Parent Report (with Student Account Balance) : RollCall

Support Document for Parent Report

Report Name:

Parent Report

Overview:

The Parent Report provides comprehensive information about parents or guardians associated with students. This includes parent details, their relationship to the student, contact information, and the status of welcome emails. It is essential for maintaining accurate records of parent-student associations and for effective communication between the school and families.

Report Type:

Parent Information Report

Key Information Provided:

RC ID
Parent name
Category (role)
Relationship to the student (if secondary parent role)
Email
Primary email status
Mobile number
Welcome email status
Status
Student ID
Student's first and last name
Student number
Student address
Student Active/Inactive status
Student type
Student text
Booking option
Payment option
Discount
Fixed Fare
Medical Alert
Current Balance

How to Generate the Report/Filters:

Steps:

Access your school's RollCall Admin Console.
Select "Reports" from the navigation bar.
Select "Parent Report" from the dropdown or the report icons.
Apply relevant filters such as parent role, student, active status, and parent-student association.
Click "Run Report."
Use the on-screen report tool or export the report to PDF or Excel.

Filter Information:

Parent Role: Select "ALL" to include all roles or specify individual roles.
Student: Select "ALL" to include all students or specify individual students.
Active Status: Specify the active status
Parent-Student Association: Select "ALL" to include all associations or specify individual associations.

Understanding the Report:

Columns:

RC ID: The unique identifier for the parent in the RollCall system. Example: 180410.
Parent Name: The name of the parent or guardian. Example: Craig Smith.
Category: The role of the parent (e.g., Primary or Secondary)
Relationship: The relationship of the Secondary carer to the student.
Email: The email address of the parent. Example: craig.smith01@nogmail.com.
Primary Email Status: Indicates the status of the primary email (e.g., Engaged).
Mobile: The mobile number of the parent. Example: None.
Welcome Email Status: Indicates whether the welcome email was sent and the date/time it was sent. Example: Sent: (17/11/2023 09:38 AM).
Status: The engagement status of the parent. Example: Engaged.
Student ID: The unique RollCall record identifier for the student associated with the parent.
First Name: The first name of the student.
Last Name: The last name of the student.
Student Number: The unique number assigned to the student.
Student Address: The address of the student.
Active/Inactive: The active or inactive status of the student. Example: Yes = Active.
Student Type: The type of student (user defined)
Student Text: Additional text related to the student (user defined)
Booking Option: The booking option selected for the student. Example: Bus Traveller or Casual
Payment Option: The payment option selected for the student. Example: PAYG.
Discount: Any discounts applied to the student's account. Example: 0.00.
Fixed Fare: Any fixed fare on the student's account. Example: 0.00.
Notes: The Notes on the student's account.
Current Balance: The Current balance on the student's account. Example: $-50.00.
Parent Message: Any messages or notes related to the parent. Example: None.

Key Metrics:

Parent Engagement: Tracks the engagement status of parents based on welcome emails and other communications.
Student-Parent Associations: Monitors the associations between students and their parents/guardians.
Contact Information: Ensures that contact information for parents is up-to-date and accurate.

Common Use Cases:

Overdue Balance: monitoring outstanding debts and providing contact information for follow up
Communication: Ensuring effective communication with parents by maintaining accurate contact information.
Engagement Tracking: Monitoring parent engagement through welcome emails and other interactions.
Record Keeping: Maintaining comprehensive records of parent-student associations for administrative purposes.

Tips for Interpretation:

Verify Contact Information: Ensure that all contact information for parents is accurate and up-to-date.
Monitor Engagement: Track the engagement status of parents to identify those who may need follow-up communications.
Analyse Associations: Use the data to understand the relationships between students and their parents/guardians and ensure all associations are correctly recorded.

Related Reports:

Student Report: Provides comprehensive information about each student within a specified date range.
Customer Statement Report: Summarises all financial transactions and balances for each customer (parent/guardian).

Troubleshooting:

Missing Data: Ensure that the report is generated for the correct date range and filters are applied properly.
Incorrect Filters: Double-check the filters to ensure they align with your reporting needs.
Data Discrepancies: Verify data entries in the RollCall system for accuracy if discrepancies are found in the report.

Additional Resources:

Student Report

Customer Statement Report