Write to parents

Use the pink drop-down list in the Pupil Manager module to send a mail merge to parents. You can create a new letter or select a templated letter.

To send letters to parents, follow the steps below:

  1. In the Pupil Manager module, select a student records tab.
  2. Use your preferred search method to find the student records that you want to work with. The Student/Pupil Records List is displayed:
  3. Select student records using the checkboxes next to each Student/Pupil's Name. Check the box in the header bar to select all the records displayed.
  4. Choose to send letters to parents from either:
    • Letter Merging. You can only edit existing letters and send letters to Custom Contact Groups using the Letter Merging option.
      or
    • Letter Merging V2. You may prefer to use this version. Work through the wizard available.

Using Letter Merging

  1. The Mail Merge Preview window is displayed:

  2. Choose to send:

    1. Select a tab to work with and select on the letter that you want to use.
    2. To edit the letter, select Edit Letter to open the Letter Preview window:
    3. Edit the Letter Name, if required. The nature of the letter must be clear as this is listed when you select a letter to send.
    4. Edit the Letter Category:
      • 'Shared Letter Templates' can be selected by any user with access to student records.
      • 'My Letter Templates' are solely for your own use. This is useful for communication which you want to control, such as offer letters.
    5. Select who to Send Letter To:
      • Parents/Contacts. Letters can be sent to any student contact has the Mail Options of All Merges or Correspondence selected in Student Contacts.
      • School. Letters can be sent to a student's previous, current or future school.
    6. Select whether the letter is related to the Parent Portal or not. Parent Portal letters are sent to parents to help them activate their portal accounts.
    7. Edit the body of your letter in the free text box:
      1. Add fields using the drop-down lists available, where required. Some fields are already entered for you.
      2. Use the standard toolbar to format your letter, as required. You do no need to add header and footer information here.
    8. Either:
      • Click Save Letter to overwrite the existing letter. You are prompted Are you sure you want to save this letter?
        or
      • Click Save As New to save both the original and the amended letters. You are prompted Are you sure you want to save this letter as a New Letter?
    9. Click OK. A preview of your letter is displayed.
    10. Choose to either:
      • Print Letter to keep a hard copy on file.
        or
      • Edit Letter to return to the Letter Preview window and amend the letter further.
        or
      • Close Window to return to the Mail Merge Preview window and use the letter.
    1. Click Create Letter at the top of the window. The Letter Preview window is displayed:
    2. Enter a clear a concise Letter Name. The nature of the letter must be clear as this is listed when you select a letter to send.
    3. Select a Letter Category:
      • 'Shared Letter Templates' can be selected by any user with access to student records.
      • 'My Letter Templates' are solely for your own use. This is useful for communication which you want to control, such as offer letters.
    4. Select who to Send Letter To:
      • Parents/Contacts. Letters can be sent to any student contact has the Mail Options of All Merges or Correspondence selected in Student Contacts.
      • School. Letters can be sent to a student's previous, current or future school.
    5. Select whether the letter is related to the Parent Portal or not. Parent Portal letters are sent to parents to help them activate their portal accounts.
    6. Write the body of your letter in the free text box:
      1. Add fields using the drop-down lists available, where required. Some fields are already entered for you.
      2. Use the standard toolbar to format your letter, as required. You do no need to add header and footer information here.
    7. Click Save Letter. You are prompted Are you sure you want to save this letter?
    8. Click OK. A preview of your letter is displayed.
    9. Click >Close Window. The new letter is now listed in the Mail Merge Preview window, ready for use.

  3. Under Address Type Selection filter the contacts who are to receive the letter and where it is sent. For example, choose to send a letter to billing contacts who are listed as parents whose main address is listed as a work address. If no selections are made in this section, letters are addressed to all contacts (apart from Contact Only contacts).

