Parent Portal Log-In/Account Creation

After you’ve sent your Enrollment emails to both New and Returning Families, parents will be instructed to log into their Parent Portal to access the Contract and Enrollment Checklist for their student(s).  They can Sign In (1) to an existing account and enter their Email Address (2) and Password (3).  If they forgot their password, they can click on Forgot your password? (4). Once they fill out both fields they’ll click Sign In (5).  If they need to create an account (6) they can click on this button along the right side of the Portal log-in screen.

If the parent/guardian forgets their password, they’ll be asked for the email address they used to sign-up and an email will be sent with instructions on how to reset their password.

Enrollment Checklist

After the parent/guardian successfully logs in, they’ll see their student(s) listed in the Portal.  To access the checklist, they’ll click on the Continue Enrollment Process button (1).  The checklist progress bar (2) will fill in with green as items are completed on the checklist, which is the same way it displays on the Admin side within the Enrollment List Page.  The parent/guardian can also see how many items are left to complete (3) as they work through the checklist.  If they click View Checklist (4) this will open the enrollment checklist  in the same manner as the continue enrollment process button.

Once parents view their Enrollment Checklist, a best practice is to have the Contract at the top of the list.  If you need to manage your checklist order or items, click here for the Help article.  To open the contract, they’ll click on the Complete Form (1) button.  You may have some checklist items that require form uploads (2) such as a Physician’s Report or Immunization Records.  Any Online Forms (3) such as a Field Trip Permission Form or an Emergency Contacts and Allergy Form will auto-populate fields of information that were captured during the Applicant phase.  The parent can edit these fields as needed within the form and they’ll update accordingly in your site once the form is submitted.

The Deposit (4) checklist item will be marked off as complete once the parent submits their payment information unless it’s an item that you need to confirm such as receipt of payment by check.  Credit card payments and electronic check payments will mark this item as complete automatically.  Once you receive the check in the mail for the deposit, you can mark this item off as complete for the family within the student record or in bulk in the Enrollment List Page, which will also update the checklist item as complete within the Parent Portal.

Enrollment Contract

On the first page of the Contract, parents/guardians select any of their additional fee amounts and a payment plan.  The contract will show how much money is due minus the deposit, and it will ask for an electronic signature at the bottom.  If there’s any additional pages to the Contract, the parent/guardian will fill these out as well.  Any online forms that are included as part of the Contract will auto populate fields of information that were captured in the system during the Application process.  Parents can select “Save and Finish Later” at any point before submitting any payments.  If the parent opens the contract, it will change from a status of Generated to a status of In Progress.  However, if the parent completes all pages of the Contract up to the point of the Deposit page, the contract will go into a status of PendingPayment.

The final page of your contract is most likely the Deposit page.  The parent will select their method of payment, fill out any necessary fields and click the corresponding payment button to submit the contract and deposit.  At this point, the Contract moves into a status of Submitted and the parent can no longer go back into the Contract to make changes.  The deposit checklist item will also be marked off as complete once the payment method and information has been submitted.  As a reminder, if the parent is paying by check and mailing it to the school, you will need to mark this item off as complete from the Admin side upon receipt.  This can be done individually within the Student Record or in bulk within the Enrollment List Page within Edit –> Update Checklist.  

A recommended search within your Enrollment List Page –> Filter Options is to look for a Complete Checklist Item of Contract and anIncomplete Checklist Item of Deposit.  This way you can send a bulk communication to families that need to submit their deposit by a certain deadline.

FACTS Process

  • If you’re using FACTS, the parent may submit the Deposit via a checklist item that is automatically marked as complete once the payment is made through FACTS.After the deposit is submitted, the contract moves into a Submitted status and the parent/guardian cannot change anything unless you regenerate the Contract.Parent completes all required enrollment checklist items.Student is automatically moved into an Enrolled status.

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