The Parent Portal

The parent portal has 2 main functions:

• New student registration for the 1st time
  
• For parents to be able to view and manage (limited) their registered children in the music program
  

• Student Ensemble Information
  
• Ability to regsiter additional children into the music program
  
• Form completion (includes permission forms, camp forms, re-enrolment etc.)
  
• Update parent/contact information and profile as well as basic student information
  
• Calendar of Events (that have been shared by the music program)
  
• Documents (that have been shared by the music program)
  
• Invoice and Payment History (not all schools use this function which is an optional display)
  

At the end of each year, you will be managing your registrations for new students to join the music program in the new year as well as the re-enrolment process to confirm which children will be continuing in the music program in the new year.

New student registrations can be done online through the MSM system by setting up a registration form in the admin system that is customized to your needs and then giving parents this web address (unique to your school) to register their children for the music program.

Once parents register on the website, the will automatically be logged into the parent portal. They will see their child’s registration as ‘Awaiting Approval’ and this will only be changed once they have been made active within the admin system.

All new registrations are automatically placed in the admin system under the ‘New’ tab in Students where you can manage the registrations.

To create your new student registration form, click on side menu option Settings then on Parent Portal. Click on the Registration Form tab

Add one or more of the ensembles that new students can register for.

 It is sometimes helpful to create a new group that you can use to collect the students into - for example, create a group called ‘Training Band 2022’ and then put this group into the ensembles list for all new registrations for 2022’s training band students. You could do this for each group that you accept new students into or you could create a ‘New Students 2022’ group where all students register into and then you manage them from that one list.

Instruments
Add the instruments to the list that you allow students to select as their preferred instrument preferences.

IIf you need to add additional instruments that are not currently in the list, you can manage the list of instruments in the ‘Settings’ section under ‘Selector Options’ and then click on ‘Instruments’ to show a list of all the instruments currently listed. You can add or update any instruments from this list which will then be available throughout the MSM system.

 Instrument Preferences
Select the number of instrument preferences you would like students to enter on registration. 

Note: If you do not want to let students select any instrument preferences you can leave the instrument field blank and set preferences to zero and this will then remove the option to select instrument preferences on registration.

 Registration Active
This box must be ticked if you want your registration form to be active. If the box is ticked, a button with ‘New Student Registration’ will be displayed on your parent portal. If this box is not ticked, the button will not be displayed on the parent portal and parents will not be able to register their children.

 Music Information
Add information / instructions for parents / students to assist them with completing the registration form. This information is displayed to parents above your registration questions.

Terms and Conditions
Add your parent / student terms and conditions and the text displayed next to the terms and conditions check box that parents are required to select. This information is displayed to parents when clicking the New Student Registration button on the parent portal. 

Questions
You can add as many questions as you need to your registration form. Click the Add a Question button to add a new question or click on an existing question to edit or delete it.

 When adding a question:

• Enter the question you would like the parent answer. 
  
• Enter the answer options a parent can select from. To enter an option, type the option for example Yes, and tap Enter. This will save that option and allow you to type the next option. You can enter as many options as you like. To remove any options, click on the ‘x’ next to the option and this will remove that option from the list.
  
• Select An answer to this question is required if you would like to force parents to select an option for this question.
  
• Select Allow comments for this question, this gives parents the option to add a comment related to the question.
  
• Enter an optional comment instruction that will be displayed to parents with the question.
  
• Click Add to save your question to the registration form.
  

All students that have been registered through the system will appear in the list of students in the Students – New section in the admin system.

Students can be assigned their confirmed ensemble and instrument prior to making them active in the system. This might be done if you have allocated the student an instrument and want to email the parent the information and ask for confirmation they are happy with the assignment and will still be going ahead in the program prior to making them active in the system. (Active in the system means they are part of the groups on the dashboard and not only found in the ‘new’ student’s section).

To assign the student to all or any of the options, click on the student name and you will see the information about their registration. You can then update the group, instrument and tutor (optional) and click the ‘Save’ button.

You can setup a form to request students in the current music program to confirm if they will be continuing in the music program the following year. To do this a Re-enrolment Form is setup in the admin system, a list of students is then added to the ‘Student’ – ‘Re-enrol’ section of the admin system and the parents are then requested to login to the parent portal to complete the form. Once all the students have completed the form, you can then update their grades and groups in bulk for the following year.

To create your new student registration form, click on side menu option Settings then on Parent Portal. Click on the Re-enrolment Form tab

Title
Enter the title you would like displayed to parents for this re-enrollment form.

