Accessed at https://my.infosnap.com or http://registration.powerschool.com/admin/
Username is your full email address. Password is whatever you made it.
Has 2 workspaces: Roster and Submission.
Roster Workspace is the area where the data from Powerschool is saved and held until the parent hits submit on the registration form. The roster workspace is primarily used to get the snapcode out to parents. Once a parent hits submit, then it is moved into the submission workspace.
From the submission workspace, you can polish the data that the parent submitted, deliver the data back to SIS or tag it with necessary other information (such as needs proofs).
Step 1: Send snapcodes to parents (Returning students). The process of notifying ALL students is only done once. After this, they will be part of the “Notified/Not Started” view.
Open the Returning Student workspace.
Click on “Roster Workspace”
Click on the ‘View” > Choose “Imported/Not Added” (if snapcodes haven’t gone out yet. If they have, then choose “Notified/NotStarted”.
>
Find the student using one of the filters already created or typing in one of the text boxes above one of the columns. Here I searched for the last name of “test” and found testing record.
Place a checkmark next to the student’s records.
Click on Tasks > Notify
In the popout box, choose “send email” to send the first contact listed on the student’s record to send an email. Also choose “Online Registration Information” as the appropriate email template.
Choose “Selected only” to send an email to only those students who you have selected. You can also use the “all found” to send the email to ALL the students who are currently showing in your project. THe best case is to select the students then choose “Selected Only”
The next screen is showing you a quick preview of what the email will look like.
Scroll down and hit “Send All”
Congratulations! An email has been sent to the parents. Be sure to check the junk / spam folder if the parent hasn’t received the snapcode after about an hour of the mass emails being sent out.
FAQ sending email notifications:
You can only send this original notification to parents once. Once the parent has been notified, you’ll choose the task of “Send Email” and you’ll find the students under the “Notified/Not Started” view.
I’m trying to re-send a parent who received the notification, but I keep getting this error message saying “record skipped”. What can I do?!
Before sending the email, on the preview page make sure to uncheck the “exclude records for which this email has previously been sent” box and then try resending your email.
Step 2: The parents fill out the form
Click on the snapcode link from the email.
Parent creates a new account (for registration). This account will be used once for the 2018-2019 school year. After this first year, it should appear on the left hand side of the parent portal.
Enter in the student’s DOB.
Parent fills out the form as necessary. While the parent is filling the forms out… you have nothing to do. Take it easy and work on other stuff.
Step 3: Post parent submission
The record is now in the submission workspace, and the status is now Pending Approval.
Open the submission workspace from the project.
Find the record using either one of the already created filters (clicking on filters) or searching for the last name in a text box above the column.
Click on the pencil and paper icon (
) to view the record.
On the left hand side you’ll see all the fields on the form. Some of these fields may not be filled in as they aren’t shown to the parent due to the grade logic (IE: a 3rd grader student will not see any of the Robert Crown questions as it doesn’t apply to them).
The middle column is the new value that the parent filled in, and lastly the old value column (3rd column) is what was pulled from PowerSchool SIS.
Any values updated by the parent and/or doesn’t match what was in the database is highlighted in yellow for your ease to see what was changed.From here, you can easily tag a record with the tags in the upper right hand corner -- either address change (if the child has an address change), invalid proof, polished, etc.
Step 4: Double checking uploaded documents
While on the same screen as you are verifying information, Scroll down on the right hand side and see the section of “Uploaded Documents”
Click on the name to view the document.
If you find that an attachment doesn’t meet the criteria, then you’ll need to probably tag it as “Invalid Proofs” and contact the parent to inform them that their documentation isn’t enough.
Once a parent hits submit, there is no way for the parent to log back in and re-submit uploaded documents
Step 5: Polishing Data and Approving Before Delivery
Polishing Data means you’ll take what the parent submitted and making it look ‘good’ and/or in the correct format before it is delivered back to the SIS. This could mean the parent typed in their name in all lowercase, it’ll take the first letter and capitalize it for you. This could also mean if a parent types in 6-8-2108, it’ll change it to be 6/8/2018.
