Use the Create Parent Accounts option in the pink drop down list to generate Parent Portal activation letters. The Parent Portal is used as an alternative form of communication with parents. Generated activation letters contain a Parent Portal number and password. Parents must use the information in the letter to activate their account before they can use the Parent Portal.
The Parent Portal is different from the Admissions Portal. Admissions Portal access is available for anyone through your website portal widget.
To generate Parent Portal activation letters, follow the steps below:
- In the Admissions module, select the Applicant tab.
- Use your preferred search method to find the applicant records that you want to work with. See Searching for Applicant and Parent Records for more information on searching for applicant records.
The Applicant Records List is displayed:
- Select applicant records using the checkboxes next to each Applicant's Name. Check the box in the header bar to select all the records displayed.
- In the pink drop down list select Create Parent Accounts.
The Parent Portal Mail Merge Preview window is displayed:
- In Parent Portal Letter Templates select the Portal invitation (or similarly named) letter.
- In Address Type Selection use the lists available to select pupil contacts. Hold Ctrl to make multiple selections in a list, if required. If no selections are made here letters are generated for all contacts. Select:
- Relation Type. The pupil contacts who are to receive the letter.
- Address Type. The address where the letter is to be sent. If the selected Relation Type does not have the Address Type selected no letter will be generated.
- Mailing Options. Pupil contacts are setup to receive different types of correspondence. Filter the pupil contacts you have selected using the checkboxes available.
- Select a Letter Template to apply to your letter. This determines the layout of your letter.
- Click Mail Merge.
You are prompted when the mail merge is complete. - Choose to either:
- Click View the Merge Report. Use this to review the applicant contacts for any account issues. For example, if an activation letter has already been generated but not activated it is listed here.
or - Click Download the Word Document. Choose to Open or Save and print the letter file, as required.
or - Click Back to Merge Options. Use this to rerun the mail merge, if required.
- Click View the Merge Report. Use this to review the applicant contacts for any account issues. For example, if an activation letter has already been generated but not activated it is listed here.