iSAMS Pupil Manager

User Guide
Version 1.0

www.isams.co.uk
iSAMS Pupil Manager User Guide

April 2013 1
 iSAMS Pupil Manager User Guide

Copyright 2013 an unpublished work by iSAMS Independent Ltd. All right reserved.

Copyright
Copyright 2013 iSAMS Independent Ltd. All right reserved. All rights reserved. No part of this publication
may be reproduced, transcribed, transmitted, stored in a retrieval system or translated into any language,
in any form or by any means mechanical, manual, electronic, magnetic, chemical, optical, including
photocopying or otherwise without the prior written permission of iSAMS Independent Ltd.

Confidentiality
This document is the property of iSAMS Independent Ltd, and is provided on the understanding that its
use will be confined to the officers of your company and that no part of its contents will be disclosed to
third parties without the prior written consent of iSAMS Independent Ltd. This online publication is to be
returned to iSAMS Independent Ltd when it is no longer required for the agreed purpose.

Version History

Document version Date Description / reason for modifications

Version 1.0 30 April 2013 Release of iSAMS Pupil Manager Module

Acknowledgements
iSAMS Independent Ltd respectfully acknowledge all trademarks, trade names and other unique
identification symbols, whether implied or explicit, used within this document.

iSAMS Independent Ltd.

9 Talavera Court
Darnell Way
Moulton Park
Northampton
NN3 6RW

Tel: 01604 659100

Fax: 01604 659149
Email: [email protected]
Web: www.isams.co.uk

This guide was written and produced for iSAMS by:

Armada
6 West Court, Saxon Business Park
Stoke Prior
Bromsgrove
B60 4AD
Tel: 01527 834 780
Web: www.armada.co.uk

2 April 2013
iSAMS Pupil Manager User Guide Contents

Contents
About This Guide .............................................................................................................. 9
Explanation of Symbols .................................................................................................... 10
Typefaces ......................................................................................................................... 10
Chapter 1: Setting Up Pupil Manager ............................................................................ 11
Management Options Overview ...................................................................................... 12
Setting Up General Options for Pupil Records................................................................. 13
Importing Photos to the Pupil Manager............................................................................ 16
Setting Up Custom Fields ................................................................................................ 17
Custom Fields Overview ................................................................................................... 17
Add a Custom Field .......................................................................................................... 17
Copy a Custom Field ........................................................................................................ 19
Arrange Custom Fields ..................................................................................................... 21
Edit a Custom Field........................................................................................................... 23
Delete a Custom Field ...................................................................................................... 24
Add a Custom Section ...................................................................................................... 25
Copy a Custom Section .................................................................................................... 26
Arrange Custom Sections ................................................................................................. 27
Edit a Custom Section ...................................................................................................... 28
Delete a Custom Section .................................................................................................. 30
Setting Up User Access .................................................................................................. 30
Security Options Overview ............................................................................................... 30
Understanding the Security Options Screen .................................................................... 31
Add a Security Option ....................................................................................................... 31
Edit a Security Option ....................................................................................................... 33
Delete a Security Option ................................................................................................... 34
Setting Up Student Reports ............................................................................................. 35
Chapter 2: Setting Up the Custom Group Manager ..................................................... 37
Custom Group Manager Overview .................................................................................. 38
Setting Up Custom Pupil Groups ..................................................................................... 38
Custom Pupil Groups Overview........................................................................................ 38
Create a Custom Pupil Group: Step 1 .............................................................................. 39
Create a Custom Pupil Group: Step 2 .............................................................................. 41
Link Pupils to a Custom Pupil Group ................................................................................ 42
Remove Pupils from a Custom Pupil Group ..................................................................... 44
Delete a Custom Pupil Group ........................................................................................... 46
Edit a Custom Pupil Group ............................................................................................... 47
Setting Up Custom Contact Groups ................................................................................ 49

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Contents iSAMS Pupil Manager User Guide

Custom Contact Groups Overview ................................................................................... 49

Create a Custom Contact Group ...................................................................................... 50
Edit Custom Contact Group Properties ............................................................................ 51
Delete a Custom Contact Group ....................................................................................... 52
Chapter 3: Add a Pupil ................................................................................................... 53
Adding Pupils Overview .................................................................................................. 54
Stage 1: General Pupil Details ........................................................................................ 54
Stage 2: Administrative Details ........................................................................................ 55
Stage 3: Personal Pupil Details ....................................................................................... 57
Stage 4: Address and Contact Details ............................................................................. 58
Add Contact Details......................................................................................................... 59
Add Address Details ........................................................................................................ 62
Add Contact to Custom Groups ....................................................................................... 62
Stage 5: Finish Adding a Pupil ........................................................................................ 63
Add an Applicant ............................................................................................................. 64
Import Applicant Records ................................................................................................ 67
Chapter 4: Generate Pupil Report Lists ........................................................................ 69
Pupil Manager Reports Overview .................................................................................... 70
Create a Siblings Report ................................................................................................. 70
Create a Pupil Age Report............................................................................................... 74
Create an Enquiry Report ................................................................................................ 80
Chapter 5: Setting Up Pupil Letters............................................................................... 83
Letters Overview ............................................................................................................. 84
Add a New Letter ............................................................................................................ 84
Edit a Letter ..................................................................................................................... 86
Delete a Letter................................................................................................................. 89
Export a Letter................................................................................................................. 89
Chapter 6: View Pupil Statistics .................................................................................... 91
Pupil Statistics Overview ................................................................................................. 92
Generating Current Pupil Statistics.................................................................................. 92
Generating Applicant Statistics ........................................................................................ 93
Chapter 7: Searching for Pupil and Applicant Records .............................................. 97
Pupil Record Search Overview ........................................................................................ 98
Using Custom Search ..................................................................................................... 98
Custom Search Overview ................................................................................................. 98
Search for Current Pupils using Key Fields .................................................................... 100
Search for Applicants using Key Fields .......................................................................... 102

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iSAMS Pupil Manager User Guide Contents

Search for Former Pupils using Key Fields .................................................................... 104

Search for Pupils by Set or Form .................................................................................... 107
Search for Former Pupils by Donations .......................................................................... 108
Search for Former Pupils by Occupation ........................................................................ 110
Search for Former Pupils by University .......................................................................... 110
Search for Former Pupils by their Interests .................................................................... 111
Search for Former Pupils by Spouse .............................................................................. 112
Search for Pupils by Extra Curricular Activity ................................................................. 113
Custom Group Search for Pupils .................................................................................... 115
Multiple View Search for Pupils ...................................................................................... 118
Search for Pupil Records by Last Update....................................................................... 119
Search for Pupils by Parent Profession .......................................................................... 121
Search for Pupils using the Query Builder ...................................................................... 122
Using Saved Pupil Searches .......................................................................................... 124
Delete a Saved Search ................................................................................................... 126
Search for Pupils by Surname ....................................................................................... 127
Search for Pupils by Year Group ................................................................................... 129
Search for Pupils by Boarding House ............................................................................ 132
Understanding the Pupil Records List............................................................................ 134
Chapter 8: Change Pupil Record Status ..................................................................... 137
Change Pupil Record Status Overview.......................................................................... 138
Mark Current Pupils as Leavers .................................................................................... 138
Change Applicants to Current Pupils ............................................................................. 140
Reinstate a Leavers Record .......................................................................................... 141
Chapter 9: Using the Pink Drop Down List ................................................................. 143
Pink Drop Down List Overview ...................................................................................... 144
Edit Pupil Records ......................................................................................................... 150
Edit Pupil Records Overview .......................................................................................... 150
Group Edit Pupil Records ............................................................................................... 150
Batch Edit Pupil Records ................................................................................................ 151
Create Unique Pupil Numbers ........................................................................................ 153
Delete Pupil Records ...................................................................................................... 154
Contact Parents ............................................................................................................ 155
Contact Parents Overview .............................................................................................. 155
Setup Parent Portal Access ............................................................................................ 155
Write to Parents .............................................................................................................. 158
Using Letter Merging....................................................................................................... 158
Create a New Letter in Letter Merging............................................................................ 161
Edit a Letter in Letter Merging ........................................................................................ 162

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Write to a Custom Contact Group ................................................................................... 163

Step 1: Using Letter Merging V2 ..................................................................................... 165
Step 2: Using Letter Merging V2 ..................................................................................... 167
Step 3: Using Letter Merging V2 ..................................................................................... 167
Step 4: Using Letter Merging V2 ..................................................................................... 168
Reference Requests...................................................................................................... 169
Write Reference Requests .............................................................................................. 169
Printing Labels .............................................................................................................. 171
Printing Labels Overview ................................................................................................ 171
Create Address Labels for Parent Letters ...................................................................... 171
Create Address Labels for Previous Schools ................................................................. 173
Create Pupil Name Badges ............................................................................................ 175
Create Exam Table Cards .............................................................................................. 176
Export Pupil Records..................................................................................................... 178
Export Pupil Records Overview ...................................................................................... 178
Step 1: Export Pupil Records .......................................................................................... 178
Step 2: Export Pupil Records .......................................................................................... 180
Steps 3-4: Export Pupil Records ..................................................................................... 181
Delete a Pupil Records Export ........................................................................................ 182
Generate Reports .......................................................................................................... 184
Generate Reports Overview ........................................................................................... 184
Generate a Pupil Contact Report .................................................................................... 184
Generate a Pupil List ...................................................................................................... 187
Generate a Photo Report ................................................................................................ 188
Generate a Student Notes Report .................................................................................. 190
Generate an Applicant Detail Report .............................................................................. 192
Generate an Applicant Notes Report .............................................................................. 194
Add Pupils to Custom Pupil Groups .............................................................................. 197
Add Pupils to Custom Pupil Groups Overview ............................................................... 197
Add Pupils to a New Custom Pupil Group ...................................................................... 197
Add Pupils to an Existing Custom Pupil Group .............................................................. 198
Create a Pupil Charge Sheet......................................................................................... 200
Create a Charge Sheet ................................................................................................... 200
View and Print Pupil Timetables .................................................................................... 201
View and Print Pupil Timetables Overview ..................................................................... 201
View Pupil Timetables..................................................................................................... 202
Print Pupil Timetables ..................................................................................................... 204
Contact Students in Set or Form Lists ............................................................................ 205
View Set and Form Lists ................................................................................................. 210

