North Tyneside Catering Services Onboarding New Schools Guide 90110 NTCS

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North Tyneside Catering Services
Onboarding New Schools Guide

Copyright
© SF Software Limited t/a PEBBLE 2017. All Rights Reserved.
The software described in this document is furnished under a license agreement or
nondisclosure agreement. The software may be used or copied only in accordance with the
terms of those agreements. No part of this publication may be reproduced, stored in a retrieval
system, or transmitted in any form or any means electronic or mechanical, including
photocopying and recording for any purpose other than the purchaser's personal use without
the written permission of Pebble.

Pebble, Media Exchange 3, Coquet Street, Newcastle, Tyne and Wear, NE1-2QB
Tel: 0845 310 1788.

Publication Number:

90310

Date of Issue:

13/09/18

Contents
Getting Started

Outline of the onboarding process

Quickstart to accessing and using Fund Manager

Accessing Fund Manager

Getting help on the screens

Getting help on the Support Website

Have you checked the online documentation but still need to get in
touch with us?

Need to configure your browser?

Step 1: Create Groups

Step 2: Import Names

Import pupil names

Add school group to pupil name

Add other groups to pupil name

Step 3: Request New School Logon Details

North Tyneside Catering Services Onboarding New Schools Guide
Step 4: Manage New School User permissions

Step 5: Manage Joinos Codes

Create new Joinos Codes

What to do if the Joinos code you have issued has expired
Issue new Joinos codes to parents or carers

14
14

Chapter 1

Getting Started
This Guide explains what you need to do to onboard new schools in Fund
Manager.

Outline of the onboarding process
1. Create Groups.
l

Create a group for each school which will contain all pupils for the
school.

2. Import Names.
l

Import pupil names for the school.

Allocate school name: group (created in step 1 above) to the pupil
name.

Add other relevant groups to the pupil name (e.g. year, class, free
school meals).

3. Request new user logon and password to be set up for each school.
1. Email support@mypebble.co.uk requesting new user for school.
Include the full school name and an email address. e.g. St
Bernadette's Primary, stbernadettes@northtyneside.gov.uk

North Tyneside Catering Services Onboarding New Schools Guide
2. Pebble will create the user for you and send confirmation back to you
when this is done.
4. Manage user permissions for the school.
5. Manage Joinos Codes for new pupils
l

Create new Joinos codes.

Issue new Joinos codes to parents.

We’ll consider each step in the following chapters.
This Guide assumes a basic level of knowledge of accessing and using Fund
Manager, however a refresher is provided below.

Quickstart to accessing and using Fund Manager
Accessing Fund Manager
1. Go to www.mypebble.co.uk, click on Login > Fund Manager > Login.
2. Enter the email and password from your welcome email.
If you don’t have a password:
l

Click on the Forgotten Your Login Details link underneath the login button.

You’ll then be prompted for your email address; enter the email address
you use to log onto Fund Manager and click Reset my Password.

You should then receive an email with a link to choose a new password.

Note: When you set your password, please remember that it must have at
least eight characters, including at least one letter, one number and one
special character e.g. $, &

Getting help on the screens
You can use the screen help within Fund Manager to learn more about the
screen and the fields on the screen.
To access this, click on the Help icon at the bottom right hand of the screen and
then select View Help.

Chapter 1 Getting Started

This opens a panel of help on the screen which helps you with the activity you
are doing on the screen.

Getting help on the Support Website
You can find us by clicking the support link top right of your Fund Manager
software or by going to;
https://www.mypebble.co.uk/supportdocs/Content/support/fm/fm-home.htm

Have you checked the online documentation but still need to get
in touch with us?
Our support lines are likely to be extremely busy in September and you may
experience some delays. If your query isn't urgent, but can't be resolved with our
online documentation, then email us at support@mypebble.co.uk and we'll be
in touch as soon as possible; usually within four hours of receiving your
message.
If your query is of a technical nature
If you have an urgent technical query that needs resolving and would like to
speak to a Support Technician, please call us on 0845 310 1788. We're
available to take your calls Monday to Friday from 8.30am to 4.30pm.
We also have an online support tool which you will find at the bottom right corner
of Fund Manager. Click the Help Icon and select Speak to Us.

