Students - How to guide

  Table of Contents
  1. Students Toolbar
  2. Adding & amending student data
  3. Student Allergies, Diet Types & Special menu templates
  4. Reports & tick lists
  5. Integrated Payment Providers


Students Toolbar

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  • Add - Click to add student
  • Select all - Selects all students
  • Export - Exports list of all students
  • Student report - Export a Balance Report or Pre-Selection Report
  • FSM Changes - Lists students added or removed from the FSM list
  • Update - Click to update the student Year/Class and Status
  • Classes - Class Setup window – add year and class
  • Reports:
    • Tick list (Year) (student and meal details)
    • Meals Selected (Year)
    • Tick List (Class)
    • Meals selected (Class)
    • Pre-selection debt (students with not enough funds)
    • Meal selection report
    • Student allergies
    • Student dietary requirements
    • No main choices for students with allergies
    • Initial Balances Template
    • Students with allergies or dietary requirements
  • Filter: 
    • With Allergies
    • Without allergies
    • Allergies not marked
    • New allergy requests
    • With diet type
    • Without diet type
  • Status:
    • All
    • Open
    • Closed
    • On Hold
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Adding & amending student data

Adding a Student

NOTE  If the Site is integrated with a payment provider such as ParentPay or SchoolComms, adding students is not allowed. Editing student information is also restricted to certain fields.

To add or edit student details, payments, allergens and diet type information select a Site, click the Expand Classes [1] cross, select a Class [2] and click the Add button [3] or an existing Student [4].

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In the Edit/Add Student window, enter the following details into the Student tab:

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  1. Name: Enter the first name of the student and a middle name if required.
  2. Surname: Enter the surname of the student.
  3. Nickname: When the Nickname field is populated the Nickname replaces the Student first name on the Whiteboard.
  4. Status: There are three status options to choose from:
    • Open
    • Closed
    • On Hold
  5. Type: There are six Type options to choose from:
    • Nursery
    • Student
    • Staff
    • Special (For students with allergies and food restrictions)
    • Employee discount
    • Other
  6. Year: The drop down list will list all the Year's of the Site.
  7. Class: The drop down list will list all the Classes for the Site.
  8. ID: This is the Identification Number of the Student that is created in accordance with the school's Admin policy.
  9. DOB: Use the calendar to record the Date of Birth.
  10. Mobile: Enter the mobile number of the student if available.
  11. Menu template: Apply a diet/allergy specific template created in Menus for the student
  12. Siblings: If the student has any siblings at the school they will be listed here. This information can only be updated in Cypad Parent Payments.
  13. Photo: Click the Photo icon or existing photo to upload a phot of the student. There is a 300kB size limit for uploading a student’s photo to the database (You can only upload a .jpeg or .png file format).

Remove multiple student templates at once

School Admin users can remove multiple Student Templates at the same time instead of individually removing Student Templates.

Students > select a Class [1] > use the Checkboxes [2] to select students > click the Update [3] button

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In the Update window use the Menu Template drop down list [4] to select <Remove Template> and click the Save [5] button.

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Student Allergies, Diet Types & Special menu templates

NOTE  When the Allergy or Diet Types features are enabled and setup students will be prevented from selecting meals that do not meet their allergy or dietary restrictions

Allergies

IMPORTANT: Student’s must have their allergies recorded in the Allergies and Diet notes. 

 

NOTE If the Enable Allergy Requests function has been enabled for Parents to send allergy or dietary restrictions to the school, the School admin will not be able to edit the Allergies and Diet Notes tabs.

Go to Payments > Students [1] > open the Sites [2] collapsible menu > open the School [3] collapsible menu > open the Classes [4] collapsible menu > select the Class [5] the student is in > select the Student [6] from the list to open the Edit Student window.

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If the student has food allergies go to the Allergies tab [1], select the appropriate check boxes and click Save [4]. If the allergen is not in the allergies list use the Other [2] check box, go to the Diet notes tab [3], enter the food’s the student is allergic to in the Text box [5] (i.e. Bananas) and click Save [4].

Go to the Student Allergies - Reports and Analysis document for advice on using the reporting and analysis features.