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iSAMS Pupil Manager User Guide Contents

Contact Pupils ............................................................................................................... 213

Contact Pupils Overview ................................................................................................. 213
Send an E-Mail to Pupils ................................................................................................ 213
Send an SMS Message to Pupils ................................................................................... 216
Chapter 10: Using Pupil Records ................................................................................ 219
Using Pupil Records Overview ...................................................................................... 220
Current Pupil Records Overview ................................................................................... 220
Applicant Records Overview ......................................................................................... 222
Former Pupil Records Overview .................................................................................... 223
Using the Pupil Record Tabs ......................................................................................... 225
Using Current Pupil Record Tabs ................................................................................... 225
Using Applicant Record Tabs ......................................................................................... 226
Using Former Pupil Record Tabs ................................................................................... 226
General Pupil Details ...................................................................................................... 228
General Applicant Details ............................................................................................... 230
Upload a Pupil Photo ...................................................................................................... 232
Pupil Contact Details....................................................................................................... 233
Pupil Family Tree ............................................................................................................ 244
Pupil School Details ........................................................................................................ 246
Enrolment Details ............................................................................................................ 249
Edit a Pupil's Leaving Information................................................................................... 251
Enquiry and Visit Details ................................................................................................. 253
Pupil Assistance and Fee Details ................................................................................... 256
Pupil Census Details ....................................................................................................... 258
Pupil Record Notes ......................................................................................................... 260
Using the Additional Information Menu .......................................................................... 262
Additional Pupil Information Overview ............................................................................ 262
Pupil Personal Contact Details ....................................................................................... 266
Passport and Visas ......................................................................................................... 267
Health Record ................................................................................................................. 273
Entrance Exams Results................................................................................................. 285
Entrance Interview Details .............................................................................................. 286
Occupation History.......................................................................................................... 287
Former Pupil Family Details ............................................................................................ 288
Former Pupil University Destinations .............................................................................. 290
Former Pupil Interests..................................................................................................... 291
Former Pupil Donations .................................................................................................. 292
Scholarship Details ......................................................................................................... 293
Transport Details ............................................................................................................. 298

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Admissions Agency Details ............................................................................................ 299

Pupil Documents and Files ............................................................................................. 300
Portal Access .................................................................................................................. 303
Pupil Communication History .......................................................................................... 303
Applicant Current School Details .................................................................................... 306
Custom Items .................................................................................................................. 306
Using the Pupil Results List ........................................................................................... 308
Index ............................................................................................................................. 309

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iSAMS Pupil Manager User Guide About This Guide

About This Guide

This user guide provides information required by the administrators and users of the
Pupil Manager Module.
Use the Pupil Manager Module to setup and manage pupil records in iSAMS. Pupil
data is usually imported for you before you use the Pupil Manager Module for the first
time. Contact the Help Desk if you need further help importing pupil data from your
previous management information system into iSAMS.
The main sections of this guide explain how to:
Manage applicant records. See Applicant Records Overview, page 222.
Manage current pupil records. See Current Pupil Records Overview, page 220.
Manage school leaver and former pupil records. See Former Pupil Records
Overview, page 223.
Send letters to parents. See Contact Parents Overview, page 155.
Communicate with pupils. See Contact Pupils Overview, page 213.
Upload pupil photographs in bulk to pupil records. See Importing Photos to the
Pupil Manager, page 16.
Setup your own groups of pupil records. This is useful for school trips, etc. See
Custom Group Manager Overview, page 38.
Customise the information detailed in the module. Add your own sections and
fields to the screens available. See Management Options Overview, page 12.
Customise user access to the module. See Security Options Overview, page 30.
Generate simple reports on pupil data. For example, list pupils by age or sibling
groups. See Pupil Manager Reports Overview, page 70.
View head count statistics for pupils. See Pupil Statistics Overview, page 92.

Bear in mind that:

The Pupil Manager Module can also be displayed as the Student Manager
Module.
The terms student and pupil are used interchangeably in the Pupil Manager
Module.
The Pupil Manager Module is closely linked to the School Manager Module
and the Admissions Module. These modules must be setup for all functions
in the Pupil Manager Module to function as expected.

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About This Guide iSAMS Pupil Manager User Guide

Explanation of Symbols
The following symbols are used in this guide:

Note a point that needs particular attention or further information that may
be of interest.

Tip a handy hint that may provide a useful alternative or save time.

Caution proceeding with a course of action may result in a risk, e.g.

wasting your time or potential problems with the operation of your
system.

Typefaces
The following typefaces are used throughout this manual:
This typeface (italic) is used to represent cross-references within the manual and
important and useful additional information in the form of notes, tips and
warnings.
This typeface (bold) is used to represent information displayed on the
screen, such as button and web page names.
This typeface (underlined) is used to represent hyperlinks to external websites or
email addresses.

10 April 2013
iSAMS Pupil Manager User Guide Setting Up Pupil Manager

Chapter 1:

Setting Up Pupil Manager

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Setting Up Pupil Manager iSAMS Pupil Manager User Guide

Management Options Overview

Use the Management Options tab in the Pupil Manager Module to configure the
module to suit you. An example of the Management Options tab is shown below:

Work through the tabs available, these are explained in the table below:

Tab Explanation

General Setup up a start date for the academic year. Also configure fields and
Options make default selections for pupil records. See Setting Up General
Options for Pupil Records, page 13, for more information.

Photo Import pupil photos in bulk, linking them to pupil records. See Importing
Import Photos to the Pupil Manager, page 16, for more information.

Custom Add your own custom sections and fields to selected areas of the Pupil
Fields Manager Module. See Custom Fields Overview, page 17.

Security Control user access to the module. See Security Options Overview,
Options page 30.

Report Setup default header fields for Pupil Management Reports. See
Setup Setting Up Student Reports, page 35.

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iSAMS Pupil Manager User Guide Setting Up Pupil Manager

Setting Up General Options for Pupil Records

Use the General Options tab in Management Options to configure fields and make
default selections in pupil records. An example of the General Options tab is shown
below:

To setup the General Options tab, follow the steps below:

1. In the Pupil Manager Modules, select the Management Options tab. A number
of options are displayed for you to work with:

2. Select General Options and complete the General Options section. The fields
and check boxes available are explained below:

Field Explanation

School Age Set the date as the start date for the current academic year.
A start of term age in years and months is displayed on
each pupil record.
School Age must be changed for the start of each
academic year. Setting a School Age is useful if you want
to generate statistics on pupil age at the start of the year.

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Field Explanation

Show Family Check this box to display a family tree, including parents
Tree and siblings, in pupil records.
Unchecking this box removes parents from the family tree
in pupil records. Siblings are still displayed even when this
box is unchecked.

Show It is recommended that this box is checked to identify

Deceased deceased pupil contacts in pupil records.
Contacts Unchecking this box removes the term 'deceased' next to
deceased contacts in pupil records. Deceased pupil
contacts are listed even when this box is unchecked.

Require a Pupil Check this box to add a pupil title when creating and
Title managing pupil records.

Require a Check this box for a School Code to be compulsory in

Unique School pupil records.
Code Use this check box in conjunction with the SC Required
ADM Statuses list. A School Code is compulsory for
pupils with the admission status selected in SC Required
ADM Statuses.
Unchecking this box still allows you to add a School Code
to pupil records but it is not compulsory.

SC Required Use this list in conjunction with the Require a Unique

ADM Statuses School Code check box. All pupils which have the
admission status you select here must be allocated with a
School Code.
Hold Ctrl to make multiple selections.

3. Click Update to save your General Options selections.

4. Use the check boxes in Contact Defaults to preselect features when adding
contact details to a new pupil. This can save you time when adding pupil records
in bulk. The check boxes available are explained below:

Check Box Set to default...

Billing To send billing information to pupil contacts.

Reports To send pupil reports to pupil contacts.

Correspondence To send general correspondence to pupil contacts. This

may include weekly newsletters and sport reports.

Use Joint Label To address labels to all contacts when creating a mail
Salutation merge. For example, 'Mr and Mrs Smith' instead of just 'Mr
Smith'.

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iSAMS Pupil Manager User Guide Setting Up Pupil Manager

Check Box Set to default...

