ScholarPack September Readiness Checklist

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Entering new parent/staff details on ScholarPack

For parent/staff contact details to be successfully imported into Schoolcomms, there are certain guidelines which need to be followed. See the ScholarPack Data help guide here

Parental Responsibility also needs to be applied in ScholarPack for parents to be able to give consent, see balances, and make bookings on School Gateway. To review and identify any gaps in data currently imported into your Schoolcomms account, check your registered users with the Management Report.

Access the Management Dashboard help guide here

Import Settings

Check the data you are currently importing from ScholarPack via Schoolcomms Web version here.

To review your Schoolcomms Import Settings, go to Dashboard > Import Management > Edit
settings.

Access the Import ScholarPack Data help guide here

Please note: Wonde imports data on an hourly basis so users will need to wait an hour
after amending any details in your MIS before running an import to ensure the latest data is
imported.

Data issues

Ensure that your data issues are dealt with on a regular basis; if ignored, you may not be communicating to all imported contacts.

Access the Data Issues help guide here

Create/delete Staff Schoolcomms accounts for new/leaving staff members

Your school multi-user administrators can create, unlock, amend, and delete staff Schoolcomms user accounts.

Access the Create Additional Users help guide here

Leavers

Please note: This is a permanent deletion; only complete once you are certain that you no longer need to access any related information or communicate through Schoolcomms. If a school member has left the school and they have been marked as Off Roll (for a student) or ‘Active = No’ (for a staff member) in ScholarPack, they will then be marked as a leaver the next time the import is run in Schoolcomms.

Once you have saved any information/messages relating to these members, and you are certain that no payments or club bookings will need to be made by the parent(s), you can remove them from Schoolcomms using the delete leavers process.

Once they are leavers, they can be permanently deleted from Schoolcomms.

Access the Delete Leavers help guide here

Once students are identified as leavers in Schoolcomms, they can still be messaged as normal, however they will no longer show in their MIS groups. We would recommend that you manually create a Leavers Group in Schoolcomms to continue to message them in bulk before they are deleted as leavers.

Access the Groups help guide here.

Leavers in Meal Manager (Cypad)


The status of leavers will change to Closed once they have been deleted from Schoolcomms, they will then no longer appear on the Whiteboard

Clubs

Amend existing or create new Clubs and connecting payment requests.

Access the Clubs help guide here

Add new students to Clubs and Payment requests once they have been imported after they have hit date of admission in your MIS.

Payments

Amend existing or create new payment requests for the new academic year. 

Access the Payment Requests help guide here

Please Note: Schoolcomms recommends that a new payment request is created if a vast sum of monies has been collected to prevent time-outs.

Refunds

For credit balances for leavers etc, access the Refunds help guide here

Text Credits

Top up text credits to ensure you have enough for the new academic year. Access the Ordering Text Credits help guide here.

Space Usage

Archive messages and clean up the inbox.

Access Archiving via the Web (Sent Items) help guide here

Schoolcomms Dinners

Amend existing or create new Dinner Plans for the New Academic year. Add new students to the Dinner Plan and connecting payment request once they have been imported after they have hit date of admission in your MIS. Access Schoolcomms Dinners help guide here.
UIFSM year groups will not be updated until the first import is run following your Academic promotion being completed in your MIS. We would advise that you do not allow parents to pre-book meals in the Summer.

 

Meal Manager

To ensure that UIFSM meals are charged correctly on your first day of term, run an import in Schoolcomms before 11am so that the updated year groups will be passed to Cypad. Depending on when the first import in the new academic year is run in Schoolcomms, pupils and class groups will update in Cypad after the next data sync:
School members – 6am, 11am, 3pm, and 6pm each day.
The status of leavers will change to Closed once they have been deleted from Schoolcomms, they will then no longer appear on the Whiteboard.
Access the Meal manager help guide here.

Adding/amending Bank Details

As part of our improving security standards, schools will be asked for proof of ownership when adding new bank accounts to Schoolcomms.

Access the Bank Accounts help guide here

School Gateway

Encourage your new and existing parents to register for School Gateway. Useful letter templates can be found in the School Gateway Success Guide here

Also see App/Payments invites in Messaging templates. Further information for parents can be found in the School Gateway help guide here

Please remind parents to ensure they are on the most recent version of School Gateway for the best user experience.

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