North Tyneside Catering Services Onboarding New Schools Guide

Need to configure your browser?
Please go to the support site and search for Configuring Browsers

Chapter 2

Step 1: Create Groups
You already have a number of groups created for existing schools, so we are
adding groups for the new schools that you are onboarding in th is step..
1. Open Administration > Manage Names.
2. For each school that you want to create a group for:
1. Scroll to the Group Actions section on the screen.
2. Click Create Group.
The Manage Groups screen is displayed.

3. Enter the school name in the Enter a Name field.
4. Select School Name from the Group Type drop-down field.
5. Click Add Group.

North Tyneside Catering Services Onboarding New Schools Guide

Chapter 3

Step 2: Import Names
There are three parts to this step:
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Import pupil names.

Add school name: group (created in step 1) to the name.

Add other groups to the name.

Import pupil names
In order to import pupil names for each new school you are onboarding in this
step, you must obtain from the school a CSV file which contains the pupil
names.
Note: It is your responsibility to handle personal data in accordance with
GDPR law.
1. Open Administration > Manage Names.
2. For each school that you want to create a group for:
1. Click Import Names.
The Upload Names screen is displayed.

North Tyneside Catering Services Onboarding New Schools Guide

2. Click Choose File.
1. Browse to the location of the CSV file to upload and click Open.
2. Click Upload to display the names in the CSV file on the
screen in the list of names.
3. Select the Names you want to import.
4. Click Import Names.

Add school group to pupil name
1. Open Administration > Manage Names.
2. Select the pupil name in the list of names.
3. Select the school name: group (created in step 1) from the Group dropdown list.
4. Click Add to Group. The group name appears in the Groups column for the
pupil name.

Add other groups to pupil name
1. Open Administration > Manage Names.
2. Select the pupil name in the list of names.
3. Select the other group (e.g. User Defined : Free) from the Group dropdown list.
4. Click Add to Group. The group name appears in the Groups column for the
pupil name.

Chapter 4

Step 3: Request New School Logon
Details
This works in the following way:
1. You send an email to support@mypebble.co.uk.
l

Ask Pebble to set up a new user for the new school.

Include the full school name and an email address for the school e.g.
St Bernadette's Primary, stbernadettes@northtyneside.gov.uk

2. Pebble will create the user for you and send confirmation back to you
when this is done. You can then log on to the new school using the school
email address.

North Tyneside Catering Services Onboarding New Schools Guide

Chapter 5

Step 4: Manage New School User
permissions
This works in the following way:
1. Open Administration > Manage User Access Permissions.
The Manage User Access Permissions screen is displayed.

2. Check that the new school logon (requested in step 3) is listed here.
3. For new schools there should be no restriction so all check boxes should
be clear.

North Tyneside Catering Services Onboarding New Schools Guide

Chapter 6

Step 5: Manage Joinos Codes
Before any parent or carer can pay for an offer, the pupils need to be registered
on Fund Manager. This is normally done in Step 2: Import Names on page 7
Usually parent/carer details are imported as part of pupil details. Otherwise the
contact details can be set up using Manage Names > Update Pupil.
Once pupils are registered with their associated parent or carer details, you can
create the Joinos codes and issue these to the parent or carer.

Create new Joinos Codes
1. Open Administration > Create Joinos Codes.
The Create Joinos Codes screen is displayed.

This screen displays pupils who are waiting to be registered on Joinos.
2. Select the names that you want to generate Joinos codes for.
3. Click Create Joinos Codes

North Tyneside Catering Services Onboarding New Schools Guide
Joinos codes are created for the selected names and displayed on the
Joinos Codes tab.

What to do if the Joinos code you have issued has expired
When you create Joinos codes for selected names on the Create Joinos Codes
tab, they are listed on the Joinos Codes tab and recorded as registered on
Joinos even if the parent hasn’t yet registered the code on their side. When a
parent tries to register after three months, they get a message to say their Joinos
code has expired.
To create a new code you need to:
l

Click Administration > Create Joinos Codes.