Agents To activate Admissions Agency information in pupil

records. This links the Pupil Manager Module to the
Agent Manager Module.
Admissions Agency information is displayed in Current
Pupil and Applicant records. It is not required when
adding a new pupil.

Student Home The pupil contact address is set as the same as the pupil's
home address.

5. Click Update to save your Contact Defaults selections.

6. Uncheck the boxes and remove any field selections in the Applicant Options
section. This section can be used to automatically enrol applicants as current
pupils when they reach their enrolment date. It is recommended that you do not
use auto enrolment.
7. Click Update to save your Applicant Options selections.
8. Use the Year Options to setup the format used for Enrolment Year and
Leaving Year in pupil records.
Either:
Check the boxes available to display both the start and end of the academic year
(for example, 2010/11).
-or-
Uncheck the boxes available to display only the start of the academic year (for
example, 2010).
9. Click Update to save your Year Options selections.
10. In the Export Pupil Record Configuration for siblings section, setup how
siblings are listed when pupil records are exported to an alternative format.
a) Check Show Selected Pupil to include your selected pupil in the sibling
information columns in your export.
b) Check Show Applicants to include any siblings listed as applicants in your
export.
You must select the sibling fields to display when exporting pupil records for your
selections to be effective. An example of how your selections are displayed in a
Pupil Record Export is shown below:

11. Click Update to save your selections.

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Setting Up Pupil Manager iSAMS Pupil Manager User Guide

Importing Photos to the Pupil Manager

Use the Photo Imports tab in Management Options to import pupil photos to the
Pupil Manager Module. Photos are imported in bulk and linked to pupil records. An
example of the Photo Imports tab is shown below:

To import pupil photos, follow the steps below:

1. In the Management Options tab, select Import Photos.
2. Either:
Click Select to browse your files and select the individual photos that you want to
import.
-or-
Click Select Folder to browse your folders and select the folder of photos that
you want to import. Select to Include sub-folders, if applicable, and click Scan.
Each pupil photo file is listed in the Drag n' Drop Photos box.
3. Select a file and click Remove to remove selected files before they are uploaded,
if required. This is useful if any outdated photos are listed. Click Remove All to
remove all files displayed.
4. Select an Import Option for the filenames to link to pupil records. The filenames
must match the naming convention selected. A number of naming conventions
are available:
The Previous MIS Identifier. This is the pupil ID number used in your
previous MIS. When pupil records are imported into iSAMS you can choose
to also import these old ID numbers, if required.
The Students Identifier is also known as School ID and is displayed at the
top of each pupil record.
Forename surname.xxx
Forename.surname
5. Click Upload Photos.
You are prompted when the files have uploaded successfully.
6. Click OK.

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iSAMS Pupil Manager User Guide Setting Up Pupil Manager

The pupil photos are now displayed in pupil records. An example is shown below:

Setting Up Custom Fields

Custom Fields Overview
Use the Custom Fields tab in Management Options to add sections and fields to
selected areas of the Pupil Manager Module. The information held in Custom Fields
can be exported into Excel reports, if required.
Choose to:
Add Pupil Custom Fields. Add fields to Current Pupil, Applicant or Former
Pupil records. Choose the type of field, for example a check box or dropdown
list. See Add a Custom Field, page 17, for more information.
Add Contact Custom Fields. These are only displayed when adding a pupil
contact.
Add Custom Sections. Add sections to accommodate your Custom Fields. See
Add a Custom Section, page 25, for more information.
Edit or delete Custom Fields and Custom Sections, as required.

Add a Custom Field

In the Pupil Manager Module choose to add either a Pupil Custom Field to pupil
records or a Contact Custom Field to pupil contact records. This is useful if you want
to customise pupil record information to suit you.

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Setting Up Pupil Manager iSAMS Pupil Manager User Guide

To add a Custom Field, follow the steps below:

1. Select the Management Options tab, click Custom Fields and select either:
Pupil Custom Fields to add Custom Fields in pupil records.
-or-
Contact Custom Fields to add Custom Fields in pupil contacts.
2. Click .
The Add Custom Field window is displayed. An example is shown below:

3. Select New Custom Field and enter a Display Name. This is displayed in pupil
records to identify the field.
4. Select a Record Area from the drop down list. Your selection determines which
tab or option the new Custom Field is listed in. The selections available depend
on whether you are working in Pupil Custom Field or Contact Custom Field.
You cannot add Custom Fields to all areas of the Pupil Manager Module.
5. Select a Record Section from the drop down list. You selection determines
where the Custom Field is displayed within the selected Record Area. The
selections available depend on the Record Area you have selected.
6. Select a Custom Field Type to suit the information to be entered in your
Custom Field.
7. Use the List drop down to select a predefined list of options for the Custom
Field, this is only displayed for selected Custom Field Types. The values in the
List are setup in the Control Panel Module. The button and check box displayed
next to the List field are not currently in use.
8. Add a Default Value, this is optional. This saves time if most entries for the field
are the same.
9. Either:
Click Save & Close.
-or-
Click Save & Add to add another Custom Field.
The Custom Field is displayed in your selected area of the Pupil Manager
Module. It is also listed in the Custom Field screen under the Record Area

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iSAMS Pupil Manager User Guide Setting Up Pupil Manager

selected. The properties you have selected are displayed to help you. An
example is shown below:

Copy a Custom Field

Choose to copy a Custom Field into a different section of the Pupil Manager Module.
The original Custom Field remains in the original location. Copying Custom Fields
saves time when you want to use the same field in Current Pupil, Applicant and
Former Pupil records.
To copy a Custom Field, follow the steps below:
1. In the Pupil Manager Module, select Management Options.
2. Click Custom Fields and select either:
Pupil Custom Fields.
-or-
Contact Custom Fields.
3. Click .

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Setting Up Pupil Manager iSAMS Pupil Manager User Guide

The Add Custom Field window is displayed. An example is shown below:

4. Select Existing Field and select the Existing Field you want to copy from the
drop down list.
5. Select a Record Area from the drop down list. Your selection determines which
tab or option the copied Custom Field is listed in. The selections available
depend on whether you are working in Pupil Custom Field or Contact Custom
Field. You cannot add Custom Fields to all areas of the Pupil Manager
Module.
6. Select a Record Section from the drop down list. You selection determines
where the copied Custom Field is displayed within the selected Record Area.
The selections available depend on the Record Area you have selected.
7. Either:
Click Save & Close.
-or-
Click Save & Add to add another Custom Field.

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iSAMS Pupil Manager User Guide Setting Up Pupil Manager

The Custom Field is displayed in your the selected area of the Pupil Manager
Module. It is also listed in the Custom Field screen under the Record Area
selected. The properties you have selected are displayed to help you. An
example is shown below:

Arrange Custom Fields

Choose to change the order that Custom Fields are displayed throughout the Pupil
Manager Module. You may want to arrange fields into a more logical order after
adding a new Custom Field.
To arrange Custom Fields, follow the steps below:
1. In the Pupil Manager Module, select Management Options.
2. Click Custom Fields and select either:
Pupil Custom Fields to arrange Custom Fields in pupil records.
-or-
Contact Custom Fields to arrange Custom Fields in pupil contacts.

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Setting Up Pupil Manager iSAMS Pupil Manager User Guide

3. Click Order Items in the Section containing the Custom Fields that you want to
arrange. The Order Items button is highlighted for you in the example below:

The Arrange Custom Fields window is displayed. An example is shown below:

4. Select a Custom Field and use the arrows available to move it up or down the
list, as required.

The Record Section that the Custom Field is located in is shown in

brackets. You can only order Custom Fields within the same Record
Section. This sometimes means that you are arranging Custom Fields for
different Record Sections within the same Arrange Custom Fields
window.
5. Continue to move Custom Fields up and down the list until you are satisfied with
the order.
6. Click Save & Close.

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iSAMS Pupil Manager User Guide Setting Up Pupil Manager

The Custom Fields are now displayed throughout the Pupil Manager Module in
the revised order. Custom Fields are always listed in alphabetical order in the
Custom Items option in pupil records.

You can also arrange Custom Fields within Custom Sections from the
Custom Sections tab. Select next to the Custom Section to display the
Arrange Fields window.

Edit a Custom Field

Choose to edit a Custom Field if you want to change the name of the field or use a
default value in the field.
To edit a Custom Field, follow the steps below:
1. In the Pupil Manager Module, select Management Options.
2. Click Custom Fields and select either:
Pupil Custom Fields to edit Custom Fields in pupil records.
-or-
Contact Custom Fields to edit Custom Fields in pupil contacts.
3. Click in your selected Custom Field.
The Edit Custom Field window is displayed. An example is shown below:

4. Edit the Display Name, if required. This is displayed in pupil records to identify
the field.
5. Add a Default Value for the Custom Field, this is optional. The Default Value
must be compatible with the Custom Field Type you select. For example, for the
Custom Field Type of 'Date' the Default Value must be a date and for the
Custom Field Type of 'Dropdown List' the Default Value must match a value in
the drop down list.
Adding a Default Value saves time if most entries for the field are the same.
Default Values do not work for the Custom Field Types of 'Multiple Select' and
'Checkbox'.
6. Select an appropriate Custom Field Type to suit the information to be entered in
your Custom Field.
7. Use the List drop down to select a predefined list of options for the Custom
Field; this is only displayed for selected Custom Field Types. The values in the

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Setting Up Pupil Manager iSAMS Pupil Manager User Guide

List are setup in the Control Panel Module. The button and check box displayed
next to the List field are not currently in use.
8. Click Save & Close.
The Custom Field is displayed in your selected area of the Pupil Manager
Module. It is also listed in the Custom Field screen under the Record Area
selected. The properties you have selected are displayed to help you. An
example is shown below:

Delete a Custom Field

Choose to delete a Custom Field if it is not being used, this is a useful housekeeping
tool. Refer to the Entries column in the Custom Fields screen to check if a Custom
Field has been used. The Entries column is highlighted for you in the example below:

Deleting a Custom Field which has been used removes the field, and all
related data, from all pupil records.
To delete a Custom Field, follow the steps below:
1. In the Pupil Manager Module, select Management Options.

