Add and Maintain Users

Student, parents and carers, or staff members must be added to IRIS ParentMail as a user before they can be invited to register and create an account to access the system. User details can be manually added or imported from your Management Information System (MIS).

If you need to add a user that you do not need to add to your MIS system, for example, a governor, you can add the user to IRIS ParentMail manually.

An autolink to your MIS needs to be enabled for user details to be automatically imported. For more information, go to Link to MIS. If you are not sure whether you have an automatic link, log a support ticket (a Service Cloud account is required) or select Live Chat to contact the Technical Support Team.

Create a User

  1. Go to Users > Create.
  2. To determine the user relationship to your organisation and the version of IRIS ParentMail they can view, Select A User Type from the drop-down list.

    If the user type required is not listed, a new user type can be created. For more information, go to Add and Maintain User Types.

  3. Enter the required user details, then select Save.

    You are unable to enter an email address or mobile number that have been added to an existing user. For example, if a person use the same email address or mobile number, only one account can be registered for IRIS ParentMail using the email address or mobile number.

  4. The user created successfully message is displayed. Select OK to return to the Create a new user panel.

When you have added a user, excluding Students, you must send a link to register for IRIS ParentMail. For more information, go to Send a Registration Link.

Edit a User

You can change a user's details after they have been added or imported to IRIS ParentMail. Alternatively, a registered user can change their details from within their account.

Registered users are sent an email to verify changes when you edit their account. If they do not verify the changes within 7 days, the edited details are changed back to the details they were previously.

If you change the details for unregistered users, the changes do not need to be verified.

To view any changed user details, you can run the Verified User Changes Report, then use the details to update your Management Information System (MIS). For more information, go to Run Verified User Changes Report.

  1. Go to Users >List.

  2. Select the user you want to edit. Alternatively, search for the user.

  3. Select Actions, or select Show or Hide adjacent to the required section of the user record.

  4. The registration status of the user is displayed adjacent to their name. The following registration statuses are available: 

    Connected - user has registered and has access to the app and features your organisation have purchased.

    Not Connected - user has not registered but can still receive communications your organisation send from IRIS ParentMail. Student records are set to Not Connected by default as they do not need to register for an account.

Edit Personal Details

  1. Select Actions, then Edit.

    The user's personal details are displayed in the top section of the User Details panel.

  2. Amend the details as required, then select Save.

  3. The changes saved successfully message is displayed in the User Details panel.

Personal Relationships

Users within IRIS ParentMail can be linked to determine relationships, for example, link students that are siblings or link a student to a person. A person needs to be linked to a student in order to manage bookings, make payments, and receive communications for the student. For more information, go to Add and Maintain User Relationships.

There is no need to add a relationship between siblings.

Groups

Users can be added to a group, for example, a registration, year, or club. For more information, go to Add and Maintain Groups.

User Types

Users can be assigned to more than one user type. For example, if a member of staff is also a student's person, to provide them with access to different features within the system. You must select a user type when adding the user to IRIS ParentMail, then additional user types can be assigned when the user has been added. For more information, go to Assign User Types.

Permissions

Permissions determine which IRIS ParentMail features are available for the user and are set to the default for the User Type but can be changed. For more information, go to Change User Permissions.

Parents' View

For a person with connected status, you can access and view the person's account in Parent View. For more information, go to View a Parent News Feed.

Force Paper Copies?

If the user does not have a mobile number, email address or does not want to receive electronic communications, Force Paper Copies can be enabled. Paper copies of communications and documents are created, then can be printed from the user details panel. For more information, go to Printing Documents.

Paper copies are automatically created for a user who does not have an email address or mobile number recorded in IRIS ParentMail.

Email History

All emails sent to the selected user are displayed in the Email History section. Select the email title to display a copy of the email that was sent. For more information, go to Creating and Sending Emails.

SMS History

All text messages sent to the selected user are displayed in the SMS History section. Select the text message title to display a copy of the text message that was sent. For more information, go to Creating and Sending Text Messages.

Forms History

All forms sent to the selected user are displayed in the Forms History section. Select the form title to display a copy of the form that was sent. For more information, go to Create Forms and Send Forms.

Forms History is only displayed if your organisation has purchased the Forms package.

Events History

All invites sent and events the user attended are displayed in the Events History section. Select the event title to display the event details. For more information, go to Managing Events and Meetings.

Purchase History

All purchases made by the user are displayed in the Purchase History section. Select the purchase title to display the purchase details. For more information, go to Manage Orders.