Live Parent Guide.

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Annabelle Pearson
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1 Live Parent Guide

2 Copyright Paritor Ltd All rights reserved. No part of this book may be reproduced, stored in a retrieval system or transmitted in any form or by any means, without the prior written permission of the publisher. The authors and publishers have made every effort in the preparation of this book to ensure the accuracy of the information. However, the information contained in this book is provided without warranty, either express or implied. Neither the authors nor the publishers will be held liable for any damages caused, or alleged to be caused, either directly or indirectly by this book. First Printed May 2014 Issue 1 Published by Paritor Ltd Elizabeth House, Emperor Way, Exeter, EX1 3QS Tel (01395) info@paritor.co.uk 2

3 Preface Paritor Ensemble is a living product constantly being enhanced as a result of User feedback and comment. Every attempt is made to keep this document up to date at all times. If you discover any errors in this document please let us know by either raising a support ticket or sending an to support@paritor.co.uk. 3

4 Introduction Paritor Live Parent is an additional feature to Paritor Ensemble. It is a web interface that allows Parents to enrol their children into offered activities. Once enrolled pupils will be placed on a waiting list, which is then managed by users of Ensemble. This guide will take you through the process of setting up Live Parent, this includes: setting up Prospectuses for venues and editing the enrolment process. 4

5 Contents Prospectuses... 6 Creating a new Prospectus... 6 Assigning a Prospectus to a venue... 8 Live Parent Step by Step... 9 Log In Screen Begin Registration Step 1- Venue Step 2- Tuition Step 3- Pupil Step 4- Parent/Guardian details Step 5- Payment Step 6- Privacy Step 7- Checkout Online Portal Parameters General Start Date Options Venue Descriptions Pupil Details Finance Images URLs Custom Text

Prospectuses Prospectuses allow you to set up the activities on offer, these can then be linked to a venue. Once a parent selects a venue, they will then be able to select activities you have defined.

6 Prospectuses Prospectuses allow you to set up the activities on offer, these can then be linked to a venue. Once a parent selects a venue, they will then be able to select activities you have defined. These are created in Ensemble, this part of the guide will explain how to set these up. Creating a new Prospectus To create a new Prospectus: Activities (Menu Bar) > Prospectus > New Prospectus By selecting the specified options, a Prospectus record card will pop out in front of the main screen, you will need to select the Prospectus tab to view the three options shown New Prospectus Activity, Remove Prospectus Activity, Edit Prospectus Activity. First you should give the Prospectus a name, next add a New Prospectus Activity. 6

This will open a new window, from which you can define your Activity and set up to 4 charges. These will be the options a parent will view on Live Parent.

7 This will open a new window, from which you can define your Activity and set up to 4 charges. These will be the options a parent will view on Live Parent. The active option allows you to toggle Activity on and off, if the box is ticked it is an option to parent and unticked will be removed. Once happy with the Prospectus activities, click Save and Close. Repeat this process until your Prospectus is complete. 7

Assigning a Prospectus to a venue To assign a Prospectus you must access a venue from Ensemble. In this example I will demonstrate using a School record.

8 Assigning a Prospectus to a venue To assign a Prospectus you must access a venue from Ensemble. In this example I will demonstrate using a School record. To navigate to a School: Tuition (Menu Bar) > Schools > Open the School you wish to add the Prospectus too You need to then check the Prospectus tick box and select the correct Prospectus from the drop down box. SUMMARY Create a Prospectus Activities > Prospectus > New Prospectus > Prospectus Tab > Add new Prospectus Activity Assign a Prospectus to a venue Tuition > Select a Venue > Check the Prospectus box > Choose Prospectus 8

9 Live Parent Step by Step This section of the guide will walk you through the process of a parent enrolling their child. Below is a flow diagram to illustrate this: Live Parent Home Screen Existing customer- Log in New or existing customer Begin Registration New customer- Register Choose a venue and a start date Select a lesson and a charge Enter parent information Y Select payment options e.g Direct Debit Select privacy options e.g agree to photo consent Add another pupil N Checkout- Agree to terms and conditions 9

10 Log In Screen This is the first screen that a customer will view, a link should be placed on your website to navigate to this screen. You are able to add your own logo in the Parameters, this will be explained in the Online Portal Parameters section. A new parent will register, once registered returning parents can log in. Begin Registration This is the home screen, by clicking begin registration parents will be taken to the enrolment portal. 10

11 Step 1- Venue The first step is to choose a Venue, this can be a School, Centre or Group. Each venue is defined by you from Ensemble. As part of this step a parent will also need to select when they would like their child to start tuition. Click Next to progress. 11

12 Step 2- Tuition At the Tuition stage the parent will need to select the type of Activity and which charge they wish to agree to. This allows you to offer different types of lessons with different charges e.g a 20 minute, 30 minute and group lesson. Click Next to progress or Previous to review the previous page. 12

Step 3- Pupil This is the stage in which the parent enters the Pupil information this will be merged with an existing pupil record card in the Ensemble database

13 Step 3- Pupil This is the stage in which the parent enters the Pupil information this will be merged with an existing pupil record card in the Ensemble database should the details match. A variety of options can be added using the Online Portal Parameters. Click Next to progress or Previous to review the previous page. 13

Step 4- Parent/Guardian details The parent registering will then need to set a Relationship Type to their child (e.g. Mother, Father) there is also space for a second parent/guardian contact.