NOTE  If the admin user does not click any specific allergies or the other allergies check boxes, the Menu template drop-down list [1] in the Student tab [2] is deactivated.

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On the Whiteboard the student will have the following options:

On the Tablet the cook and student will see the following diet note in Meal Register (All view):

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NOTE: Menu templates for students with Dietary Requirements and Allergies remain active if a Theme day menu is applied to a site/area, making it possible for these students to keep their Special Menu items.

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Diet Types

Setting a Student’s Diet Type will restrict showing Menu Items that have not been marked as safe for the Diet Type in all Meal Selection channels (Manager App, Whiteboard, Parent Bookings and Tablet).

Diet Types explained

  • Vegan: A diet that includes fruits, vegetables, grains and pulses, but excludes honey, dairy, meat, gelatine, animal stock and fats
  • Vegetarian: A vegetarian diet includes fruits, vegetables, grains and pulses along with eggs, dairy and honey but excludes dairy, meat, gelatine, animal stock and fats
  • Pescatarian: A diet includes fruits, vegetables, grains and pulses along with fish and other seafood, but excludes dairy, meat, gelatine, animal stock and fats
  • Halal: Food which adheres to Islamic law, as defined in the Koran
  • No Beef: A diet that excludes all beef products
  • No Pork: A diet that excludes all pork products.

Setting Student Diet Types

For students' with a specific Diet Type (i.e. Halal), click the Student [1] in the Students table, in the Edit Student window click the Diet Type tab [2] and click the Halal check box [3] option before clicking click Save [4].

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Setting a Student’s Diet Type will restrict showing Menu Items that have not been marked as safe for the Diet Type in all Meal Selection channels (Manager App, Whiteboard, Parent Bookings and Tablet).

Vegan Diet Type

If a Student is marked as Vegan, they can select menu items marked as 'Suitable for Vegan'. Menu items 'Suitable for Vegetarian / Halal / Pescatarian' can be selected when 'Suitable for Vegetarian' is also marked.

Vegetarian Diet Type

If a Student is marked as Vegetarian, they can select menu items marked as 'Suitable for Vegetarian / Vegan'. Menu items 'Suitable for Halal / Pescatarian' can be selected when 'Suitable for Vegetarian' is also marked.

Pescatarian Diet Type

If a Student is marked as Pescatarian, they can select menu items marked as 'Suitable for Pescatarian / Vegan / Vegetarian'. Menu items 'Suitable for Halal' can be selected when 'Suitable for Pescatarian' is also marked.

Halal Diet Type

If a Student is marked as Halal, they can select menu items marked as 'Suitable for Halal / Vegetarian / Vegan / Pescatarian'. Menu items marked as 'Contains Beef' can be selected when 'Suitable for Halal' is also marked.

No Beef Diet Type

If a Student is marked as 'No Beef' they cannot select menu items marked as 'Contains Beef'.

No Pork Diet Type

If a Student is marked as 'No Pork' they cannot select menu items marked as 'Contains Pork'.

 

Legacy Conflicting Diet Types

When an existing client is moved to the new Diet Type logic a script will be run to identify and edit any conflicting Diet Types. The script will be forced to remove the least impactful Diet Type i.e. if a Menu Item is set to Suitable for Halal and Contains Pork then Halal will be removed to minimise the risk of a Menu Item that contains Pork being made available to a Muslim student

Conflicting Legacy Diet Types:

  • Suitable for Halal + Contains Pork
  • Suitable for Vegetarian + Contains Pork and, or Contains Beef
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Menu templates for allergy and non-allergy students

Student’s must have their allergies recorded in the Allergies and Diet notes.

Important:  When a student has a menu template assigned to them, any unapplied pre-selections for today or in the future are automatically deleted. A pre-selection for today which has been applied (e.g. it is now the afternoon and the pupil has taken the meal) are not deleted. 

School administrators can assign a special menu to any pupil, not just those with allergies. Special menus will make it possible to meet student’s dietary or lifestyle requirements e.g. Vegan.

