Adding Pre-Admissions from Other MIS or Manually

To import pre-admissions, a spreadsheet must be created to import the details into IRIS ParentMail for organisations: 

  • Who use Arbor, ScholarPack, or another Management Information System (MIS) with or without IRIS Data Extractor
  • That do not have an Management Information System (MIS)

Before Adding Pre-Admissions

Before importing your pre-admissions into IRIS ParentMail, make sure you have completed the following tasks: 

For account registration invites to automatically send to parents and carers of pre-admissions students, check the registration verification settings have been switched on.

Importing Pre-Admissions in IRIS ParentMail

  1. Download and save the PMX Pre Admissions Template.
  2. Open the PMX Pre Admissions Template in Microsoft Excel™ or Google Sheets®.
  3. Enter the details for each student in columns A to G: 
    • studentforename — Must be the student's legal first name
    • studentsurname — Must be the student's legal last name
    • year — Enter a group name as Admissions
    • reg — Enter a group name as Admissions
    • dob — The student's date of birth in DD/MM/YYYY format
    • gender — Enter either, M for male, F for female, or U for if you do not want to add either male or female gender

    • studentid — Student IDs must be unique for each student.

      For example, starting all student IDs with MAN followed by the unique reference, such as MAN-2021-00001.

  4. Enter the details for the students' parents and carers in columns H to L.

    • Relationship column H — Enter the parent or carer's relationship to the student, such as, mother, father, parent
    • ContactID column L — Contact IDs must be unique for each parent or carer. For more information, go to Importing Data
    • (Optional) Columns M to S — Enter the address details

    • Priority column T — Enter 1 if the parent or carer is the primary contact and 2 for a non primary contact

      If Priority is left blank, the parent or carer is added with non primary contact status.

    • TelephoneNumber (Mobile Number) column U — Enter the required telephone number

      If you are only using IRIS ParentMail to send emails, leave the TelephoneNumber column blank. You must not delete the column header.

    • PrimaryEmail column V — Enter the required email address

      If you only using IRIS ParentMail for text messaging, leave the PrimaryEmail column blank. You must not delete the column header.

  5. Check the data you have entered has no errors, then save the spreadsheet as a CSV (Comma Delimited) file.
  6. Import the data in IRIS ParentMail.

After Importing Pre-Admissions

Pre-admissions data should be displayed in IRIS ParentMail after completing the import. If pre-admissions students, staff member, or parents and carers are not displayed, we recommend refreshing your browser.

If you checked the registration verification settings were switched on before completing the import, account registration invite emails are automatically sent to parents and carers for pre-admissions students.

For parents and carers without an email address, the account registration invite is sent by text message if a number was entered on the import. Invites sent by text message are charged for the number of credits used for each message sent.

Parents and carers who have already registered with another student at your organisation, do not need to register again, and are automatically linked to the pre-admissions student.

The student is displayed when you first send a message regarding them (for example, an email, text message, or for a payment item).