Juniper Websites: How do I generate parent accounts?

Overview

This article explains how to generate parent accounts. Parent accounts are used by parents for logging into the Parents' Evening booking tool and the Parent Portal.

Prerequisites

  1. You must be an administrator to generate parent accounts.
  2. You need to have purchased the Parents' Evening add-on or the Parent Portal add-on. 
  3. Before creating parent accounts, verify that the data synchronised from your MIS to the website is visually correct using the Data Dashboard. Only contacts that have parental responsibility and an email address will be set up with an account. The Data Dashboard can help identify those without an email address.
  4. To prevent any confusion, let parents know in advance that they will receive an email asking them to create a password for Parents' Evening. This email will come from support.jw@junipereducation.org (not the school's usual address), which may surprise them. Letting them know in advance can reduce queries and ensure a smoother booking process.

Instructions

Follow the steps below to generate parent accounts.

  • If you already have a parent role configured, jump to Step 2 - Update the add-on settings (see Juniper Websites: How do I check if I have a parent role? for more information).

    To create a Parent Role:

    1. Open User Manager from the Home tab:

      The User Manager window opens:
    2. Select Create New Role to open the Create New Role window:
    3. Enter MIS Parent in Role Name.
    4. Enter a Role Description to explain that it is for parental accounts generated.
    5. Select Choose Permissions.
    6. Do not change any of the default permissions. This will ensure the parents are only given read-only access and cannot edit your website.
    7. Select Add Role. The role will be saved, and you will return to the User Manager window.

  • After the role is created, you will need to update the contacts in the Add-on settings to ensure the appropriate group from your MIS is used when setting up the parent contact accounts. You must also choose whether you would like bookings to be restricted to only one day or whether you would like reminders sent the day before a parents' evening begins.

  • Regularly check for accounts that need generating throughout the year, for example, when new students join the school. This is especially important at the start of a new school year.

    After checking that an appropriate parents' group was present in User Manager, updated the Add-on Settings, and informed all parents to expect an email about their parent account. You are ready to generate accounts.

    To generate accounts:

    1. Open the Add-ons tab:
    2. Select MIS Accounts:

      The Contact Accounts window opens. This explains the process for generating accounts and tells you how many parent accounts will be generated:
    3. Select the type of accounts you want to generate
      1. Generate accounts for all contacts - the accounts will be generated for every contact associated with the pupil with parental responsibility and an email address (as recorded in your MIS). 
      2. Generate accounts for primary contacts only - the accounts will be generated for contacts with an email address and who are both parentally responsible and priority contacts for the pupil (as recorded in your MIS).
    4. Select Generate Contact Accounts.

Anyone with access to a pupil's details can see all appointments, regardless of which parent made the booking. If there are parents who should not receive an account, make sure they are not marked as having parental responsibility or as a priority/primary contact in your MIS. Alternatively, ensure they do not have an email address linked to their record in the MIS.

Outcome

An email will be sent to parents asking them to set their password:

If you have the email add-on set up, the message will come from your usual email address; otherwise, it will be sent from support.jw@junipereducation.org.

In the future, return to Generate Accounts to create accounts for any new starters and to resend passwords to all parental contacts who have not yet logged in.

If you want accounts generated automatically when new pupil contacts are added to your MIS and synchronised to the website, configure this through Add-on Settings.

After parent accounts have been generated, reset passwords and conduct any other administration tasks from User Manager. Parents can also self-serve by selecting Forgot password from the login page.

Related information

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