Back-to-School Guide - Export

Thanks for completing our end-of-year questionnaire – please find below your personalised guide. Click on each stage or scroll down to view step-by-step instructions.

1. Update and send your spreadsheet
2. Wait for confirmation
3. Check your new contact data
4. Check your sending defaults
5. Manage your channels
6. Add and remove staff
7. Invite new parents to the app

1 - Update and send your spreadsheet

Please update the spreadsheet you use to share data with us. Remove any students who are leaving and their relationships with contacts and groups. Important: please do not recycle ID numbers, even after removing students, contacts or groups. Each new record you add should have a brand-new ID number. Then send us your spreadsheet in the usual way, password-protected.

2 - Wait for confirmation

Once we receive your data, we'll check and upload it. We'll confirm once this has happened - please wait for confirmation before continuing.

3 - Check your new contact data

Parent Hub’s Healthcheck section is designed to help you spot any errors that might exist in your contact data. Head to Admin > MIS Data Hub > Healthcheck and click on the tiles to identify common issues, such as:

• missing parental responsibility
• missing or shared mobile numbers

See Identifying issues with parent data in your MIS for more.

4 – Check your sending defaults

Make sure Parent Hub has a default, or preferred, method for reaching at least 1 contact for every student in school. Your ‘default coverage’ stat on the Dashboard gives you an instant picture of how close you are to achieving this: try to make sure it stays at 100%! Click Manage Defaults to fix this.

How to set up default SMS and email sending for priority 1 contacts

5 - Manage your channels

Please archive any channels you definitely won't need - for example, clubs that aren't going to run this year.

Then click Add Channel to create any new ones you'll need and link them to the corresponding MIS groups.

Finally, check the students linked to any channels you decided to keep. Click Followers in the Settings menu to see the students imported from your contact data into this channel.

If you don't see the correct students, or they are missing, edit the linked MIS group(s):

6 - Add and remove staff

If any staff who use Parent Hub are joining or leaving your school this year, you can manage this in Admin > Staff Accounts

• To remove a staff account, click Actions > Remove Staff Account > Confirm
• To invite someone new to Parent Hub, click Invite Staff. Choose "I'd prefer to enter their details manually", then enter their email address and name.

Setting up Parent Hub accounts for other members of staff

If any existing staff are changing channels, you can remove them from their old channels and invite them to their new ones:

• Click on a channel's name to view that channel
• In the channel menu (right-hand side), click the Contributors drop-down box
• Use the X to remove staff, and search for new staff members by name
• Then tap the + to send them an invite

7 - Invite new parents to the app

• Make sure you have a copy of your invite poster to hand (saved somewhere accessible)
• Messages > One-way > Send One-way
• Send to parents of 'whole school'
• Edit contacts
• Remove the app, and add SMS for 'P1 (not on app)' if not already included. Alternatively, you can use email.
• Save & exit
• Write a welcome message and attach your invitation flyer - remember to personalise the message using Merge Tags

That’s it! You’re all ready for a new year of learning. As ever, if we can help at all, please give us a call on 0161 202 4141 or email support@parenthub.co.uk