If everything looks good, and you’re ready to Polish the data.
There are 2 ways to do this:
If you are looking at the record > Tasks (on the left) > Polish > Confirm the Polish.
If you are looking ALL the records that need polishing > Tasks > Polish Data.
Once the record has been polished, the polished tag has been automatically added to the record.
Next, you’ll need to ‘approve the record’ (either by clicking Approve & Continue from the record) or selecting those records which are ready to be approved > Tasks > Approve.
Now that the record has been polished and approved, its now ready for delivery. At this point, the status is now Pending Delivery.
Step 6: Final check before delivery & Delivery
The record is now to be delivered. Currently as of 7/28/2018 only Aaron or Pam can deliver records, but these are the steps so once it is turned on for you then you have the steps.
- From the submission workspace, change the view so it shows you ALL pending delivery records.
- Select those records which you want to deliver back to. (You can always use the built in filters to show only your school).
- With the records selected, click on Tasks > Deliver Data
- Choose Selected Only (or all All found will do all the records on your screen).
- Create a delivery batch
- Note: You can only have 1 delivery batch open at a time. This is per user, so if 2 people are running it, no issues.
- Note: You can only have 1 delivery batch open at a time. This is per user, so if 2 people are running it, no issues.
- After the batch has been created, close the popup window to come to the delivery screen. This is the last chance you have before the information is delivered back and you cannot make any changes (in registration). You’ll need to flip back to Powerschool SIS to make any changes past this point.
- As you are looking at the records, you want to see a green bubble next to the Match for the students and contacts.
- Green bubble = good match.
- Yellow bubble = possible duplicate and/or needs investigating
- Click on the Match button to match the record to the appropriate student or contact.
- Grey bubble = no match
- When looking at an individual record and you are satisfied with the information, it's now time to deliver. Click on the delivery record button on the left hand side
- If you are delivering multiple records, then you don’t need to deliver each record individually, you can click Deliver ALL records.
- If you are delivering multiple records, then you don’t need to deliver each record individually, you can click Deliver ALL records.
When you are finished make sure you Close the delivery batch.
FAQs:
A parent started to fill out the form, got distracted and needs to finish filling it out.
From their original email you can use that same snapcode link, but since the parent already has an account, use the right side to login and continue on with the form.
After logging in, this is what it’ll show: Choose the “in progress” form that the parent has.
Now the form opens to the page that the parent left off at and they can continue working on the form.
A parent contacted me and said that they changed their email address AND their form is already ‘started’. How can I update this?!
Click on the paper icon to see the entire student record.
You can see on the right hand side that there an email history and it’ll show you which email address the emails went to. (In the picture below you can see that 2 notifications to this parent went out).
Verify that the email address that the email was sent to is incorrect.
Cancel the in progress record (scroll down on the right hand side)
Confirm that you really do want to cancel the in progress record.
Click on the paper with the pencil (edit) icon when the page reloads.
Find the typo’ed email line and double click on the line to edit it. Make any corrections required. Click either the ‘save’ icon (to the right of the text box) or hit enter and it’ll save the record.
Now re-send the parent a new notification to the corrected email address.
What is a snapcode?
Its a 15 character (follows the format of 5 letters, 5 numbers then 5 letters) with no special characters such as a space or punctuation.
A parent has multiple students in the district can they use 1 snapcode for all the students?
No. Each snapcode is unique to each student. If a parent has 4 students in the district then they will need to go through this process 4x in total and have 4 different snapcodes. Each year a new snapcode is generated as well.
The snapcodes went out already, but the parent brought in paper copies of the registration packet (or is moving to another district). How can I stop the emails from going to the parent?
Find the record (either in the rostering workspace or submission workspace) > Select the records
Click on Tasks > Assign Tasks
Select the tag that you want to add (in this case it’ll be the “Do Not Notify” tag)
Choose selected Only, otherwise ANY records found on the page will be tagged.
Click Close once it has completed the process.
