Guide for parents in use of mininstitution as digital communications tool

Transcription

1 Guide for parents in use of mininstitution as digital communications tool 1

2 Communication tool Contents mininstitution - guidance for parents... 3 Log in to the system... 4 Set up your profile on mininstitution... Fejl! Bogmærke er ikke defineret. Update information about your child... Fejl! Bogmærke er ikke defineret. Create agreements... 9 Keep track of your activities... Fejl! Bogmærke er ikke defineret. Read and send messages... Fejl! Bogmærke er ikke defineret. Documents from the institution... Fejl! Bogmærke er ikke defineret. Settings for and SMS Send SMS for sick leave, days off Keep track of vacation and absence See staff members Find a play list View and download pictures from the institution Access mininstitution via app

3 mininstitution instruction for parents mininstitution is a solution, which among other things allows the institutions to communicate electronically with parents and vice versa. With mininstitution it becomes much easier for you as a parent to handle communication with the institution. All information are gathered in one place, and via computer, text message or an app on your mobile you can report absence and illness, send messages about, for example, play dates and pick up times, or read news and messages from the institution. You can update your child's data, set permissions, register holidays and join events and much more. Important messages are no longer a hassle, when picking up or delivering your child and, and you no longer have to call and disturb the staff with a short but necessary message. Instead, the communication between home and institution is electronically and on the go - so it fits into a busy schedule. This manual gives you info on how to use the system and the many opportunities it offers. Enjoy 3

4 Log in to the system mininstitution can be accessed either via or via your ForældreIntra. If you choose to log in via the website, you will see this picture on the front page: Here, press the "Log on using Easy-Sign-in". This will lead you to the following page: 4

5 Enter your NemID username and password and click Næste (Next). You can also access mininstitution directly through your ForældreIntra. Are you already logged onto ForældreIntra, it will not be necessary for you to use any login, since it offers single-signon. All you have to do, is clik on the link as shown below: Set up your profile on mininstitution The first page you reach is this one: 5

6 On this front page you can view latest news and reminders from the institution. Upon the first login, it is VERY important that you fill in your mobil number and , so the institution always know how to contact you. Click on Rediger (edit) to fill out your personal contact details. Here you can fill out the needed information. Skjul for andre means to hide you from others. Billede means picture, you can upload your picture by clicking on Gennemse (browse). Slet billed means delete image. Remember to click Gem to save your chages. 6

7 Update information about your child Click on your child s photo to enter the child s record. Here you can add a lot of helpful information about your child, like special precautions or needs, meeting times, vaccines and other medical information etc. Please also upload a picture of your child, by clicking on Rediger (edit). The image you upload will also be the image that appears in the Info panel. To register the child s come- and go times, click on Angiv (set) as shown below: 7

8 This will bring you to this page, where you can register arrival and leave times for each day. Remember to click Gem to save. Gælder alle uger means that all weeks are alike. Lige uger means even weeks and Ulige uger means odd weeks. Please pick your preferenc. Once you have entered a time during Monday, you can click on the little arrow if you want this time copied into the rest of the days of the week. Finish with Gem (save). Also note that on the record card can add special precautions or needs if there is anything we should be aware of. It could be, for example, if your child is on medication, has allergy etc. You can also add permissions such that your children can join public transportation, may be photographed, etc. Må optræde på legelisten for andre forældre means May appear on play list for other parents". Må vise fødselsdag på infotavle og i lister means "Do show birthday on the information board and lists". These two permissions is required for your child to appear on play list and show birthday on information board. The right side you can add additional contacts by clicking on Tilføj kontaktperson, which is commonly used add grandparents and other family members. Please choose the correct relation status and click Tilføj (add) to save. 8

9 Create agreements On the tab Aftaler (agreements) you can create single and weekly appointments for the child you are currently viewing. It is important for us to know if the child for example has to go early on a fixed day of the week. In this way, there will be no misunderstandings at any time. Keep track of your activities When we as institution create a new activite that you and/or your child can sign up for, will this activity be visible on the main page under Påmindelser (reminders). From here you can see who is participating and you can sign up directly from the front page. 9

10 By clicking Frameld/tilmeld (subscribe/unsubscribe) you can join or leave the activity or edit in the people joining. Here you can add or remove parents and contacts to the activity. On the tab Aktiviteter you can get an overview of all activities and see the current status. They are divided into three groups: Tilbudte aktiviteter: activities you have yet not considered Tilmeldte aktiviteter: activities you have joined Frameldte aktiviteter: activities you have declined or unsubscribed from 10

