Infocare Parent Portal

Transcription

1 Introduction Infocare Parent Portal The Parent Portal is a fantastic tool which allows the parents and contacts to use the internet to securely see the learning experiences of their children, newsletters, events at your centre etc. Parents and contacts will have their own personal username and password which will give them access to their own child s information and the information of the centre too. This information can be in a range of formats: basic notes, word documents, jpeg s, pdf s and media files etc. Like with other internet sites, parents and contacts will be able to log in at their leisure to see the latest news and stories pertaining to their child, and your centre. Using the Notes function, you can easily upload the files of your choice by selecting the option to Show Parent. Using the Notes functionality, you can add, change and delete notes keeping information up to date. For example, if you have a limited time special offer, you can set a reminder to remove this promotion when it expires. There are four sections of information that can be shared depending on your requirements. 1. Child Gallery (and/or) Files specific to a parent/contacts child which is only available to them. 2. Child Photo Gallery (and/or) Photos specific to a parent/contacts child and your centre which is only available to them. 3. Centre Gallery (and/or) Information and files applicable to your centre are displayed, such as newsletters, policies and event information etc. 4. Child s Account (and/or) Showing specifically a parent/contacts their child s specific account transaction information for the date range they specify and for the person responsible for that account. There are two additional areas which are automatically available when parents or contacts access is set up for the Parent Portal. These are Change Password and Contact Us. To set up the Parent Portal function, please contact your organisation/business Infocare support person if you have one; or the Helpdesk directly.

2 Following are instructions for the various Parent Portal topics: Setting up the Parent Portal... 2 User s Access... 2 Parents or Contacts Access... 3 Child Gallery... 7 Child Photo Gallery... 8 Centre Gallery... 9 Setting up the Parent Portal How do I get access to the parent portal function? Contact the Infocare helpdesk on or [email protected] or User s Access Who has access to put information into the parent portal? Any user that has been granted access to General Notes and Child Notes in the User Update screen. If you want to update a user s access to add/update/deleted notes, follow these steps: 1. From the Home screen, go to Centre 2. Select Users 3. Select the staff member s name from the drop down box and click Modify 4. Choose the level of access in both the General Notes and Child Notes 5. Type in and confirm their password 6. Click Update Who can allocate or reset a parent or contact s password? Any user that has been granted access to Parent s Password in the User Update screen can allocate and reset a parent or contacts password. Parents and contacts too can change their own password. To allow a user access to parent or contact s passwords, follow these steps: 1. From the Home screen, go to Centre 2. Select Users 3. Select the staff member s name from the drop down box and click Modify 4. Choose the level of access in the Parent s Password field 5. Type in and confirm their password 6. Click Update

3 Parents or Contacts Access In the first instance, you need to create a letter which can be ed to the parents or contacts detailing their login information and how to access the Parent Portal in general. This letter needs to be saved as a Web page and then uploaded to Infocare using the Upload Files facility under Utilities. A sample of the letter is available at And looks like : LOGO TODAYSDATE Dear CONTACTNAME Parent Portal for CENTRE Welcome to the Parent Portal for CENTRE. We are pleased to present this facility to you which will enable you to share in the learning experiences for your child at CENTRE by viewing their learning stories and photographs online. We encourage you to check the portal frequently as we are continually updating the site with fresh content. We would also encourage you to use the Contact us and Send Feedback links to give us feedback. Each time we add new content to any of your child s Parent Portal galleries, you will be sent an with the relevant link to access the information. To access the Parent Portal at any time, please use the following link:- PARENTPORTALURL Your username is USERNAME and your password is PASSWORD If you have any questions regarding the Parent Portal, please don t hesitate to contact us on TELEPHONE or us at . Kind regards, CENTRE

4 Once you have created your letter or downloaded the sample from our website and saved it to your computer, you need to upload it to the Infocare server by taking the following steps: 1. From the home page click on Utilities 2. Click on Upload Files 3. Click Browse 4. Click on the location where you saved the Parent Portal.html file and then click Open 5. Click Continue. How do I give parents or contacts access? Once you have set up the Parent Portal function with Info-care, parents and contacts need a username and a password. We recommend uploading the standard from Their username is their own address and their password will be generated by taking the following steps: To set up access: 7. Go to the child selection screen 8. Select the child 9. Click Contacts 10. Click Parent Portal on the contact required 11. Ensure that the Reset Password check box at the top right of the screen is checked 12. Click Send to send an to the contact with details of how they log on to the parent portal Now they will be able to log in with their address as their username and the password allocated.

5 How do I teach my parents and contacts how to use it? You tell them it is like any other internet site. 1. Click on the internet link sent in the 2. Enter their username (remember, it is their address) 3. Enter their password (the one automatically and sent in the ; or the one they have changed it to) 4. Select the icon they are interested in: Child Gallery 1. Click [Child s name] Gallery 2. Click View next to the item of interest 3. Click the link if there is one available which will open a new window (they can close it when they have finished 4. Click Previous or the back button when finished 5. Click the Home icon at the top right of the screen to go back to the main menu Child Photo Gallery 1. Click [Child s name] Photo Gallery 2. Click Previous or the back button when finished 3. Click the Home icon at the top right of the screen to go back to the main menu Centre Gallery 1. Click [Centre s name] Gallery 2. Click View by the item of interest 3. Click the link if there is one available which will open a new window (they can close it when they have finished 4. Click previous or the back button when finished 5. Click the home icon at the top right of the screen to go back to the main menu Child s Account (if they have access) 1. Click [Child s name] Account 2. Select the From date using the drop down box 3. Select the To date using the drop down box 4. Click Search 5. Click Previous or the back button when finished 6. Click the Home icon at the top right of the screen to go back to the main menu

