Import Parents' Evening Data using Parents' Evening Manager Reports — Secondary Schools

Secondary Schools

Set Up Parents' Evenings — Step 1

For students to be assigned to classes and to invite staff members to parents' evening, their data must be available in IRIS ParentMail before setting up the event in Parents' Evening Manager.

Student and staff member data must be imported using the Parents' Evening Manager reports.

Only students and staff members created as users in IRIS ParentMail are displayed in the reports.

Imported data can only have the details of one teacher for each class. After importing the data and creating the event, additional teacher details can be added for required classes.

  1. Go to Reports, then select General Reports.
  2. Download the Parents Evening: Class Teacher Export and Staff Export reports.

  3. Open the Parents Evening: Class Teacher Export report.

    You must not reorder or remove any of the report columns.

  4. If the parents' evening is for specific classes or year groups, remove the data for the ones not invited:
    1. Add a filter for the Reg column.
    2. Highlight the first row under the headings, then to highlight all rows use Ctrl + Shift + Down.
    3. Delete all the highlighted data.
  5. To assign the students to subjects, for the first student in the class, add the following details: 

    1. Select the first cell under Class, then enter a meaningful code, such as Mr Abbot - Math.

      Each class in the file must have a unique Class code entered.

    2. Select the first cell under Subject, then enter the subject details, such as Math.
    3.  Highlight the details in Class and Subject, then drag to copy for all students in the class.
  6. If adding more than one subject for the students in the filtered class or year group: 
    1. Highlight all the student rows.
    2. Copy the details, then paste them in the first blank row after the last student.
    3. Change the Class and Subject to the relevant details.
    4. Repeat steps a to c for each subject you want to add.
  7. Before the staff member details are added, remove all filters and sort the details by Subject.
  8. Add staff member details:  
    1. From the Staff Export report, copy the relevant staff member's details.

    2. In the Parents Evening: Class Teacher Export report, for the first student in the class, paste the staff member details in TutorTitle.

      We recommend including the staff member WorkEmail, so that appointments can be emailed them.

    3. Highlight the details in TutorTitle, then drag to copy for all the students in the class.
    4. Repeat steps a to c for each class.
  9. Save the updated Parents Evening: Class Teacher Export report file with a meaningful name.
  10. Import the updated Parents Evening: Class Teacher Export to IRIS ParentMail.
  11. Before continuing to set up the event, to identify any data that was not imported successfully, run the Classes & TeachersRejected Records Report.