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

GettingStarted 1

Outlineoftheonboardingprocess 1

QuickstarttoaccessingandusingFundManager 2

AccessingFundManager 2

Gettinghelponthescreens 2

GettinghelpontheSupportWebsite 3

Haveyoucheckedtheonlinedocumentationbutstillneedtogetin

touchwithus? 3

Needtoconfigureyourbrowser? 4

Step1:CreateGroups 5

Step2:ImportNames 7

Importpupilnames 7

Addschoolgrouptopupilname 8

Addothergroupstopupilname 8

Step3:RequestNewSchoolLogonDetails 9

Contents

Step4:ManageNewSchoolUserpermissions 11

Step5:ManageJoinosCodes 13

CreatenewJoinosCodes 13

WhattodoiftheJoinoscodeyouhaveissuedhasexpired 14

IssuenewJoinoscodestoparentsorcarers 14

North Tyneside Catering Services Onboarding New Schools Guide

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.

lCreateagroupforeachschoolwhichwillcontainallpupilsforthe

school.

2. ImportNames.

lImportpupilnamesfortheschool.

lAllocateschoolname:group(createdinstep1above)tothepupil

name.

lAdd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

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Chapter 1

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

lCreatenewJoinoscodes.

lIssue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:

lClickontheForgottenYourLoginDetailslinkunderneaththeloginbutton.

lYou’llthenbepromptedforyouremailaddress;entertheemailaddress

youusetologontoFundManagerandclickResetmyPassword.

lYou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.

2

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.

3

North Tyneside Catering Services Onboarding New Schools Guide

Needtoconfigureyourbrowser?

PleasegotothesupportsiteandsearchforConfiguringBrowsers

4

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.

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Chapter 2

North Tyneside Catering Services Onboarding New Schools Guide

6

Step2:ImportNames

Therearethreepartstothisstep:

lImportpupilnames.

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

lAdd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.

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Chapter 3

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drop-

down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drop-

downlist.

4. ClickAddtoGroup.ThegroupnameappearsintheGroupscolumnforthe

pupilname.

8

Step3:RequestNewSchoolLogon

Details

Thisworksinthefollowingway:

1. Yousendanemailtosupport@mypebble.co.uk.

lAskPebbletosetupanewuserforthenewschool.

lInclude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.

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Chapter 4

North Tyneside Catering Services Onboarding New Schools Guide

10

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.

11

Chapter 5

North Tyneside Catering Services Onboarding New Schools Guide

12

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

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Chapter 6

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:

lClickAdministration>CreateJoinosCodes.

lClickShowRegistered.

lFilterforthechild’sname.

lClicktheboxtoselectthechildandclickCreateJoinosCode.

lGo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.

14

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:

lClick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:

lClickPrintJoinosLetters.ThePrintJoinosLettersscreenappears.

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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.

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Chapter 6 Step 5:Manage Joinos Codes

lClick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:

<<Date>>

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.

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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.

lClickIneedto....

lSelectentermyJoinoscode.

2. Enteryourchild’suniqueJoinoscode:joinos_code

lPleaseremembertoincludethedashesanddon’t

confusezero0andcapitalO.

lPresstheEnterkeyorclicktheSearchicontocontinue.

lYourJoinoscodewillexpiresouseitpromptly.

3. Pleasecheckyourchild’snameandschoolyeararecorrectly

displayed.

lIfyouhavemorethanonechildatthisschool,select

‘Addanotherchildatthisschool’

lWhencomplete,clickAlldone!

4. Thefinalregistrationscreenneedsyourdetails.

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Chapter 6 Step 5:Manage Joinos Codes

lEnteryouremailaddress,youwillbesentaverification

email.

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

lCompleteyourcontactdetails.

lClickSignupnowtocreateyouraccount.

5. Clickthelinkwithintheverificationemailyoureceiveto

activateyouraccount.

lOnce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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