6 Change Password 1. Type their new password into the Password field. The password needs to be a minimum of 4 alpha characters and 2 numeric characters e.g puddle96 is ok but puddle is not ok 2. Re-type their password into the Confirm Password field 3. Click Update Please note: if the new passwords do not match, they will be asked to re-enter them. Contact Us 1. Click Contact Us to find your centre information Please note: if they would like to you, they can click on the address which will open a new message using their software. How can I safely let them know what their password is? All information they need is ed to their address when you click Send when you are in the Parent Portal Update screen. We recommend using the template available at Can our parents and contacts change their password? Yes, they can change their password at any time by logging into the Parent Portal and selecting the icon Change Password. They will then need to enter their new password firstly in Password and secondly in Confirm Password For security reasons, only system generated passwords will be displayed in the Portal Update screen. If a contact has changed their password, this will display as secret in the password field. What if they forget their password? You can reset their password for them. 1. Go to the child selection screen 2. Select the child 3. Click Contacts 4. Click Parent Portal on the contact 5. Click Reset Password at the top right of the screen 6. Click Send

7 What happens when the child leaves? Their access will automatically end one month after their leaving date. You will still have access to be able to print the information for the parent or contact, but they will no longer be able to log in to the Parent Portal for that child. All data for the child will be removed from the system 6 months after the child has left the centre. Child Gallery How do I put things into a child s gallery? As well as typing in notes, you can also upload files you may have already created such as word documents, photos,.pdf files etc. Depending on the type of file, the uploaded files must be 2Mb or less. Hints: If you have a jpeg that is greater than 2Mb, most photo viewer programs will have the option to the photo offering to compress it. Select this option and it to yourself. Once you open the attachment save the new file the compressed form. Saving documents in a PDF format will give you the option to compress a file for Publishing Online this will decrease the size of your file while still giving a quality document for viewing on the internet. Please note: Some file formats such as Word, Publisher etc. can be modified once they have been opened by the reader. We recommend that you save your word and other documents as.pdf files and upload these.pdf files rather than the original files. 1. Go to the Notes View by clicking Notes in the Child Selection screen 2. Click Add Note 3. Either select a Topic from the list or type your own topic in Enter Topic 4. Type in the subject 5. Click the tick box beside Show Parent 6. Click the tick box beside Notification 7. Enter a message (optional) 8. Click Attach file if you have a document already created you would like to attach 9. Click Browse to find the saved file 10. Click Continue 11. Once the file has been uploaded, the Notes Update screen will again appear showing the document or photo you have attached 12. Click Update

8 Can I change what I have put in the Child Gallery? Yes, like with the existing notes function, you can modify and delete notes previously created. 1. Go to the Notes View by clicking Notes in the Child Selection screen 2. Make the changes required 3. Click Update The note is now changed. Can I remove/delete what I have put in the Child Gallery? Yes, like with the standard Infocare notes function, you can modify and delete notes previously created. 1. Go to the Notes View by clicking Notes in the Child Selection screen 2. Click Modify beside the note you would like to delete 3. Click Delete The note is deleted. Child Photo Gallery How do I put things into a child s photo gallery? 1. Go to the Child Selection screen and select the child from the drop down box 2. Click Photos to go to the Photo Album 3. Select either This child only or All children if the photo is for everyone 4. Click Upload Photo 5. Type in any comments 6. Click Browse to find the photo 7. Click Continue 8. Once the file has been uploaded, it will display in the Photo Album 9. Click Previous Can I remove/delete what I have put in the Child Photo Gallery? Yes, following these steps 1. Go to the Child Selection screen and select the child from the drop down box 2. Click Photos to go to the Photo Album 3. Below the photo you would like to delete, click Delete and the photo is deleted instantly 4. Click Previous

9 Centre Gallery How do I put things into the centre gallery? As well as typing in notes, you can also upload files you may have already created such as word documents, photos, pdf files etc. The uploaded files must be 500 kb or less. Hints: If you have a jpeg that is greater than 2Mb, most photo viewer programs will have the option to the photo offering to compress it. Select this option and it to yourself. Once you open the attachment save the new file the compressed form. Saving documents in a PDF format will give you the option to compress a file for Publishing Online this will decrease the size of your file while still giving a quality document for viewing on the internet. Please note: Some file formats such as Word, Publisher etc can be modified once they have been opened by the reader. We recommend that you save your word and other documents as.pdf files and upload these.pdf files rather than the original files. 1. Go to the Notes View by clicking on the purple Notes puzzle piece on the right hand side 2. Click the General Notes radio button 3. Click Add Note 4. Either select a Topic from the list or type your own topic in Enter Topic 5. Type in the subject 6. Click the tick box beside Show parent and notification 7. Enter a message (optional) 8. Click Attach file if you have a document already created you would like to attach 9. Click Browse to find the saved file 10. Click Continue 11. Once download is complete the Notes Update screen will again appear showing the document or photo you have attached 12. Click Update

10 Can I change what I have put in the Centre Gallery? Yes, like with the existing notes function, you can modify and delete notes previously created. 1. Go to the Notes View by clicking on the purple Notes puzzle piece on the right hand side 2. Click the General Notes radio button 3. Click Modify beside the note you would like to change 4. Make the changes required 5. Click Update The note is now changed. Can I remove/delete what I have put in the Child Gallery? Yes, like with the existing notes function, you can modify and delete notes previously created. 1. Go to the Notes View by clicking on the purple Notes puzzle piece on the right hand side 2. Click the General Notes radio button 3. Click Modify beside the note you would like delete 4. Click Delete The note is deleted.