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Accessing Permission Replies and Event Lists

Sarah
  • Updated

This article covers the following features:

Any staff member (excluding those with restricted access) is able to view permission responses, edit permission responses, send reminders and print the required lists for the events they are associated with.   To make it simple, this is all carried out from ‘View Permission Replies’. Only staff members with administrator access will be able to navigate to the student’s finance page.

 

Integration with Student Billing

Responding to an event that includes payments, as a caregiver or staff member, will interact directly with Student Billing. As a permission or option is selected a line item will automatically be created on the student account. Any changes made will reverse the original entry and add a new line item.

 

 

NAVIGATE TO THE EVENT REQUIRED

1. Click on the Calendar Icon in the Hero top toolbar

2. Locate your event in the Calendar

The key at the top of the calendar will show you what each colour event is. Click on the buttons in the key to filter and show only these events. e.g. Select MY EVENTS and Open to show events that are accepting responses.

Use the Filter box to search for events created by specific staff members or relate to specific groups. You can enter more than one staff member or group here.

Use the LIST view to see the names in full.

3. Click on the event entry

4.  Click VIEW PERMISSION REPLIES

 

 

VIEW PERMISSIONS AND OPTION REPLIES

The permission reply screen is divided into 3 parts:

  • Response status summary
  • Permission response table

  • Option response table

     

Response status summary

See at a glance how many students are attending, not attending or haven’t yet replied.

 

Permission Response Table

View, edit and initiation action based on permission responses. Actions are explained later in this article.

 

This screen will show any event or student permissions. If the event includes payment, the paid column will be displayed. If no payment is attached, this column will be omitted.  

The possible contents of the Paid column are

  • No - the student is attending but hasn’t paid
  • Yes - the student is attending and has paid in full
  • Partly - the student is attending and has partly paid (hover over the word to see how much is still outstanding)

Sort or filter the list to suit your needs - Filtering and Sorting Lists

 

Option Response Table

View, edit and initiation action based on option responses.  Actions are explained later in this article.

This screen will show any event options and the choices that have been made. The Paid column will only show if the option incurred an additional cost. The possible contents of the Paid column are:

  • No - the student has selected an option but hasn’t paid
  • Yes - the student has selected an option and has paid in full
  • Partly - the student has partly paid for the option selected (hover over the word to see how much is still outstanding)
  • n/a - the option is optional.  A response has been received but the option has not been selected

Sort or filter the list to suit your needs - Filtering and Sorting Lists

 

 

ADD A RESPONSE ON BEHALF OF A CAREGIVER

Some caregivers will not be in a position to enter a response via the Hero caregiver app. A response can be completed by a teacher or Hero administrator on their behalf. The action button will allow you to enter both permissions and options.  

1. In either the Permission or the Options table, click the ADD icon on the required student.

2. The screen display will be the same as what the caregiver sees. Make the required choices and click SAVE

3.  At any time a response is saved that will incur a cost, the line item is automatically created on the caregiver account.

 

 

EDIT AN EXISTING RESPONSE

It may be necessary to edit an existing response.   

1. Click the first of the action buttons on the required student

2.  Click the ‘Intention to Attend’ slider to change the response

3.  Click the Pencil icon beside the permission to be added. Select the desired response and click the Tick icon to save or the X icon to discard the change.

If an option does not display any choices, it may be because all possible limits have been reached.

4.  Click CLOSE

 

 

DELETE AN EXISTING RESPONSE

1. If it is necessary to delete an existing response, click the Trash icon.  

 

 

VIEW THE HISTORY OF RESPONSE ACTIVITY

It is possible that a student can have multiple responses for the same event. This can occur if the caregiver has had a change of mind or multiple caregivers have responded. The last entered response will be displayed on the screen but it is possible to view all responses and go back to a previous one.

1. Click the Unwind icon. If it doesn’t exist, then only one response has been entered.

2.  View the responses added.

3.  Use the Trash icon and remove the latest response to go back to a previous one. If no responses are accurate, remove them all and enter the desired response manually.

4.  Click CLOSE

 

 

UPDATE STORED STUDENT PERMISSION

A student permission is one that exists on the student information permission tab and has been used for this event.  e.g.  EOTC Trip Permission, Internet Usage.    

When a caregiver responds to a student permission they are able to change the permission for the purpose of this event only or they may use the event to request a permanent change to the student record.

Note: This will not change the permission without administrator intervention.

 

To action a permanent change and administrator will:

1. Click the first of the action buttons on the required student.

2.  Click the checkbox for any permission to be changed permanently. Permissions that do not have a checkbox have not had a permanent change request.

3.  Click TRANSFER <> FIELDS TO STUDENT 

4.  Click CONFIRM to update the student record or CANCEL to leave as is.

5.  If you have a lot of caregivers who have requested a permanent change. You can print a list to be processed at a later date. Click STUDENT PERMISSION UPDATE REPORT for a printed copy of required changes.

 

 

 

SEND REMINDERS TO CAREGIVERS WHO ARE YET TO RESPOND

Reminding caregivers to respond to events can happen in a couple of clicks.

1. Click SELECT NO REPLIES

2. Un-click any students who you do not wish to send a reminder to.

3.  Click SEND REMINDER TO SELECTED LEARNERS CAREGIVER.   These buttons are sticky so will remain visible as you scroll.

 

 

CREATE BREAKOUT GROUPS OF SELECTED STUDENTS

As for other areas of Hero, you are able to create smaller breakout groups from your selection.

1. Click the checkbox beside any students that you wish to include in your breakout group. If the group is related to an option choice, use the column filter to identify the students first.

2.  Click CREATE A GROUP FROM <> LEARNERS SELECTED

 


 

PRINT EVENT LISTS

We have made it easy to produce all the lists required for your event in one go. Use the selection buttons to include the students you need. These instructions will focus on the students attending the event.

1. Click SELECT ALL ATTENDING

2. Click PRINT EXCURSION LISTS FOR <> SELECTED STUDENTS

The report selection screen will be displayed.   

Many of these reports already exist in the List Builder Pre-Made lists but have been incorporated into this process for ease of use and to ensure they only include the selected students.

Use the top section to print a single list for all students in your selection. Use the bottom section to break up your reports into class sets to distribute to teachers.

3.  Select your preferred orientation and sort sequence.

4.  Click ALL of the lists you require. 

Some of the list options will allow you to include the student profile image. The Include Photo slider will appear if you select a list that this is an option for. Turn the slider ON to include student profile images

5. Press PRINT

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