14 Step 4- Parent/Guardian details The parent registering will then need to set a Relationship Type to their child (e.g. Mother, Father) there is also space for a second parent/guardian contact. Note: This can be turned off should that be a preference. Click Next to progress or Previous to review the previous page. 14

15 Step 5- Payment At the Payment stage the customer can select to pay by direct debit, they can also enter their bank details to form the process of requesting funds through Ensemble via an external finance system. Click Next to progress or Previous to review the previous page. 15

16 Step 6- Privacy On this screen, you can capture up to 4 consents defined in ensemble. An example of this one would be photo consent. Click Next to progress or Previous to review the previous page. 16

17 Step 7- Checkout Finally the customer is taken to a checkout screen where they are able to review their enrolment. At this stage the parent can add a second pupil or enrol agreeing to terms and conditions. Once enrolled the parent will receive an with all the details on. 17

Online Portal Parameters The Online Portal Parameters are located within Ensemble, from which you can alter the Live Parent online enrolment forms.

18 Online Portal Parameters The Online Portal Parameters are located within Ensemble, from which you can alter the Live Parent online enrolment forms. This section of the guide will take you through each option and their effect on the online enrolment forms. To navigate to the Online Portal Parameters click on: Tools (Ribbon Menu) > Parameters > Online Portal Parameters Above is an image of the Portal Parameters, in this first tab named Live Parent is the entirety of the options. The below section of the guide will explain each of these options. General Show Monetary Values- This will display the cost of the lesson on step 2 after selecting an activity Request Pupil Consent Information- This toggles on and off Step 6. Note: If unticked it will be assumed the parent agrees to choices, this should be placed in terms and conditions Display Town- For large services this allows schools and centres to be filtered by town, this affects step 1 18

19 Start Date Options All of these options affect the start date choices the parent has at Step 1. Show Start ASAP- If selected this will allow the parent to choose to put the pupil on the waiting list with the view to start in the next available lesson Show Start Next Term- This option will place the pupil to start the following term Show Start Next Half Term- This option will place the pupil to start the following half term Venue Descriptions These options allow you to change what a school, centre or group is described as in the online portal. e.g Group can be described as Ensemble, Music centre could be Saturday Centre. Pupil Details These options affect Step 3 and 4 the stage where Pupil and Parent information can be added. Request Ethnicity- This option adds an ethnic group drop down to step 3 for pupil details. If this option is selected it is a requirement. Ethnic groups can be defined in the system tab of ensemble. Request Emergency Contact Number- This choice will add another contact number to the pupil information. Request Free School Meals- Adds a tick box to the pupil info to allow them to inform you if they received free school meals. Request Looked After Child- Adds a tick box to inform whether pupil is looked after. Request Disability- Adds a tick box to inform whether pupil is disabled. Request Special Educational Needs Number- This will add a box in which the parent can put in a SEN number, this should be used instead of display SEN as tick box if at all. Display SEN as Tickbox- This will add a tick box to inform whether a child is SEN. Show Parent 2 Entry Form- This option affects step 4, if unselected it will not ask for 2 parent information. Age Range- This defines the accepted range of a pupil in step 3. If a date is selected outside of the range the website user will be informed it is not a valid age and not allowed to continue until a valid age is selected. Finance These options affect step 5 if both options are unselected step 5 will not appear. 19

20 Images This section allows you to upload a header and footer logo to be inputted into Live Parent, you will need to select the Images tab. To upload a logo click the button this will take you to your Windows File Explorer to select a picture. The red X logo will removed any image. 20

21 URLs There are several places where links can be made to external webpages, click the URLs tab to input these. Return URL- At the end of the process the parent will be taken to this web address Help URL- On most pages there is a blue question mark link, when a customer clicks this they will taken to the page defined here. Terms and Conditions URL- At step 7 the checkout screen, the customer needs to agree to terms and conditions, a link will take them to this URL Direct Debit Form- If Direct Debit is toggled in the payment screen the parent can download a form from this URL 21

22 Custom Text On each of the pages you can place custom text, these are defined on the remaining tabs. Title- The title text will appear at the top of each page e.g Borsetshire Music Service- Online Enrolment Form Register- This text will appear for a parent registering an account e.g Please enter the below details to register for Borsetshire Music Service- Online Enrolment Form Intro- This text will appear on the begin registration page e.g Welcome to Borsetshire Music Service- Online Enrolment Form Activity Notes- this text will appear on step 2 Pupil- This text will appear on step 3 Parent- This text will appear on step 4 Privacy- This text will appear on step 5 Payment- This text will appear at the end of the process e,g Congratulations, this Pupil has been added onto a Waiting List. We will contact you when we have found a space to start tuition. In the mean time, if you have any questions please contact us on applications@borchestermusic.org.uk 22

Early Years - Two Year Old Funding Citizen Portal

Early Years - Two Year Old Funding Citizen Portal last updated for the Summer 2017 (3.63) release Handbook Revision History Version Published on Summer 2017 (3.63) - 1.0 18/07/2017 Doc Ref Early Years