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Parent App Logins (Parent Portal - Creating Parent App Logins) - iTRACK

Jack Maginn
  • Updated

 

 

Under the Parent App Logins tab in the 'Administration' section of the menu, there are 3 ways to set up parent accounts in iTRACK:

  1. Importing from Wonde (quickest)
  2. Bulk importing using Excel
  3. Manually adding for individual parents/pupils

You can have numerous logins per child, which is great for ‘split families’. You can also assign numerous children per parent login, which is great for siblings.

 

Method 1: Import Via Wonde (Quickest)

This is only available if you have Wonde enabled on your iTRACK account. The first thing to do is grant Wonde the permission to access parent information/details, as this is disabled by default. This information is available directly through Wonde, so please find this on their portal or check with your Wonde contact. Once enabled, a new tab will appear:

  1. Click the WONDE IMPORT tab.
  2. Select which YEAR GROUP (or ALL YEAR GROUPS) to import.
  3. Locate the first pupil, and you will see a list of all parent/guardian information. There may be some emergency contacts that pull through, so for any you wish to assign, click the floppy disk icon.

Firstly, double check the imported fields and make any required corrections. Then make sure you have the appropriate tickboxes selected, so the appropriate information is included in the parent account:

  • Observations: EYFS Profile Builder learning journey observations.
  • Results: KS1-3 raw results data, entered by staff on the data entry pages.
  • Progress: A line graph of progress over time for an individual pupil.
  • Reports: Any report generated in the ‘Report Writer’ which is ‘Sent to Parents’.

Press SAVE, at which point an email will automatically be sent to the parent asking them to login and once they have, the parent account is now complete. Repeat step 3 for all parent/guardian accounts you wish to set up.

 

Method 2: Bulk Importing Using Excel

Firstly, click on the CSV IMPORT tab, then download the template using the click here hyperlink, which can then use to bulk upload all your parent accounts into iTRACK. 

This should either prompt you to save/open a file, or download a file straight to you computer. Open this file in Excel if prompted, or locate it in your downloads folder. Once the file is open you will see the following excel spreadsheet: 

mceclip3.png

For new accounts, please do not add anything in the 'NON_EDITABLE_ID' column.

The only information required is an email, username and a 'Yes' or 'No' for the 'Observations', 'Results' and 'Progress' columns. If you wish to add a first name, surname and nickname then please feel free to do so, but this is not mandatory.

Make sure in the 'Active' column you have a 'Yes' as shown in the image above. 

You are not deleting any pupils so put a 'No' under 'Delete'.

Once you have copied and pasted the details from your MIS into the template, we can now upload it into iTRACK.

Go back to the iTRACK Parent App Logins page, click the Choose file button and find the document you created earlier. 

Press go once the document is selected and this will begin the upload. All parent accounts will be added, so the final step is to assign them to their pupil.

 

Assigning a Parent to a Pupil 

To assign the parent/guardian to their pupil you will need to use the PUPILS tab at the top and follow the instructions below: 

  1. Click the PUPILS tab.
  2. Using the drop down boxes, select a year group and a pupil to add a parent account to.
  3. Click the ADD NEW PARENT button.
  4. Find a parent account using the search bar. It’s likely easier to use their username or surname, then press GO.
  5. Identify the correct parent and click the person+ icon under the 'Select' header to assign the parent account to the pupil. 

At this point, their user will appear in the table under the pupil name and an email will automatically be sent to the parent asking them to login. Once they have, the parent account is now complete.  

 

Method 3: Adding Parent Accounts Manually

To manually add a new parent/guardian login, simply click on the PUPILS tab at the top and follow the instructions below:

  1. Click the PUPILS tab.
  2. Using the drop down boxes, select a year group and a pupil to add a parent account to.
  3. Click the ADD NEW PARENT button.
  4. Fill out the criteria, and make sure to select/deselect which pieces of information you wish the parent(s) to have access to. You can have as many or as few of these as you are comfortable with.
  • Observations: EYFS Profile Builder learning journey observations.
  • Results: KS1-3 raw results data, entered by staff in on the data entry pages.
  • Progress: A line graph of progress over time for an individual pupil.
  • Reports: Any report generated in the ‘Report Writer’ which is ‘Sent to Parents’.
  1. Press SAVE.

At this point, their user will appear in the table under the pupil name and an email will automatically be sent to the parent asking them to login. Once they have, the parent account is now complete. 

 

Assigning Numerous Parent Logins to a Pupil

Simply select the pupil, and then use the search existing user accounts function to locate the parent and assign them to the child. Repeat this process for as many parent/guardian accounts as you require.

You can see more detailed instructions for this above in the Assigning a Pupil to a Parent section of Method 1.

 

Assigning Numerous Pupils to a Parent Login

Using the same method as above, simply select the pupil, and then use the search bar to locate the parent and assign them to the child. Repeat this process for as many pupils as you require.

You can see more detailed instructions for this above in the Assigning a Pupil to a Parent section of Method 1.

 

Editing Logins

If a parent has forgotten their login username, the school can amend/edit these details from within iTRACK.

Search for and select the parent account and click the ‘edit’ icon:

Select the login in question and click the pencil icon on the right under ‘Edit’ column.

mceclip8.png

Simply edit the details as required and select ‘Save’.

 

Forgotten Password

If a parent has forgotten their password, they should select ‘Forgot Password’ on the Parent Portal web page.

mceclip9.png

This will allow the parents to reset their password via a reset link sent straight to their registered email address. Should they fail to receive this, please ensure they check their spam/junk folders, and make sure the email address was correctly added into iTRACK. Failing this, they should then contact iTRACK to resolve the issue.

 

If you require any further help please call the Support Team on 01926 468687 or submit a Support ticket via the Help button.

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