Arbor September Readiness Checklist

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Entering new parent/staff details on Arbor

For parent/staff contact details to be successfully imported into Schoolcomms, there are certain guidelines which need to be followed.

Parental responsibility also needs to be applied in Arbor 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.

Import Settings

You can check the data you are currently importing from Arbor via Schoolcomms Web version.

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

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.

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.

If your school has a Scheduled Import set up using your Schoolcomms user credentials, please ensure that the credentials are updated on the Task Scheduler; you may need your IT Support to assist you with this.

Leavers

IMPORTANT

When deleting your leavers from Schoolcomms, this is a permanent deletion; only complete once you are certain you no longer need to access any related information or communicate through Schoolcomms.

School leavers need to be given a leaving date (employment end date for staff members) and once the leaving date has passed, they will be taken off roll. Once they are leavers, they can be permanently deleted from Schoolcomms.

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.

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.

Adding/amending Bank Details Payments

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

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

Payments

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

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.

Text Credits

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

Space Usage

Archive messages and clean up the inbox.

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.

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.

 Schoolcomms Dinners help guide

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.

Clubs

Amend existing or create new Clubs and connecting payment requests. Add new students to Clubs and Payment requests once they have been imported after they have hit date of admission in your MIS.

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

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

IMPORTANT

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

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