Go to Payments > Students > select a student > Edit Student window Student tab [1] > Menu template dropdown [2] > select a Menu template [3] (i.e. Gluten Free Menu)

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When a special menu is assigned to a non-allergy child, the special menu options are available to the child when selecting a meal on the whiteboard.

NOTE  Menu templates for students with Dietary Requirements and Allergies remain active if a Theme day menu is applied to a site/area, making it possible for these students to keep their Special Menu items.

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Bulk updating multiple Menu templates for allergy and non-allergy students

Admin users can assign and update multiple Student Templates to the same template at the same time.

Go to Payments > Students > select a Class [1] > select 1 or more Students [2] > click Update [3]

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Click the Menu Template drop-down [4], select a Menu template and click Save [5].

When you click Save a Warning message will advise that you will overwrite the existing Student templates that have been assigned, click OK [6] to complete the action.

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Click Cancel [7] to stop the update.

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Reports & tick lists

Filter to show total number of students with/without allergies

Go to Payments > Students [1] > select an Area or Site > set the Filter [2] to With allergies.

Click Export [3] to generate an Excel copy [4] of the report.

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Meals Selected Reports

Admin users can configure the Meals Selected (Class)/(Year) reports to filter UIFSM/FSM students to help reconcile paid/unpaid pre-orders, detail allergen/dietary requirements below each student’s name and include students who have made no meal pre-orders.

Go to Payments > Students > select a Region/Site Year/Site Class [1] > click the Reports list [2] button

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Click the Checkbox [4] for ‘Include students with no selections' to include ‘No Selections’ in the Report.

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Set the Date [5] and click either PDF [6] or Excel [7] to generate the Report.

NOTE  The Meal Selection report on the Whiteboard is unchanged and always displays all student names including the students that have no meal selected.

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Meals Selection Summary Reports

Admin users can generate a Meals Selection Summary reports that filter the Meal Selection summary report for the whole Site and Meals Chosen by Class.

Go to Payments > Students > select a Region/Site/Class [1] > Reports [2] > Select Meal Selection Summary [3]

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In the new Meal Selection Summary Report set the Start Date [4] for the Report and leave the Class Selection field [5] set to All or select a specific Class [6].

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To reset the report to the default Date and Class selection click the Refresh button [7].

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Generate Allergy and Diet Type tick lists

Tick-list reports can be generated as with a PDF or Excel document, the tick list reports are used to mark meals at site where tablets are not used or a site where the tablet has stopped working. Allergy and diet type will be shown on the report for the relevant students by Class or Year, for the cook to ensure students with allergies and dietary restrictions are served the correct meals.

Go to Payments > Students > select an Area or Site > Reports [3] button

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NOTE  The reports are dynamically generated in a landscape or portrait orientation depending if 2 or more Menu Item types (e.g. Main, Dessert, Drinks) are shown.

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Generate Reports to show students specific allergies

Go to Payments > Students [1] > select an Area or Site [2] > Reports [3] > Student Allergies [4].

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The student allergies report is generated as an Excel.csv which is automatically downloaded.

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Generate Reports to show students with allergies or dietary requirements  

This report is a combination of the 'Student allergies' and 'Student dietary requirements' reports with an additional column for the 'Diet notes' field.

Go to Payments > Students > select an Area or Site [1] > Reports [2] > select Students with allergies or dietary requirements [3]

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The Students with allergies or dietary requirements report is generated in Excel which is automatically downloaded.

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List export for initial balances

The Payments Students report makes it possible to import initial balances without having to reformat the data.

Go to Payments > Students [1] > Reports button [2] > Initial Balance Template [3]

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The report contains the following columns:

  • School name
  • Year
  • Surname
  • Forenames
  • DOB
  • ID
  • Class
  • FSM eligibility
  • Type
  • Initial balance
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Integrated Payment Providers

Go to Payments > Students > Sites

The SC/PP integrated payments icons reflect the status of the integration. The icon is, by default, Greyed out [1]. This is also the case if the integration package is unsuccessful.

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When a site has sent and received a successful integration package in the last 4 hours it is confirmed as being integrated and working with the payment provider. The payments icon that appears next to site name will be displayed in Colour [2].

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