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iSAMS Pupil Manager User Guide Setting Up Pupil Manager

2. Click Custom Fields and select either:

Pupil Custom Fields to delete Custom Fields in pupil records.
-or-
Contact Custom Fields to delete Custom Fields in pupil contacts.
3. Click in your selected Custom Field.
You are prompted either:
Are you sure you want to delete this custom field?
-or-
There are saved values against this custom field. Are you sure you want to
delete it? All data will be lost. You may prefer to select Cancel at the stage.
4. Click OK.
The Custom Field is removed from the Pupil Manager Module.

Add a Custom Section

Choose to add a Custom Section to pupil contact records. You can add Custom
Fields to Custom Sections. This is useful if you want to customise pupil record
information to suit you.
To add a Custom Section, follow the steps below:
1. In the Pupil Manager Module, select Management Options.
2. Click Custom Fields and select Custom Sections from the tabs available:

3. Click .
An example of the window displayed is shown below:

4. Enter a Section Name. This is displayed in pupil records to identify the section.
5. Select a Section Area from the drop down list. Your selection determines which
pupil records tab or option the new Custom Section is listed in. You cannot add
Custom Fields to all areas of the Pupil Manager Module.

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Setting Up Pupil Manager iSAMS Pupil Manager User Guide

6. Select the Section Order for the Custom Section from the drop down list. Your
selection determines the order which Custom Sections are displayed in the
selected Section Area.
7. Select the Max Fields Per Row from the drop down list. Your selection
determines the layout of Custom Fields within the Custom Section. For
example, select a maximum of 4 fields per row to minimise scrolling in pupil
records when you have a high number of Custom Fields within the Custom
Section. An example of how Custom Sections are displayed is shown below:

8. Click Save & Close.

The Custom Section is displayed in the Custom Sections screen under the
pupil status it relates to. The properties you have selected are displayed to help
you. An example is shown below:

Copy a Custom Section

Choose to copy a Custom Section into a area of the Pupil Manager Module. The
original Custom Section remains in the original location. Copying Custom Sections
saves time when you want to use the same section in Current Pupil, Applicant and
Former Pupil records.
To copy a Custom Section, follow the steps below:
1. In the Pupil Manager Module, select Management Options.
2. Click Custom Fields and select Custom Sections from the tabs available:

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iSAMS Pupil Manager User Guide Setting Up Pupil Manager

3. Click in your selected Custom Section. An example of the window displayed

is show below:

4. Select a Section Area from the drop down list. Your selection determines which
pupil record tab or option the copied Custom Section is listed in. You cannot add
Custom Sections to all areas of the Pupil Manager Module.
5. Use the Section Order drop down list to select the order that Custom Sections
are displayed throughout the Pupil Manager Module. Your selection determines
the order of Custom Sections in the Section Area you have selected. You may
want to arrange sections into a more logical order after adding a new Custom
Section.
6. Click Save & Close.

Arrange Custom Sections

Choose to change the order that Custom Sections are displayed throughout the Pupil
Manager Module. You may want to arrange sections into a more logical order after
adding a new Custom Section.
To arrange Custom Sections, follow the steps below:
1. In the Pupil Manager Module, select Management Options.
2. Click Custom Fields and select Custom Sections from the tabs available:

3. Click .

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Setting Up Pupil Manager iSAMS Pupil Manager User Guide

The Arrange Custom Sections window is displayed. An example is shown

below:

4. Select a Custom Section and use the arrows available to move it up or down the
list, as required.

5. Continue to move Custom Sections up and down the list until you are satisfied
with the order.
6. Click Save & Close.
The Custom Sections are now displayed throughout the Pupil Manager
Module in the revised order.

Edit a Custom Section

Choose to edit a Custom Section if you want to change the name of the section or the
area of the module it is listed in.
To edit a Custom Section, follow the steps below:
1. In the Pupil Manager Module, select Management Options.
2. Click Custom Fields and select Custom Sections from the tabs available:

3. Click in your selected Custom Section.

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iSAMS Pupil Manager User Guide Setting Up Pupil Manager

An example of the window displayed is shown below:

4. Edit the Section Name. This is displayed in pupil records to identify the section.
5. Select a Section Area from the drop down list. Your selection determines which
pupil records tab or option the Custom Section is listed in. You cannot add
Custom Fields to all areas of the Pupil Manager Module.
6. Select the Section Order for the Custom Section from the drop down list. Your
selection determines the order which Custom Sections are displayed in the
selected Section Area.
7. Select the Max Fields Per Row from the drop down list. Your selection
determines the layout of Custom Fields within the Custom Section. For
example, select a maximum of 2 fields per row to reduce the width of pupil
records on your screen. An example of how Custom Sections are displayed is
shown below:

8. Click Save & Close.

The Custom Section is displayed in the Custom Sections screen under the
pupil status it relates to. The properties you have selected are displayed to help
you. An example is shown below:

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Setting Up Pupil Manager iSAMS Pupil Manager User Guide

Delete a Custom Section

Choose to delete a Custom Section if it is not being used, this is a useful
housekeeping tool.

Deleting a Custom Section which has been used removes the section, its
fields and all related data from all pupil records.
To delete a Custom Field, follow the steps below:
1. In the Pupil Manager Module, select Management Options.
2. Click Custom Fields and select Custom Sections from the tabs available:

3. Click in your selected Custom Section.

You are prompted Are you sure you wish to delete this section?
4. Click OK.
The deleted Custom Section is displayed as 'No Area Assigned' in the Custom
Sections screen.

Setting Up User Access

Security Options Overview
Use the Security Options tab in Management Options to control user access within
the Pupil Manager Module. Access to the Pupil Manager Module is already
restricted to users selected in the iSAMS Control Panel. By default, module users
have full access to all areas of the module. Security Options allow you to setup
bespoke access restrictions for module users.
For example, you may want teachers to have read only access or your Admissions
Department to only have full access to Applicant information.
See page 31 for an explanation of the Security Options screen.
Choose to:
Add a Security Option. See page 31 for more information.
Edit a Security Option. See page 33.
Delete a Security Option. See page 34.

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iSAMS Pupil Manager User Guide Setting Up Pupil Manager

Understanding the Security Options Screen

An example of the information displayed in the Security Options screen is shown
below:

The Security Options screen is split into three sections to represent the three types of
pupil record available:
Current Pupils.
Admissions or Applicants.
Former Pupils.
Each area available in pupil records can have a different level of access for each user
or group of users. Each pupil record area is identified by a header bar icon in the three
sections displayed:

Hover over an icon to view an explanation of its meaning.

Additional icons indicate the access levels that you setup for users in each pupil record
area (a key is provided for you at the bottom of the Security Options screen). The
access icons are explained in the table below:

Icon Users...

Have no access to this area of pupil records.

Can only view information and not make any changes to pupil records.

Can edit the information in the pupil records.

Can delete the information in pupil records.

Add a Security Option

To setup bespoke access levels for a user or groups of users in the Pupil Manager
Module, follow the steps below:
1. In the Pupil Manager Module, select Management Options.
2. Click .

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Setting Up Pupil Manager iSAMS Pupil Manager User Guide

The Security Options screen is displayed. An example of the information

displayed in the Security Options screen is shown below:

3. Click Add user or Group in the type of pupil record you want to work with.
Choose from:
Current Pupils.
Admissions or Applicants.
Former Pupils.
The Security Options window is displayed. An example is shown below:

4. Select a User Group or Username from the drop down lists displayed.

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iSAMS Pupil Manager User Guide Setting Up Pupil Manager

5. Click on the radio buttons available to setup access levels for each area in pupil
records.
6. Click Save & Close.
Your selections are displayed in the Security Options screen. Icons represent
the access levels you have selected for each of the areas in pupil records. Use
the on-screen key to help you.

The users you setup access levels for are also listed in the other pupil record
types available. By default, these users now have no access to these other
record types. Choose to edit user Security Options, if required, to change
the access levels for all record types.

Edit a Security Option

Choose to edit access levels for a user or group of users in the Pupil Manager
Module. You can also edit the users with access to the module; this saves time when
setting up user access if staff have changed responsibilities.
To edit Security Options, follow the steps below:
1. In the Pupil Manager Module, select Management Options.
2. Click .
The Security Options screen is displayed. An example of the information
displayed in the Security Options screen is shown below:

3. Click for your selected User Group or user in the type of pupil record you want
to work with. Choose from:
Current Pupils.
Admissions or Applicants.
Former Pupils.

