Write to Pupil Parents and Contacts > Set Up Parent Portal Access

Use the pink drop down list in the Pupil Manager module to generate Parent Portal activation letters.

The Parent Portal is used as an alternative form of communication with parents. The letters generated list the Parent Portal URL, 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.

To generate Parent Portal activation letters, follow the steps below:

1. Open the Pupil Manager module, select a pupil records tab:
   
2. Use your preferred search method to find the pupil records that you want to work with.
   The Pupil Records List is displayed:
   
3. Select pupil records using the checkboxes next to each Pupil's Name. Check the box in the header bar to select all the records displayed.
4. In the pink drop down list select Create Parents Accounts.
   The Parent Portal Mail Merge Preview window is displayed:
   
5. In Parent Portal Letter Templates select the Portal invitation (or similarly named) letter.
6. 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 set up to receive different types of correspondence. Filter the pupil contacts you have selected using the checkboxes available.
7. Select a Letter Template to apply to your letter. This determines the layout of your letter.
8. Click Mail Merge.
   You are prompted when the mail merge is complete.
9. Choose to either:
   
   • Click View the Merge Report. Use this to review the pupil 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  Return to previous selection and options page. Use this to rerun the mail merge, if required.