 Enrolling Text
Enter the text to be displayed next to the checkbox that parents are required to select if they are re-enrolling their child for next year's music program.

 Enrolling Info
Enter information / instructions displayed to parents about completing the re-enrollment form.

 Questions
You can add as many questions as you like. Click the Add a Question button to add a new question or click on an existing question to edit or delete it.

When adding a question:

• Enter the question you would like the parent answer. 
  
• Enter the answer options a parent can select from. To enter an option, type the option for example Yes, and tap Enter. This will save that option and allow you to type the next option. You can enter as many options as you like. To remove any options, click on the ‘x’ next to the option and this will remove that option from the list.
  
• Select An answer to this question is required if you would like to force parents to select an option for this question.
  
• Select Allow comments for this question, this gives parents the option to add a comment related to the question.
  
• Enter an optional comment instruction that will be displayed to parents with the question.
  
• Click Add to save your question to the re-enrolment form.
  
  

Once you have setup the re-enrolment form you will need to let the parents/students know to complete the form. The form is completed through the parent portal where the parents will see a pop-up of the form as soon as they login to the portal for their children who have been selected to re-enrol in the program. This pop-up will continue to display each time they login until they have completed the form. 

The following steps are needed to send out the re-enrolment request to students:

1.  Add the students to the student re-enrolment list
   
2. Email the parents to let them know to re-enrol through the parent portal
   
3. Manage their responses and send reminders to fill in the form
   
   

All students that need to complete the re-enrolment form need to be added to the re-enrolment student list. This list is found by clicking on Students and then the tab for Re-Enrol. 

 Adding students to the list

From the Re-enrol screen, click the 'Add' button to add students to the list. Students are added by group which adds the full list of students in the group. You can add multiple groups at the same time by selecting multiple groups from the dropdown list. 

Removing students on the list

Students that are not required to re-enrol for example students leaving the school (year 6 or 12) can be removed from the list.

You can filter the list by year by putting in for example - a 6 in the grade column and this will display a list of only year 6 students. You can then tick the top tickbox which will select all the students in the list or individually tick each one you want to remove. Then click the 'Update' button and click the 'Remove' button to remove the selected students from the list. 

Clearing student re-enrolment information

If a student needs to have their information cleared so that they can re-enter the information, you can do this by ticking the student in the list and then clicking the 'Update' button and selecting the 'Clear' button. This will initialise the information and allow the parent to re-enter the re-enrolment form again. Once a student's information has been cleared, the pop-up will appear again when the parent logs into the parent portal.

Once you have confirmed the list of students that you are going to ask to re-enrol, you can email the parents to login to the parent portal to complete the re-enrolment form. In the email, you can include the Portal Link from the personalised tag and this will include a unique link for each parent portal login specific to the students. 

Send the email from within the re-enrol tab as this will make sure that only those students are included in the correspondence about the re-enrolment. 

Once parents start to re-enrol their children, the re-enrol list will show when they have completed the form as well as if they are returning to the program. 

To view the information they have completed, you can click on any student and it will show the details of their completed form. You can also export the list which will include the full information about the re-enrolment questions. 

If your music program allows parents to enrol their children into additional ensembles, you can setup an enrolment process that they can use in the parent portal to request their child's enrolment into an additional ensemble. 

 The enrolment form needs to be created and activated in the administration system before this function is available in the parent portal.

ADMIN SYSTEM 
Go to the Parent Portal and then Enrolment Form:

Select the ensembles that you parents are allowed to request enrolment of their children into. Put in any information that you would want displayed at the top of the enrolment pop-up the parents will see and activate the form.  

Please Note: If the form is not activated, the parents will not see the 'Add Ensemble' button in the parent portal. 

PARENT PORTAL 
When the parents log into their parent portal, they will see an 'Add Ensemble' button in the block where their child's ensemble information is displayed. 

When the parents click on the 'Add Ensemble' button, they will be able to select the ensembles they wish to register their child into. There will a displayed messaged as shown above to show which ensemble they registered for and that it has a status of 'New Enrolment Request'. This will stay until the request has been accepted in the admin system. 

ADMIN SYSTEM 
You will find the list of all the students who have requested an additional ensemble enrolment under the 'Students' and 'Enrolment' list. Here you will be able to go through each of the children and then accept them into the ensemble.

If you want to remove the child from the enrolment list once you have made the updates for the ensemble, click the option below the ensemble block to remove them from the list.