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2019-20 InfoSnap Registration Process

2019-20 InfoSnap Registration Process

Introduction

The 2019-20 registration tool is ready to use. The process is straightforward, however, there are a few steps and, depending on the quality of the data, some editing needs to be done before you can open this up for your school.

The process is as follows. First, you'll review the data in the roster workspace and make any changes necessary. Second, you'll notify your families that the registration window is open.  Third, you'll review the submitted registrations and polish and approve them. Fourth, you'll use InfoSnap to deliver the data back to PowerSchool. We'll break these down separately and in detail below.

If you haven't already watched the videos on this process, please do this first. They are well done and will help you understand this process completely. The videos are available on the PowerSchool Help site.

Review/Edit Data in the Roster Workspace

The data in PowerSchool has been imported into the InfoSnap registration tool. Please take a moment to review the data. Log into the InfoSnap admin portal (https://secure.infosnap.com/admin/login/login.railsand access this year's form by clicking on Enrollement for 2019-20. Make sure that you are in the Roster Workspace tab and go through your students one by one. Pay close attention to the c1_email address for the contact. This is used in the next step to notify the parents. If you have a record without an email address, you will need to enter it so that you will be able to notify your parents. Look closely at the date of birth as well. If these are incomplete or in the wrong format it will drop that record. The date should be entered as MM/DD/YYYY. A leading zero for month or day is not required. Once you have finished reviewing your data, you are ready to notify your parents.

Notify Families to Register

The next step is to notify your families that the registration window is open. You may want to have a separate page on your school's website for registration. This page can include links to forms and handouts that you want all your families to have as well as a link to the registration portal. If you do provide a link, your parents will have to have their SnapCode from your notify email. You can get the correct link to use by clicking on Form on the left and then at the far right of enrollment for 2019-20 click on the three dots and choose copy live link.

You may also customize the email template used to notify your families. Select one of your records and choose Notify and select the SMLS-2019-Email template to see what we are using. You can then copy the text to an editor, make changes, and then submit those changes to us via a ticket on the support site. We will then create a new template for your school to use.

When you are ready to notify all your families return to the dashboard and then click on roster workspace.

  1. Make sure the View: option shows Imported/Added and then click on Tasks and choose Notify.
  2. Choose the email template you would like to use. Do not use one that has a school abbreviation in front as that will be specific to a specific school. If you requested a customized template, choose that from the list.
  3. Click on All Found to send to all of your parents. If you'd like to try it first with selected families, click cancel, then put a check mark by the ones you want to select, go to Tasks and click notiry. You'll now have the option of sending to selected only or all found.
  4. Review the email and click send all.

If you need to resend the email, select the family, choose the template, and then on the review screen, UNCHECK the box at the top that excludes sending repeats.

Review Registration Submissions

This step is time-consuming but so important. You will now review submissions for accuracy and approve them so they are ready to deliver back to PowerSchool. You should receive an email notification each time someone completes a registration. You will then log in to check and process the submission during your registration window.

  1. Click on Dashboard and then choose Submission Workspace.
  2. If you have new submissions, you will see that at the top. You will first import them by clicking on Import Submissions.
  3. You will now see them in your submission workspace. Click on the edit icon on the right (paper with pencil) to open the record. The data is presented in two columns. The data from Powerschool will be on the right under Old Value. The data entered by the parent on the form will be on the left under New Value. Fields that have new data or have been edited will be highlighted in yellow. Review everything in yellow, especially the church affiliation and church name. Due to the number of possibilities, we couldn't make this a drop down, so you will probably need to edit those as they come in to ensure data consistency with how your churches are named. To do so, just click on the field name. You can then edit the values so that they are consistent with how you want your church names entered.
  4. Once you have completed the verifcation of the record, click on Approve.
  5. If you have more than one record to verify, you can use the left-right arrows to move to the next record.
  6. The approved records are moved from Pending Approval to Approved. Use the drop down View: menu to change your views to see the approved records.

Deliver Data Back to PowerSchool

Once you have received all your registrations or at least all that you expect to receive at this time, and have verified and approved them, it is time to deliver the data back to PowerSchool. You will need to make sure that you have the next school year already setup in PowerSchool (see step 5 of https://ps-support.smls.org/index.php/site-admin-articles/end-of-year-tasks) or InfoSnap will not be able to deliver the data.

  1. Click on Dashboard and then choose Submission Workspace and then make sure your View: option is set to Pending Delivery.
  2. Select the record to deliver. Try just one to make sure things are working properly. Click on Tasks and Deliver Data. Choose selected only on the pop-up screen.
  3. The Deliver Data Wizard will guide you through the process of delivering data back to PowerSchool. Click on Create Delivery Batch.
  4. The Review and Edit screen now allows you to check one last time your existing data (on the right) with the data from the form (on the left). If the form data on the left isn't formated correctly, you can bring over the existing data by clicking on the green arrow.
  5. When you made your corrections, you can then click on Deliver Record to send the data to PowerSchool.
  6. You can now select a larger group to deliver if you have them approved and then go through the same process of checking one last time each record and then delivering. If you are really daring, you can deliver the entire batch at once, but remember, there is no undo!

If you have questions regarding this process or issues arise, please submit a ticket.

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