Parent Report : 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
Email
Primary email status
Mobile number
Welcome email status
Status
Student ID
Student's first and last name
Student number
Student address
Active/Inactive status
Student type
Student text
Booking option
Payment option
Discount
Fixed balance
Medical balance
Past balance
Parent message

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 (e.g., 0 for active).
Parent-Student Association: Select "ALL" to include all associations or specify individual associations.
Organisation: Select the organisation or school to which the report pertains. Ensures the data is relevant to your institution.

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 McIntyre.
Category: The role of the parent (e.g., Primary Parent). Example: Primary PARENT.
Relationship: The relationship of the parent to the student. Example: Parent.
Email: The email address of the parent. Example: craig.mcintyre01@gmail.com.
Primary Email Status: Indicates the status of the primary email (e.g., None).
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 identifier for the student associated with the parent. Example: 185789.
First Name: The first name of the student. Example: Craig.
Last Name: The last name of the student. Example: TestTEst1234.
Student Number: The unique number assigned to the student. Example: 21006.
Student Address: The address of the student. Example: 48 Jacksons Creek Way, Gisborne VIC 3437, Australia.
Active/Inactive: The active or inactive status of the student. Example: Yes.
Student Type: The type of student (e.g., BUS TRAVELLER). Example: BUS TRAVELLER.
Student Text: Additional text related to the student. Example: N/A.
Booking Option: The booking option selected for the student. Example: PAY PER PERIOD.
Payment Option: The payment option selected for the student. Example: PAYG.
Discount: Any discounts applied to the student's account. Example: 0.00.
Fixed Balance: The fixed balance on the student's account. Example: 0.00.
Medical Balance: The medical balance on the student's account. Example: 0.
Past Balance: The past 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:

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).
Revenue By Student Report: Offers insights into revenue generated by each student.

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:

(To be filled in by the support team)

This support document should help you understand and effectively utilise the Parent Report in your RollCall system. If you encounter any issues or have further questions, please contact our support team.