11 Read and send messages On the tab Beskeder (messages) you can send us messages, what we will read on your computers or directly on the info board during the day. We are not always able to read and answer messages promptly, so remember to read our guidelines for use of individual messages please. Is is important that you do not use messages to let us know if your child for example needs to go home at a specific time or want to change the scheduled time for pick up etc. In those cases always use Aftaler (agreements). On the message page you can view your send and received messages: To answer a message, just click on it to get the reply-box open. To write a new message, just click Send ny besked (send new message) and the following box will appear. Click in the Send til (send to) box to pick your recipients. Forældrebestyrelse means parental board of directors, and by checking this box, they will receive the message along with any other recipients. Institutionen checkmark will send the message to the institutions main address. The message in italic reads: Please note that messages send to other parents can be viewed by the institution administrator. 11

12 Documents from the institution On the Dok (Doc) tab you can view documents the institution have shared with you, for example newsletters, reports, policies and the like. If the institution has set this as an option, you can also add comments to the documents. 12

13 Settings for and SMS On the og SMS tab you have several options for receiving reminders on your private and/or via SMS for certain types of events. The institution has beforehand chosen events where you can receive reminders by either SMS and/or . Just tick any box where you want to be notified. In this example you will receive information of the child leaving on both on SMS and by Send SMS for sick leave, days off If your institution have activated the SMS module, you can send SMS updates directly. To do this, always use the following number: Please note, that the message must start with the letter B or the word Besked in order for the SMS to be registered as a message in the system. Example: Besked Mads will be picked up by grandma today Example: B Mads will be picked up by grandma today If you wish to SMS your child s absence, in case of disease or vacation, you can do this as well, in the same manner as before. Only this time, it must be written with the child s name followed by either Syg (sick) or Fri (off). Example: Mads syg Example: Mads fri By sending this SMS your child will automatically get registerred as absent. 13

14 Keep track of vacation and absence On the Ferie og fravær tab you can see all holiday periods available. It is important that you indicate if your child is on vacation or coming. By clicking Kommer (coming) you will be promted to fill out which days your child will be attending the insitition in the holiday period. You will have the choice to just pick all days or manually select specific days. it is of great importance that you do this registration promtly, so the institution have a chance to plan the amount of personnel in the holiday periods. In the right side column Fravær (absence) you can register any kind of absence. By registering absence of a specific day or today, you child will be marked with not coming on the info board, so all personnel know that your child is not coming today or on the given date. 14

15 Just click on Registrer fravær to make a new registration. Pick the reason in the dropdown menu next to Fraværstype (absencetype), fill in the dates and press Gem (save) to save and close. Remember that you also can register absence through SMS as stated in the previous chapter or use the App. See staff memebers On the Information tab is a list of all personnel in the institution. By using mouse-over you can view a larger picture of each employee. Find a play list On the Information tap you will find the play list (Legeliste). Here you can find and view contact information on the parents to the other kids in the same institution. This way you can always get at hold of parents if your child wants to play with other kids, invitations for birthdays and so on. 15

16 Click on a letter to find kid names that starts with this letter. Click on Vis detaljer (show info) so see the contact details. To the left is shown how this same information is available on the mobile app. View and download pictures from the institution On the Fotogalleri tab (image gallery) you can view all the pictures the institution has uploaded and shared. Click on the album name to view the pictures in the album. If you want to download any of the pictures, just select the pictures you want and click the Download button. Start slideshow will show you all the pictures directly on the page without saving them. 16

17 You can also tag the kids on the pictures. To do this, click on Angiv hvem der er på billedet (tag) and select the names from the list. This will automatically put the pictures in a folder with only your own children, and this album is visible on the homepage on the link Find billeder med mine børn (find pictures of my kids). Access mininstitution via app MinInstitution has a free app. From this app you can easily send info about sickdays, messages, view play lists, read news etc. You can find your login information directly on the home page. You will need these to download and login to the app the first time. After that, no further login is required. Example of login information for the app: 17

18 Here is shown a few screenprints from the app: We hope you will enjoy the features that mininstitution will provide you as a parent. We kindly remind you that all support-related questions are to be solved directly with the institution. Thank you Team mininstitution UVdata A/S 18