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Setting Up Pupil Manager iSAMS Pupil Manager User Guide

The Security Options window is displayed. An example is shown below:

4. Change the User Group or Username from the drop down lists displayed, if
required.
5. Click on the radio buttons available to setup access levels for each area in pupil
records.
6. Click Save & Close.
Your selections are displayed in the Security Options screen. Icons represent
the access levels you have selected for each of the areas in pupil records. Use
the on-screen key to help you.

Delete a Security Option

Delete a Security Option from the Pupil Manager Module to remove bespoke access
levels to the module.

Removing user Security Options removes all the Security Options setup
for that user across all types of pupil record. By default, users with no
Security Options have full access to all areas of the module.
To delete a Security Option, follow the steps below:
1. In the Pupil Manager Module, select Management Options.

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iSAMS Pupil Manager User Guide Setting Up Pupil Manager

2. Click .
The Security Options screen is displayed. An example of the Security Options
screen is shown below:

3. Click for your selected User Group or user in any of the sections listed.
You are prompted Are you sure you want to delete this security option?
4. Click OK.
All the Security Options setup for that User Group or user are deleted from the
module. The User Group or selected user now have full access to all areas of
the module.

Setting Up Student Reports

Use the Report Setup tab in Management Options to setup default header fields for
the Pre Built Contacts Report. The Pre Built Contacts Report is available when you
run Student Reports, it generates a report of pupil contact information.
To setup the Report Setup tab, follow the steps below:
1. In the Pupil Manager Module, select Management Options.
2. Click Report Setup.
An example of the Report Setup tab is shown below:

3. Enter a Header Comment. Use this to identify the information in the contacts
report.
4. Use the check boxes available to select fields to display in the contacts report.
5. Click Update.

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Setting Up Pupil Manager iSAMS Pupil Manager User Guide

An example of how your selections are displayed in the Pre Built Contacts
Report is shown below:

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iSAMS Pupil Manager User Guide Setting Up the Custom Group Manager

Chapter 2:

Setting Up the Custom Group

Manager

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Setting Up the Custom Group Manager iSAMS Pupil Manager User Guide

Custom Group Manager Overview

Use the Custom Group Manager in the Pupil Manager Module to set up and
manage customised groups of pupil records. For example, setup groups for a school
trip or the school parent's association. Use the groups you create to search for pupil
records and send mail merges or update records.
Two tabs are available for you to work with in the Custom Group Manager:

Use the tabs to setup:

Custom Pupil Groups. Create groups of pupil records. Use Custom Pupil
Groups for school trips, etc. See Create a Custom Pupil Group: Step 1, page 39,
for more information.
Custom Contact Groups. Create groups and link pupil contacts to the group.
Use Custom Contact Groups for contacting parents directly for an event or
committee meeting. See Create a Custom Contact Group, page 50, for more
information.

Setting Up Custom Pupil Groups

Custom Pupil Groups Overview
Use the Custom Pupil Groups tab to setup and manage groups of pupil records. Use
the groups you create to search for pupil records and forward information regarding
school trips, etc.
An example of the Custom Pupil Groups screen is shown below:

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iSAMS Pupil Manager User Guide Setting Up the Custom Group Manager

All Custom Pupil Groups are listed in the group tree on the left of the Custom Pupil
Groups screen. Expand the tree to view active, expired and deleted groups. The pupils
linked to each group are also listed when you expand the group tree. Group properties
are displayed in the right of the screen when you select a group.
A number of functions are available in the Custom Pupil Groups screen. Some
functions are only available once you have selected a Custom Pupil Group or pupil to
work with. The functions available are explained below:

Function Click to...

Create a Add a Custom Pupil Group. See Create a Custom Pupil Group:
New Group Step 1, page 39, for more information.

View List all groups which have been deleted. This is a useful tool if you
Deleted want to reinstate any deleted groups.
Groups

View List all groups which have exceeded their expiry date. This is
Expired useful if you want to list pupils who attended previous school trips.
Groups

Share this Allow all iSAMS users to access this group. All shared groups are
Group listed under Shared in the group tree.

Add/Remove Add and remove pupils linked to a selected Custom Pupil Group.
Pupils This is useful for adding and removing pupils in bulk.
See Link Pupils to a Custom Pupil Group, page 42, or Remove
Pupils from a Custom Pupil Group, page 44.

Delete this Remove groups you no longer require. See Delete a Custom Pupil
Group Group, page 46, for more information.

Modify Change the name, description, category and access of a group.

Group See Edit a Custom Pupil Group, page 47, for more information.
Properties

ReInstate Change a deleted group back to active.

Group

Refresh List Update the information listed.

Remove Remove a selected pupil from a Custom Pupil Group.

User From
Group

Drag and drop groups and pupils to move them around the group tree if you
prefer. This saves time.

Create a Custom Pupil Group: Step 1

To create a Custom Pupil Group, follow the steps below:
1. In the Pupil Manager Module, select the Custom Group Manager tab.
2. Select the Custom Pupil Groups tab.

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Setting Up the Custom Group Manager iSAMS Pupil Manager User Guide

An example of the Custom Pupil Groups tab is shown below:

3. Click Create a New Group. The Selection Management window is displayed.

An example is shown below:

4. Enter a name and short description for your Custom Pupil Group in the fields
available.
5. Choose a Selection Category from the drop down list displayed.
Custom Pupil Groups are listed under categories in the pupil record tabs,
making them easier to organise and locate. Click to add a new category to the
drop down list available, if required.
6. Use the Shared Selection check boxes to control who can view and edit the
Custom Pupil Group.

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iSAMS Pupil Manager User Guide Setting Up the Custom Group Manager

7. Either:
Check the Disable Expiry Date box and the Custom Pupil Group is setup
indefinitely.
-or-
Uncheck the Disable Expiry Date box and enter an expiry date for the Custom
Pupil Group. This is a useful housekeeping tool, once a field trip is complete the
Custom Pupil Group is listed as expired.
8. Click Save New Selection.
You are prompted Do you wish to add pupils?
9. Either:
Select Yes. See Create a Custom Pupil Group: Step 2, page 41, for more
information.
-or-
Select No if you want to add pupils at a later date.

Create a Custom Pupil Group: Step 2

The Manage Groups window is displayed when you select to add pupils to a new
Custom Pupil Group. An example is shown below:

To add pupils to your new Custom Pupil Group, follow the steps below:
1. Use the filters available to list pupils to select:

Hold Ctrl to make multiple selections. Each selection you make filters the pupil
records further.

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Setting Up the Custom Group Manager iSAMS Pupil Manager User Guide

2. Check the boxes next to pupil records to select them. Use the check box in the
header bar to select all the records listed.
3. Click Save & Add More and continue to add more pupils. This is optional.
4. Click Save & Close once you have completed adding pupils to the group.
You are prompted Are you sure you want to add the selected students to this
group?
5. Select Yes.
The Custom Pupil Group is listed in the Custom Pupil Groups tab. An
example is shown below:

Link Pupils to a Custom Pupil Group

Link pupils to an existing Custom Pupil Group. This is useful if you have latecomers
for a school trip or new applicants that you want to add to a group.
To add pupils to a Custom Pupil Group, follow the steps below:
1. In the Pupil Manage Module, select the Custom Group Manager tab.
The Custom Group Management screen is displayed with two tabs for you to
work with:

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iSAMS Pupil Manager User Guide Setting Up the Custom Group Manager

2. Select the Custom Pupil Groups tab. An example of the Custom Pupil Groups
screen is shown below:

3. Use the group tree in the left of the screen to locate the Custom Pupil Group
you want to work with.
4. Click Add/Remove Pupils in the Group Options and Tasks section of the
screen. The Manage Groups window is displayed. An example is shown below:

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Setting Up the Custom Group Manager iSAMS Pupil Manager User Guide

5. To add pupils, use the filters available to list pupils to select:

Hold Ctrl to make multiple selections. Each selection you make filters the pupil
records further.
6. Check the boxes next to pupil records to select them. Use the check box in the
header bar to select all the records listed.
7. Click Save & Add More and continue to add more pupils. This is optional.
8. Click Save & Close once you have completed adding pupils to the group.
You are prompted Are you sure you want to add the selected students to this
group?
9. Select Yes.
The Manage Groups window is closed and you return to the Custom Pupil
Groups tab.

Remove Pupils from a Custom Pupil Group

Remove pupils linked to an existing Custom Pupil Group. This is useful if a pupil
drops out of a school trip.
To remove the pupils in a Custom Pupil Group, follow the steps below:
1. In the Pupil Manager Module, select the Custom Group Manager tab.
The Custom Group Management screen is displayed with two tabs for you to
work with:

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iSAMS Pupil Manager User Guide Setting Up the Custom Group Manager

2. Select the Custom Pupil Groups tab. An example of the Custom Pupil Groups
screen is shown below:

3. Use the group tree in the left of the screen to locate the Custom Pupil Group
you want to work with.
4. Click Add/Remove Pupils in the Group Options and Tasks section of the
screen. The Manage Groups window is displayed. An example is shown below:

5. Check the boxes next to pupil records in the Student List. Use the check box in
the header bar of the Student List to select all the records listed.

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Setting Up the Custom Group Manager iSAMS Pupil Manager User Guide

6. Click Remove Selected.

You are prompted Do you wish to remove these students?
7. Select Yes.
The Student List is updated.
8. Click Close Window to return to the Custom Pupil Groups tab.

