How to set up my Parent Portal for upcoming registration

Setting up Parent Portal for Upcoming Registration:

Announcement Changes:

To change the announcements on the opening page of your Parent Portal:

• Log into Parent Portal as Admin.
• Go to Announcements 
  • In this screen you can edit the announcement from last year or add new ones
  • You can choose where the announcement will go: page, location (top, bottom) 
  • You can make groups for different kinds of announcements (i.e. Reminders, News) to keep thing organized.
• If your Announcement included or was a PDF file (or the like) and you need to change it:
  •  Go to Files (under Announcements on the sidebar)
    • click the "+add" on the top right
    • Browse for the file you want to load
    • Fill in the Expire Date and Description
    • Is Public? should NOT be checked off
    • Hit "Save"
  • Now copy the file name including the extension (i.e. 0005.png or Registration 22-23.jpg)
  • Then go back to Announcements
    • Click edit on the file that needs to be changed and replace this name with the old file name.  
    • You can find it by looking for the extension which is usually .pdf or .jpg (i.e. the long string of data with the URL <img style=”width100%”/srchttps://portal.admirepro.com/content/upload/000/0006.png/> you would replace the “0006.png” with the new file name WITHOUT messing up the rest of the string).

Clearing Out Past Year's Forms on the Portal:

You need to clear out last year’s forms.

• Go to Parent Portal: Submit Student Data
  • Hit "Connect"
  • Under 2. Select Terms to Upload: choose last year’s term/s
  • Right click: select settings
  • Check off the box where it says "Clear"
  • Hit “OK”
  • Run "Submit Student Data"

Assigning Accounts to Parents:

Make sure all the Parents have an account on the Portal and assign an account to the new parents.

• Note:  the User email is the username which is the default email in Admire 
• Admire will not allow an account to have a second Parent Portal account, and an email address used for an account on Parent Portal cannot be used for a second account either.
• To check who already has an account go "Parent Portal, Manage Accounts" and then to the "Online Accounts" tab.
  • Select your portal from the drop down list on the top right hand corner next to where it says "Website"
  • Hit the "Load" button to load the list of who has an account.
  • You can use this tab to check which email is the one used by the Parent for the Portal as the user name.
  • You can change the user email from this screen if needed:
    • Find the Account which needs the change from the list
    • Right click, and select: change email address
    • Type in new address and hit "Ok"
  • You can remove Parents of Alumni who no longer have any students in the school:
    • Right click on the account you want to remove
    • Select: Remove from Portal
• Go to Parent Portal: Manage Accounts
  • Then go to the tab called "Select Accounts"
  • Filter for current parents and/or parents with registration in upcoming term
  • When you hit "Search" it will pull up all the possible accounts based on your filter.
  • Select the accounts you want to upload and hit “Upload”
  • Uses default email on account
  • Message – will tell you error issue
    • If no email – will NOT upload
    • If someone else uses this email already will not upload
  • Note that most Errors that Parents complain about, that they are not getting their temporary passwords, are due to incorrect email address.

Expiring Past Year's Forms:

Expire the Family Forms from the previous year, this way you can reassign the family forms:

• Go to School: Forms: Forms Admin
• In the Forms Admin Screen go to the “Update Forms” tab
• Filter for last year’s forms
  • i.e. Term Name = past year’s term
• Select all of the previous forms
• Select the Expiration Date from the Options, and then choose a date in the Expiration Date drop down.
•  hit “Process.”