    Use as many filters as you need:

    • Apply Mailing Options filters to the types of contact who are to receive the letter. All contacts are set up to receive different types of correspondence. Only these contacts will receive the letter:
      • Billing. Contacts who receive invoices.
      • Correspondence. Contacts who receive all general school correspondence, such as weekly newsletters.
      • Reports. Contacts who receive academic reports.
    • Apply Relation Type filters (highlighted green). Only the selected relation types receive the letter. For example, if you check Inc Guardians only contacts marked as guardians are sent the letter.
    • Apply Address Type filters (highlighted blue). Only contacts with the address type you select are sent the letter. For example, if you check Inc Work Contacts only contacts with a work address listed are sent the letter.
    • Select a Custom Contact Group from the list displayed. Hold Ctrl to make multiple selections. Only contacts linked to the selected groups are sent the letter. See Write to a custom contact group if you want to ensure that your letter is sent to the whole Custom Contact Group.
    • Select Send to Home. Your letter is only sent to contacts who have the Student Home box checked in contact records.
  4. In Family Preferences select whether to send one letter for each child listed or just send one per sibling group.
  5. Select or upload a new:
    • Letter Template. This determines the layout of your letter. The templates listed are unique to Letter Merging.
    • Signature. This determines the signatory on your letter. Choose to send a letter on another person's behalf, if required. The signatures listed are unique to Letter Merging.
    • Address Labels. This determines the layout of your address labels. The labels listed are unique to Letter Merging.
  6. Click Mail Merge. You are prompted when the mail merge is complete.
  7. Choose to either:
    • Click Download the Word Document containing the Letters. Open or Save and print the file as required.
      or
    • Click Download the Word Document containing the Labels. Open or Save and print the file as required.
      or
    • Click Return to Previous Selection and Options Page. Use this to rerun the mail merge, if required.

Using Letter Merging V2

  1. Step 1 of the Letter Merging Wizard is displayed. An example is shown below:
  2. Click either:
    • Use an Existing Letter to skip to Step 4.
      or
    • Create a New Letter to go to Step 2 of the wizard.

An example of Step 2 of the Letter Merging Wizard is shown below:

Select to either:

Upload an existing Word document. Select a letter written in .doc format.

  1. Click Select File to browse and select a letter.
  2. Click Next to skip to Step 4 of the Letter Merging Wizard.

or

Write a new letter in the Ed:gen Editor. Create a new letter.

  1. Click Next to go to Step 2 of the wizard.

An example of Step 3 of the Letter Merging Wizard is shown below:

  1. Enter a clear a concise Letter Name. The nature of the letter must be clear as this is listed when you select a letter to send.
  2. Write the body of your letter in the free text box:
    • Add fields using the drop-down lists available, where required. Some fields are already entered for you. See Merge fields to use with Letter Merging V2 for a full list of fields.
    • Use the standard toolbar to format your letter, as required. You do not need to add header and footer information here.
  3. Click Next to go to the Step 4.

An example of Step 4 of the Letter Merging Wizard is shown below:

  1. Select a letter to send from either of the tabs available:

  2. Under Address Type Selection filter the contacts who are to receive the letter and where it is sent. For example, choose to send a letter to billing contacts who are listed as parents whose main address is listed as a work address. If no selections are made in this section, letters are addressed to all contacts (apart from Contact Only contacts).

    Use as many filters as you need:

    1. Apply Mailing Options filters to the types of contact who are to receive the letter. All contacts are set up to receive different types of correspondence. Only these contacts will receive the letter:
      • Billing. Contacts who receive invoices.
      • Correspondence. Contacts who receive all general school correspondence, such as weekly newsletters.
      • Reports. Contacts who receive academic reports.
    2. Apply Relation Type filters (highlighted green). Only the selected relation types receive the letter. For example, if you check Inc Guardians only contacts marked as guardians are sent the letter.
    3. Apply Address Type filters (highlighted blue). Only contacts with the address type you select are sent the letter. For example, if you check Inc Work Contacts only contacts with a work address listed are sent the letter.
    4. Select Send to Home. Your letter is only sent to contacts who have the Student Home box checked in contact records.

  3. In Family Preferences select whether to send one letter for each child listed or just send one per sibling group.

  4. In Custom Ordering, select Relation Type to group your mail merge by the student contact Relation Type rather than in alphabetical order.
  5. Select or upload a new:
    • Letter Template. This determines the layout of your letter. The templates listed are unique to Letter Merging V2.
    • Signature. This determines the signatory on your letter. Choose to send a letter on another person's behalf, if required. The signatures listed are unique to Letter Merging V2.
    • Address Labels. This determines the layout of your address labels. The labels listed are unique to Letter Merging V2.
  6. Click Merge. You are prompted when the mail merge is complete.
  7. Choose to either:
    • Click Download the Word Document containing the Letters. Open or Save and print the file as required.
      or
    • Click Download the Word Document containing the Labels. Open or Save and print the file as required.
      or
    • Click Return to Previous Selection and Options Page. Use this to rerun the mail merge, if required.