Choose to remove a single pupil a Custom Pupil Group. Select a pupil in

the group tree and click Remove User From Group. This saves time.

Delete a Custom Pupil Group

Delete a Custom Pupil Group to deactivate it. This is a useful housekeeping tool. You
can choose to reinstate a deleted Custom Pupil Group if required.
To delete a Custom Pupil Group, follow the steps below:
1. In the Pupil Manager Module, select the Custom Group Manager tab.
The Custom Group Management screen is displayed with two tabs for you to
work with:

2. Select the Custom Pupil Groups tab. An example of the Custom Pupil Groups
screen is shown below:

3. Use the group tree in the left of the screen to locate the Custom Pupil Group
you want to delete.
4. Click Delete this Group in the Group Options and Tasks section of the
screen.

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iSAMS Pupil Manager User Guide Setting Up the Custom Group Manager

You are prompted Are you sure you want to delete this custom group?
5. Select Yes.
The group is listed as Deleted in the Custom Pupil Groups tab.

Edit a Custom Pupil Group

Edit the properties of a Custom Pupil Group, if required. Choose to change the name,
description and category. You can also edit who can access of a group and change the
expiry date if you wish.
To edit the properties of a Custom Pupil Group, follow the steps below:
1. In the Pupil Manager Module, select the Custom Group Manager tab.
The Custom Group Management screen is displayed with two tabs for you to
work with:

2. Select the Custom Pupil Groups tab. An example of the Custom Pupil Groups
screen is shown below:

3. Use the group tree in the left of the screen to locate the Custom Pupil Group
you want to delete.
4. Click Modify Group Properties in the Group Options and Tasks section of
the screen.

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Setting Up the Custom Group Manager iSAMS Pupil Manager User Guide

The Modify Selection window is displayed. An example is shown below:

4. Edit the name and description of your Custom Pupil Group in the fields
available.
5. Choose a Selection Category from the drop down list displayed.
Custom Pupil Groups are listed under categories in the pupil record tabs,
making them easier to organise and locate. Click to add a new category to the
drop down list available, if required.
6. Use the Shared Selection check boxes to control who can view and edit the
Custom Pupil Group.
7. Either:
Check the Disable Expiry Date box and the Custom Pupil Group is setup
indefinitely.
-or-
Uncheck the Disable Expiry Date box and enter an expiry date for the Custom
Pupil Group. This is a useful housekeeping tool, once a field trip is complete the
Custom Pupil Group is listed as expired.
8. Click Modify Selection to return to the Custom Pupil Groups tab.

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iSAMS Pupil Manager User Guide Setting Up the Custom Group Manager

Setting Up Custom Contact Groups

Custom Contact Groups Overview
Use the Custom Contact Groups tab to setup and manage groups of pupil contacts.
Use the groups you create to search for pupil records and contact parents directly for
an event or committee meeting.
An example of the Custom Contact Groups screen is shown below:

All Custom Contact Groups are listed in the group tree on the left of the Custom
Contact Groups screen. Expand the tree to view the pupil contacts linked to each
group.
A number of functions are available in the Custom Contact Groups screen. Some
functions are only available once you have selected a Custom Contact Group to work
with. The functions available are explained below:

Function Click to...

Create a
New Group Add a Custom Contact Group. See Create a Custom Contact
-or- Group, page 50, for more information.
Create a
New Group

Edit this Edit the name and description of a Custom Contact Group. See
Group Edit Custom Contact Group Properties, page 51.

Delete this Remove a Custom Contact Group you no longer require. See
Group Delete a Custom Pupil Group, page 52, for more information.

Refresh Update the information listed.

List

Remove Remove a selected contact from a Custom Contact Group.

User From
Group

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Setting Up the Custom Group Manager iSAMS Pupil Manager User Guide

Drag and drop groups and contacts to move them around the group tree if
you prefer. This saves time.

Create a Custom Contact Group

Create Custom Contact Groups and link pupil contacts to the group. This is useful for
contacting parents directly, for example for a parent's association event.
To create a Custom Contact Group, follow the steps below:
1. In the Pupil Manager Module, select the Custom Group Manager tab.
2. Select the Custom Contact Groups tab.
An example of the Custom Contact Groups tab is shown below:

3. Click Create a New Group. The Selection Management window is displayed.

An example is shown below:

4. Enter a name and short description for your Custom Contact Group in the fields
available.
5. Click Save New Group.
The Custom Contact Group is listed in the Custom Contact Groups tab.

Add pupil contacts to Custom Contact Groups from the pupil records
screen. See Add Contact to Custom Groups, page 62, for more
information.

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iSAMS Pupil Manager User Guide Setting Up the Custom Group Manager

Edit Custom Contact Group Properties

Edit the name and description of a Custom Contact Group, if required.
To edit a Custom Contact Group, follow the steps below:
1. In the Pupil Manager Module, select the Custom Group Manager tab.
2. Select the Custom Contact Groups tab.
An example of the Custom Contact Groups tab is shown below:

3. Select a Custom Contact Group from the list displayed.

4. Click Edit this Group. The Selection Management window is displayed. An
example is shown below:

5. Edit the name and short description of your Custom Contact Group in the fields
available.
6. Click Save New Group.
The Custom Contact Group is listed in the Custom Contact Groups tab.

Click Remove User From Group to remove a selected contact from a

Custom Contact Group.

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Setting Up the Custom Group Manager iSAMS Pupil Manager User Guide

Delete a Custom Contact Group

Delete a Custom Contact Group which is no longer in use. This is a useful
housekeeping tool.

Deleted Custom Contact Groups cannot be reinstated. No record is kept

of the deleted group.
To delete a Custom Contact Group, follow the steps below:
1. In the Pupil Manager Module, select the Custom Group Manager tab.
2. Select the Custom Contact Groups tab.
An example of the Custom Contact Groups tab is shown below:

3. Select a Custom Contact Group from the list displayed.

4. Click Delete this Group.
You are prompted Are you sure you want to delete this custom group and
remove the association to all current contacts?
5. Select Yes.
The Custom Contact Group is removed from iSAMS.

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iSAMS Pupil Manager User Guide Add a Pupil

Chapter 3:

Add a Pupil

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Add a Pupil iSAMS Pupil Manager User Guide

Adding Pupils Overview

Use the Add Pupil tab in the Pupil Manager Module to add pupil records to iSAMS.
This is useful if you have not imported pupil data from a previous management
information system. It is recommended that you use the Admissions Module to add
new applicant records.
A wizard guides you through the stages required to create a pupil record. The stage
you are working on is highlighted on the right hand side of the screen to help you:

Stage 1: General Pupil Details

To add a pupil record in the Pupil Manager Module, follow the steps below:
1. Select the Add Pupil tab to display stage 1 of the Add Pupil Wizard.
An example of the screen displayed is shown below:

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iSAMS Pupil Manager User Guide Add a Pupil

2. Complete the Core Details section with the pupil's name. Some fields are
completed for you to save time.
3. Complete the Name Details section. Some fields are completed for you to save
time. Click to use the calendar to select a date, this saves time.
4. Select 'At School' from the System Status drop down list. This indicates that the
record is for a current pupil. Records marked 'Not Yet Arrived' are saved as
applicants. Use the Admissions Module if you want to add new applicant
records.
5. Click Next.

Stage 2: Administrative Details

An example of stage 2 of the Add Pupil Wizard is shown below:

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Add a Pupil iSAMS Pupil Manager User Guide

To complete stage 2 of the Add Pupil Wizard, follow the steps below:
1. Complete the School Details section, the fields are explained below:

Field Explanation

Year Group Select the current year group for the pupil.

Form Select a form group for the pupil.

Peg Enter the pupil's classroom or changing room peg number.

Number

Status Select the pupil's boarding status from the drop down list.

Personal Select a Personal Tutor for the pupil.

Tutor

Boarding Select a Boarding House, if required.

House

Academic Select an Academic House for the pupil.

House

2. Complete the Admissions Details section, the fields are explained below:

Field Explanation

Registered Select a registration date for the pupil, this is the date that
Date registration documentation and fees have been received by
your school. This defaults to today's date.

Verification Select the identification documents which have been verified for
the pupil.

Entry Type Select the entry status of the pupil, this is for information only. In
most cases select 'New Student' here.

Enrolment Select an enrolment date. If you have chosen to activate the

Date auto enrolment function, the pupil is automatically enrolled on
the date you select here.

Enrolment Select the academic year that the pupil is enrolled in your
School school.
Year

Enrolment Select the year group that the pupil was first enrolled in your
NC Year school. This may differ from the Year Group selected in the
School Details section if you are adding backdated pupil
records to iSAMS.

Enrolment Select the term that the pupil is enrolled in your school.
Term

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iSAMS Pupil Manager User Guide Add a Pupil

Field Explanation

Enrolment Select the form group that the pupil joined when enrolled in your
Form school. This may differ from the Form selected in the School
Details section if you are adding backdated pupil records to
iSAMS.

Previous Select the pupil's previous school from the drop down list. This
School is linked to the Other Schools Module where you can run
reports on the information selected.

Previous Select the pupil's previous school type from the drop down list.
School This is linked to the Other Schools Module where you can run
Type reports on the information selected.

