Manage Student Leavers

If you have Payments activated in IRIS ParentMail, the system displays any outstanding funds (payments or account balances) relating to students who are being removed because they have left your organisation. Outstanding funds can relate to part-paid items, overdue payments, register balances, or cashless catering till balances.

You are unable to undo the removal of students that have left your organisation.

Remove Students who Leave your organisation

At the end of the academic year, it is necessary to remove students who have left your organisation from IRIS ParentMail. This process can also be used for students who leave during the year.

The Remove Leavers tool cannot be used to remove staff.

The Remove Leavers tool allows you to remove multiple students and any person linked to them if the person is not linked to another student.

Removing students and any person linked to them means they can not longer access IRIS ParentMail or receive messages sent from IRIS ParentMail for your organisation. If they are only connected your organisation, their record is kept in IRIS ParentMail for 30 days before being permanently removed. If they are connected to another organisation, they can still access their account.

  1. Go to Settings > Housekeeping.
  2. Select Remove Leavers.
  3. Search for, then select the students to be removed. Clear any individual students you do not want removed.
  4. Select Selected and check that all the required students have been selected. Clear any that you do not want to be removed, then select Confirm.

  5. The Request to Remove Users window is displayed. The number of students and parents about to be removed is displayed.

    To make sure that no messages are sent out by accident, we recommend you remove both students and any person linked to the student. If the person is linked to other students at your organisation who are not being removed, IRIS ParentMail recognises there are other connections linked to the person and keep their record, only removing the student.

    When you have selected the students who are leaving a warning message is displayed with details about outstanding funds for students being removed. If a student has outstanding funds, they are not removed.

    You can do one of the follow options:

    • If you want to resolve outstanding funds or investigate further, select Yes. The students and any linked users, are automatically moved in to an Outstanding Funds Year and Registration group applicable to the student. The name of the groups are displayed in the warning message.

    • If you want to generate and view a report relating to the outstanding funds, select Generate report. When the report has generated, select Download. The report is downloaded to your internet browser, which can be viewed in the usual manner (the method depends on the internet browser used).

    • If you are already aware of the outstanding funds and still want to remove the students, select Force Delete. The warning message is updated. The total number of students that are to be removed, includes students with outstanding funds. Select Yes to confirm.

  1. Select Remove Students and Parents. A confirmation message is displayed. Select Yes to continue.

    You are unable to undo the removal of students and users when using the Remove Leavers tool.

  1. The selected users are removed from IRIS ParentMail. Refresh the page (press F5 on your keyboard) to update the information.