Updating Forms:

Update the forms that need updates for the new school year:

• Go to Parent Portal: Forms: Web Form Configuration
  • Hit the "Connect" button to load the forms.
  • Select which form needs the changes and then hit the "Load Form Groups"
  • All the fields in that form will show in the table.
  • Select the button "Setup Fields..." 
  • In the "Display" column you can edit the text
  • This step might require some work from the Professional Services department.  Please reach out to your consultant to arrange this for you.
• To change a PDF form that you want Parents to download from the Portal.
  1. Put the in file on the Admin Portal (this is the same as above instructions for Announcements)
     • Log onto the Portal as Admin and go to Files
     • click the "+add" on the top right
     • Browse for the file you want to load
     • Fill in the Expire Date and Description
     • Is Public? should NOT be checked off
     • Hit "Save"
  2. Once the file is uploaded:
     • Now copy the file name including the extension (i.e. 0005.png or Registration 22-23.jpg).  
     • In your regular Admire go back to Parent Portal: Forms Web Form Configuration
     • Make sure the correct form is selected
     • Select the button "Setup Fields..." 
     • In the "Default Value" column type in the file name with extension that you copied (i.e. 0005.png or Registration 22-23.jpg). 

Assign This Year's Forms to Students/Parents:

Assign Forms to your students so you can give it to them on the Portal

• You can do this in bulk by going to School: Forms: Forms Admin
  • Choose the Form Type
  • Press “Fill Lookup” each time in between forms
  • Filter for which students or which families should have this form that you would like to assign.
  • Check off: Don’t create if Exists" – so that someone who has the form already will not get a second one by mistake.
    1. If this is a Form that the gets assigned each year, you need to prevent doubles from being assigned for this year while still allowing a new one for the current year.  To do that you need to:
       1.  Check off: “Do Create if Exists with Exp Date Prior to".
       2. In the drop down put in the expiration date you entered in step #4.  This will prevent doubles from being assigned for this year but will allow one form to be assigned.
  • Hit “Process”
• You can check what forms got assigned to students by looking at the "Forms" tab under "Affiliates/Forms" in the Student Browser

Pre-filling Forms:

Now you can setup the assigned forms to prefill.  This will allow parents to just scroll through certain forms and only update new things or add changes:

• Go to Parent Portal: Forms: Prefill Form Data
• Hit the "Connect" button and then the "Load" button
• By Form Type: choose All or the specific forms that you want to prefill.
• Some forms have a filter set up.  You will need to check the filter to see if they need updating.  Then update the filters that you have set up, to reflect the upcoming school year or any other changes you might want.  For example you now want to see upcoming registration so you will change the filter to pull for Registration All, with the Term = the upcoming term.  You can edit all the filters directly from this screen. 
• If you setup a filter with a prompt you will need to fill it in now.  The prompt's fill in should appear directly under the filter.
• Select Forms that you want to prefill.  You can use the "Select All" button on the bottom, or manually select the ones you would like.
• Hit “Upload Data”
• This will take time as it is uploading the forms with the prefilled data

Uploading Forms to the Parent Portal:

Now you are ready to send the forms up to the Portal.

• Go to Parent Portal: Submit Student Data
  • Hit the button "Connect" – to connect to portal.
  • Select the term they want to upload then hit “Submit Student Data”. This may take time depending on the amount of data involved.
  • You can filter on settings for a specific form (right click setting, forms, right click on filter and pulls up regular filter box) make sure to check off the "Update" box, if you are doing this.
• You might want to start off with only assigning and uploading forms to one family as a test to make sure everything is in properly and works the way it should.
  • You can then log in on the Parent Portal as that family/user to see what they would see:
    • To do this: on the Admin side of Parent Portal go to Web Access: User Accounts:
      1. Search for the account you want to see
      2. Hit the button next to “View Profile” (it looks like a square with another square and arrow going through it)– you can then see their info and their forms
    • Or if you know their Account Id, go to Web Access: Login as User

Marking Forms Confidential:

If you would like mark certain forms as confidential so only certain staff members can access them:

• First you need to create a User Permission for this 
  • Go to Tools, Administration and then User Permissions
  • In that screen you need to create a new role and assign it to the staff who should have access to these forms.
  • Here is the link for more info on how to do this: https://admire.document360.io/docs/permissions-documentation
• Once the Role is created you can go to Tools, Forms and then Form Type Setup.
  • Select the Form that you want to be confidential
  • Hit the "Edit" button
  • Select the Role you created above in the Role dropdown.
  • Then hit the "Apply" Button.