3. Click Next.

Click next to a field to add a new option to the drop down list available.
This is available for selected fields throughout the Add Pupil Wizard.
Click to use the calendar to select a date, this saves time.

Stage 3: Personal Pupil Details

An example of stage 3 of the Add Pupil Wizard is shown below:

To complete stage 3 of the Add Pupil Wizard, follow the steps below:
1. Complete the Personal Details section, using the fields and drop down lists
available.
2. Click Next.

Click next to a field to add a new option to the drop down list available.
This is available for selected fields throughout the Add Pupil Wizard.

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Stage 4: Address and Contact Details

An example of stage 4 of the Add Pupil Wizard is shown below:

To complete stage 4 of the Add Pupil Wizard, follow the steps below:
1. Select Yes in Add Contact Details to activate this stage of the wizard.
2. Select Yes in the Siblings drop down list if the pupil you are adding has siblings.
You have the option of listing the sibling group in age order.
Once you make your selection in the Siblings drop down list the Add New
Contact box is displayed once.
3. Either:
a) Uncheck the Add New Contact box if you want to add Student Contacts
at a later date. See Stage 5: Finish Adding a Pupil, page 63.
-or-
Check the Add New Contact box to add parent and guardian contact details.
The Student Contacts window is displayed. There are a number of tabs
available in the Student Contacts window:
Contact Details. Use this tab to enter details of the pupil's contacts. Select
preferred methods of contact and the information which contacts should
receive.
Address Details. Use this tab to enter contact address details. This tab is
only displayed when more than one contact is listed in the Contact Details
tab.
Custom Groups. Use this tab to link the pupil contact to a Custom Contact
Group, if required. Custom Contact Groups are used to group together
pupil contacts and can be selected for mail merges.
See Add Contact Details, page 59, for help completing the Student Contacts
window.

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Add Contact Details

Use the Contact Details tab in the Student Contacts window to enter the details of a
pupil's contacts. Select preferred methods of contact and the type of information which
can be forwarded to contacts.
An example of the Contact Details tab is shown below:

Use the AutoComplete check box in the top of the Student Contacts
window for fields to capitalise automatically as you complete them. Uncheck
the AutoComplete box to override automatic capitalisation.
To add Contact Details, follow the steps below:
1. Complete the Core Contact Information section. The fields and check boxes
available are explained below:

Field Explanation

Contact Type Select the Contact Type which best describes the
pupil contact. Only select joint contacts for contacts
who reside at the same address. Additional contacts
can be setup once a pupil record has been created.
Your selection in Contact Type may change where
the Address Details are displayed in the Student
Contacts window.

Academic Reports This check box is not in use.

Contact Only Check the box if the pupil contact is to receive no

correspondence. Use this to list a pupil contact for
information only.

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Field Explanation

Private Contact Check the box if the pupil contact is not be linked to
sibling contacts. Select the pupil that this contact is to
be linked to. Hold Ctrl to make multiple selections.
Private Contacts are useful for blended families
where the pupil contact has no relevance to other
siblings.

Mail Options Check the boxes to select the type of

correspondence that the pupil contact receives:
All Merges. To receive all correspondence.
Billing. To receive billing information.
Correspondence. To receive all general school
correspondence, such as weekly newsletters.
Reports. To receive the pupil's academic reports.

Contact can be Check the box if the pupil contact is happy for their
shared with other details to be shared with other parents. It is
Parents sometimes useful for pupil contacts to be shared
among form groups so that parents can contact each
other.
List Shared Contacts in a SSRS report, if required.
Contact the Help Desk if you need help writing a
SSRS report.

Copy Bill Recipients This can only be checked if Billing is checked in Mail
Options.
Check the box to send a copy of the bill to another
pupil contact. Select the contacts to receive a copy of
the bill. Hold Ctrl to make multiple selections.

2. Select a Contact Location from the drop down list and check the Student Home
box if this is the same as the pupil's home address. Student Home must be
checked if you want use the Send to Home selection when writing to pupil
contacts.
3. Complete the 1st Person Contact and 2nd Person Contact sections, as
required. The 2nd Person Contact section is only displayed for selected joint
Contact Types.
Enter male contact details in the 1st Person Contact section when adding
joint contacts. This ensures that the Family tab operates as expected in a
pupil record.
Check the Deceased box if a contact has died. All contact and address
details for contacts marked deceased are removed. The contact is listed as
deceased in pupil records.
Check the PTFA box to indicate that the contact is a member of the 'Parent,
Teachers and Friends Association'. List contacts marked PTFA in a SSRS
report, if required. Contact the Help Desk if you need help writing a SSRS
report.

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4. Complete the Contact Address section (this section is only displayed in the
Contact Details tab when a 2nd Person Contact is not listed). You cannot add
multiple addresses here.
Either:
Enter the contact's address details manually.
-or-
Enter a postcode in the appropriate field and click the Find Address button.
Select the correct address, this saves time.
5. Enter Contact Telephone Information. Also use this section to enter a fax
number and second email address, if required.
6. Enter Contact Salutations for written correspondence, as required.
7. Enter Emergency Contact Information for the pupil. Use the text box to enter
the emergency contact's name, telephone number and address.
8. Either:
Select the Address Details tab. This tab is only available if a 2nd Person
Contact is listed for the pupil. See Add Address Details, page 62, for more
information.
-or-
Select the Custom Groups tab. See Add Contact to Custom Groups, page 62,
for more information.
-or-
Click Save Contact.
9. Either:
Finish adding the record, if you are adding a pupil. See Stage 5: Finish Adding a
Pupil, page 63, for more information.
-or-
Return to the Contacts tab if you are amending a pupil record.

If you are adding a new pupil, additional contacts can be setup once a pupil
record has been created.

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Add Address Details

Use the Address Details tab in the Student Contacts window to enter the address
details of the contact. This tab is only displayed when a 2nd Person Contact is listed
in the Contact Details tab.
An example of the Address Details tab is shown below:

To add Address Details, follow the steps below:

1. Select a Contact Location for the contact. Check the Student Home box if this
is the same as the pupil's home address. Student Home must be checked if you
want use the Send to Home selection when writing to pupil contacts.
2. Either:
Complete the tab with the address details of the contacts listed in the Contacts
Details tab.
-or-
Enter a postcode in the appropriate field and click the Find Address button.
Select the correct address, this saves time.
3. Either:
Select the Custom Groups tab. See Add Contact to Custom Groups, page 62,
for more information.
-or-
Click Save Contact.
4. Either:
Finish adding the record, if you are adding a pupil. See Stage 5: Finish Adding a
Pupil, page 63, for more information.
-or-
Return to the Contacts tab if you are amending a pupil record.

Add Contact to Custom Groups

Use the Custom Groups tab in the Student Contacts window to add pupil contacts to
Custom Contact Groups. Adding contacts to Custom Contact Groups is optional.
Custom Contact Groups are used to group together pupil contacts and can be
selected for mail merges.

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For example, add a pupil contact to a parent's association group to include them in
correspondence sent to the parent's association.
An example of the Custom Groups tab is shown below:

To add a pupil contact to a Custom Contact Group, follow the steps below:
1. Select the Contact Groups for the pupil contact. Hold Ctrl to make multiple
selections.
2. Click Save Contact.
3. Either:
Finish adding the record, if you are adding a pupil. See Stage 5: Finish Adding a
Pupil, page 63, for more information.
-or-
Return to the Contacts tab if you are amending a pupil record.
The pupil contacts which you add to the Custom Contact Groups are listed in
the Custom Group Manager tab. An example is shown below:

Stage 5: Finish Adding a Pupil

To complete the Add Pupil Wizard, follow the steps below:
1. In stage 4 of the wizard, click Next.
You are prompted that the Pupil Creation Wizard is finished. The pupil is
allocated a School ID number and is listed according to status under the
appropriate tab: Current Pupil, Applicant or Former Pupil.

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An example of a pupil record is shown below:

The pupil's School ID number is shown in brackets above General Pupil

Details.
2. Click Add another pupil to add more pupil records using the wizard.

Add an Applicant
It is recommended that you add applicants to iSAMS using the Admissions Module.
However, you can also add a new applicant record to iSAMS using the Applicants tab
in the Pupil Manager Module. This option only requires basic details and saves time
when adding large numbers of new applicant enquiries. An Applicant Checker
function prevents you duplicating pupil records.
To add an applicant record, follow the steps below:
1. Select the Applicants tab and click .

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The Applicant Details screen is displayed. An example is shown below:

2. Complete the name and gender fields in the top half of the screen.
The Applicant Checker compares the applicant name with existing pupil records
to check for duplicates:
indicates that no duplicate has been found.
indicates that possible duplicate records has been found. Additional
information on the records detected is provided in the Applicant Checker
box. Use this to check if the record you are adding is a duplicate.
An example of the Applicant Checker box is shown below:

Click on a pupil name in the Applicant Checker box to display their pupil record.
Once you open the potential duplicate record the information you have added in
Applicant Details is deleted.
3. Complete the fields in the second half of the screen as required. The fields
available are explained below:

Field Explanation

Date of Birth Enter the applicant's date of birth.

Enquiry Date Enter the date of the applicant's first enquiry to the school.
This defaults to today's date. This field is compulsory.