Click Show Registered.

Filter for the child’s name.

Click the box to select the child and click Create Joinos Code.

Go to the Joinos Codes tab and there name will now show the new Joinos
code.

Issue new Joinos codes to parents or carers
Note: Although parent or carer details are added to the pupil record through
Manage Names, you can view the pupil’s connections through Administration
> Manage Connections. You can also remove connections that are incorrectly
assigned or no longer applicable from Manage Connections.
1. Open Administration > Create Joinos Codes and select the Joinos Codes
tab.

Chapter 6 Step 5: Manage Joinos Codes
A list of pupil names is displayed showing creation and expiry dates for the
codes you have created.

2. To print an individual letter for a pupil:
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Click Print in the Letter column for the pupil.
The letter is prepared and displayed in a new browser window for
you to download or print.

3. To print letters for groups of pupils:
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Click Print Joinos Letters. The Print Joinos Letters screen appears.

North Tyneside Catering Services Onboarding New Schools Guide

1. Click Add group to add groups you want to print letters for.
2. Click Generate.

You receive an email when the letters for these groups have
been created. You can access these on the Joinos Letters tab.
When you receive the email, you can view and download the
letters from the link in the email or from the Joinos Letters tab.
3. Click the Joinos Letters tab.

Chapter 6 Step 5: Manage Joinos Codes

Click Download to download the letters for all parents in
the group. These are all downloaded in one PDF for the
group, one letter per page.

4. To print letters for the entire list:
1. Click Export CSV.
2. Select where to save the CSV file, enter a File name and click Save.
Note: It is your responsibility to handle personal data in
accordance with GDPR law.
The CSV file provides nine columns of information with the following
headings:
first_name, last_name, joinos_code, created, expires, school_class,
school_year, school_reg, school_name
3. Use a letter template and insert the information from the CSV in the
appropriate spaces in the letter template.
For example:
<>
Dear Parent or Guardian of first_name [last_name] in Class school_
class
Our school is now using a brand new online platform called Joinos.

North Tyneside Catering Services Onboarding New Schools Guide
Once you have registered online with Joinos you can make
payments using a credit or debit card, view receipts for transactions
and check account balances. You’ll always be up-to-date with our
news and events via Joinos messages and no-more searching for
permission slips or consent forms with online documents. Your
Joinos code will expire so please use promptly to activate your
account.
Access Joinos from both your computer or mobile phone at home or
work.

It’s really simple, convenient, and it’s completely free for all parents.
Joinos benefits everyone. It makes things easier for you but also
reduces the administrative burden on the school. We need your
support to cut back on the amount of paper and envelopes we send.
Register by following these simple instructions; it should only take 3
minutes.
1. Go towww.joinos.com.
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Click I need to....

Select enter my Joinos code.

2. Enter your child’s unique Joinos code: joinos_code
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Please remember to include the dashes and don’t
confuse zero 0 and capital O.

Press the Enter key or click the Search icon to continue.

Your Joinos code will expire so use it promptly.

3. Please check your child’s name and school year are correctly
displayed.
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If you have more than one child at this school, select
‘Add another child at this school’

When complete, click All done!

4. The final registration screen needs your details.

Chapter 6 Step 5: Manage Joinos Codes

Enter your email address, you will be sent a verification
email.

Choose a password; it has to be 10 characters or more.

Complete your contact details.

Click Sign up now to create your account.

5. Click the link within the verification email you receive to
activate your account.
l

Once activated, go to www.joinos.com and login (link at
top-right of page)

Joinos will email you daily a summary of any new items or changes
relating to your child. We know you’ll find Joinos a really useful way
to pay for everything and miss nothing.
Yours sincerely,
The School Office
Become part of the Joinos community
On Facebook and On twitter

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Title                           : North Tyneside Catering Services Onboarding New Schools Guide 90110
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North Tyneside Catering Services Onboarding New Schools Guide 90110 NTCS

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