displays classes then your school has imported classes in some way - either via a CSV or the school's management system.
Step 5b (Manual): Book Appointments
If your evening is set up to have notes available to the parents, you'll want to keep the paragraph regarding notes on the evening.
If you're not sure if that's the case, go into the Evening Edit page and check to see if the Allow parents to store messages with appointments option is turned on. If so, parents will be able to leave notes on the evening and you should keep the paragraph.