School Status Select the applicant's boarding status from the drop down
list. This field is compulsory.

Admissions Select the applicant's current status in the admissions

Status process. This field is compulsory. You can change this at
a later date as the admission process moves forward.

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Field Explanation

Enquiry Type Select how the applicant's enquiry to the school was
made.

Previous/Current Start to enter the applicant's previous or current school.

School Select a school from the list displayed.

School Year on Select the year group which the applicant will join when
Entry they start at your school.

Year on Entry Select the calendar year when the applicant is due to start
at your school.

Prospectus Sent Enter the date that the school prospectus is sent out. This
Date defaults to today's date.

Prospectus Use this field to add notes on any additional information

Notes sent with the prospectus. This is for information only.

4. Click Save Applicant. The basic applicant record is now displayed in the
Applicants tab. An example is shown below:

5. You can now either:

Add more detail to the applicant record. See Applicant Records Overview, page
222, for more information.
-or-
Add another applicant.

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Click next to a field to add a new option to the drop down list available.
The icon indicates that the Data Selector Tool is available to save you
time. Start typing in a field where this icon is displayed to see a list of
options.

Import Applicant Records

Use the Import function in the Applicants tab to import applicant data from a previous
management information system. This function is also available from the Admissions
Module.
To import applicant records, follow the steps below:
1. In the Pupil Manager Module, select the Applicants tab.
2. Click Import.
3. Click Browse and select the file that you want to import. The imported file must
be in .xls format. Contact the Help Desk for a copy of an import file, if required.
4. Click Upload.

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iSAMS Pupil Manager User Guide Generate Pupil Report Lists

Chapter 4:

Generate Pupil Report Lists

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Pupil Manager Reports Overview

Generate simple report lists of pupil information using the Reports function. The
Reports function is available in all of the pupil record tabs in the Pupil Manager
Module:

The Reports function is useful for quickly reviewing lists of pupil information. The
reports available are explained below:

Report Generate a report of...

Types

Siblings Sibling groups attending your school. Include applicants and former
pupils, if required. Create a Siblings Report. See page 70 for more
information.

Age Pupils by age. Include applicants, if required. You can also generate a
list of pupils who are in the incorrect year group for their age. Create a
Pupil Age Report. See page 74 for more information.

Discipline It is recommended that you use the Rewards and Conduct Module
to generate reports on discipline.

Prospectus Enquiries. Create a mail merge and send prospectuses to potential

pupils. Create an Enquiry Report. See page 80 for more information.

Year Group and House Totals are displayed to the right of the reports screen to
assist you further. Clicking on a year group or house takes you back to the
Current Pupil Search screen.

Create a Siblings Report

Generate reports of sibling groups within your school. There are two types of report to
choose from in Siblings Reports:
Student Families. Lists families with two or more children at your school.
Choose to include current pupils, applicants and former pupils, as required. See
page 71 for more information.
Current Students with Applicants. Lists pupils with siblings joining your school.
Select the school year that siblings are due to join your school. See page 73 for
more information.

Year Group and House Totals are displayed to the right of the screen to assist
you further. Clicking on a year group or house takes you back to the Current
Pupil Search screen.

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Student Families Report

To generate a Student Families report, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab and click Reports:

The Pupil Reports screen is displayed. An example is shown below:

2. In the Siblings Report section, locate the Student Families report and select a
button to generate a report:
Either:
Click Just Current to generate a list of current pupils.
-or-
Click Inc App to generate a list of applicants. Applicants' Admission Status,
School Year on Entry and Year Group on Entry are listed on the Sibling
Report.
-or-
Click Inc All to generate a list of all pupils; current pupils, applicants and former
pupils.

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Your selected Sibling Report is displayed. An example is shown below:

The Filter Siblings check boxes are checked on the report to reflect the report
you have selected.
3. Check any Filter Siblings check box and click Filter to display siblings with a
different record status. This is optional but can save time generating and
comparing separate reports.
4. Click on a pupil name to display the Student Information window. This is
optional but is useful for quickly accessing pupil contact information.
5. Right click on the report and select Print to print a copy of your Sibling Report, if
required.

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Current Students with Applicants Report

To generate a Current Students with Applicants report, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab and click Reports:

The Pupil Reports screen is displayed. An example is shown below:

2. In the Siblings Report section, locate the Current Students with Applicants
report and click Current W/A.
A window is displayed prompting you to Enter the year. An example is shown
below:

3. Enter the school year that applicants are due to start (use the format YYYY) and
click OK.

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Your selected Sibling Report is displayed. An example is shown below:

4. Check any Filter Siblings check box and click Filter to display siblings with a
different record status. This is optional but can save time generating and
comparing separate reports.
5. Click on a pupil or applicant name to display the Student Information window.
This is optional but is useful for quickly accessing contact information.
6. Right click on the report and select Print to print a copy of your Sibling Report, if
required.

Create a Pupil Age Report

Generate reports of pupils by age. You can also generate a list of pupils who are in the
incorrect year group for their age. There are three types of report to choose from in
Age Reports:
Simple Age Report. Lists pupils by either their current age or their applicant age
when they applied for your school. See page 75 for more information.
Age Check. Lists all pupils that are in the incorrect year group for their age. See
page 76 for more information.
DFES Census. Lists pupil numbers by boarding status. See page 78 for more
information.

Year Group and House Totals are displayed to the right of the screen to assist
you further. Clicking on a year group or house takes you back to the Current
Pupil Search screen.

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Simple Age Report

To generate a Simple Age Report, follow the steps below:
1. In the Pupil Manage Module, select a pupil records tab and click Reports:

The Pupil Reports screen is displayed. An example is shown below:

2. In the Age Reports section, locate the Simple Age Report and select a button
to generate a report:
Either:
Click Current Age to generate a list of pupils and their current age.
-or-
Click Applicant Age to generate a list of pupils and their applicant age.
A window is displayed prompting you to Enter the date. An example is shown
below:

3. Enter the date to calculate ages from (use the format DD/MM/YYYY) and click
OK.

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Your selected Age Report is displayed. An example is shown below:

6. Right click on the report and select Print to print a copy of your Sibling Report, if
required.
Age Check Report
To generate an Age Check report, follow the steps below:
1. In the Pupil Manage Module, select a pupil records tab and click Reports:

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The Pupil Reports screen is displayed. An example is shown below:

2. In the Age Reports section, locate Age Check and click Curr Age Check.
A window is displayed prompting you to Enter the year. An example is shown
below:

3. Enter the school year to calculate ages from and click OK. Use the format YYYY,
pupil ages are automatically calculated from 1 September for the year entered.

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Your Age Check Report is displayed. An example is shown below:

The pupil ages on 1 September are listed in the first column of the report. The
current pupil ages are displayed in brackets in the last column in years and
months.
4. Click on a pupil name to display the Student Information window. This is
optional but is useful for quickly accessing pupil contact information.
5. Right click on the report and select Print to print a copy of your Age Check
Report, if required.
DFES Census Report
To generate a DFES Census report, follow the steps below:
1. In the Pupil Manage Module, select a pupil records tab and click Reports:

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The Pupil Reports screen is displayed. An example is shown below:

2. In the Age Reports section, locate DFES Census and click Census Report.
A window is displayed prompting you to Enter the date. An example is shown
below:

3. Enter the date to calculate ages from (use the format DD/MM/YYYY) and click
OK.

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Your Census Report is displayed. An example is shown below:

4. Right click on the report and select Print to print a copy of your Census Report,
if required.

Create an Enquiry Report

Use the Prospectus Send report to view applicant enquiries for a selected day. This
report is only available in the Applicants tab. Use the information listed in the
Prospectus Send report to send out prospectuses and covering letters by mail merge.

It is recommended that you use the Admissions Module to communicate with

applicants rather than the Pupil Manager Module.

To generate a Prospectus Send report, follow the steps below:

1. In the Pupil Manager Module, select the Applicants tab and click Reports:

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The Applicant Reports screen is displayed. An example is shown below:

2. In the Prospectus Send section, click Prospectus Send.

The Prospectus Send window is displayed. An example is shown below:

3. Select a date for enquiries, either:

Use the drop down lists in the top right of the window.
-or-
Click Previous Date and Next Date to scroll to your selected date.
The applicants who have enquired on your selected date are listed. Applicants
are colour coded to indicate whether they have received a prospectus or not.
Applicants who have not received a prospectus are highlighted white.

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4. Use the check boxes next to each Applicant Name to select the applicants for
your mail merge.
5. In Letter Preferences, select the letter that you want to send. Standard letters
are set up in the Letters function, available in each of the pupil records tabs.
6. In Family Preferences select either:
Send to all children. This sends your letter to all the children you have selected
for your mail merge.
-or-
Send one per family. Use this to save time and resources, if appropriate.
7. In Address Label Template Selection, select the label size or format for your
mail merge.
8. Click Mail Merge. It may take a few moments for the mail merge to generate.
The Operation Complete window is displayed once your mail merge is
complete. An example is shown below:

Your letters and labels are produced as separate documents. Each is listed in the
Operation Complete window.
9. Click on the letters and labels links to open or save the mail merge documents,
as required.

If your mail merge documents have not generated as expected you can
review and change your selections.
Return to the previous window to review your selections. Either:
Click Return to Previous Selection and Options Page.
-or-
Click Back to Report.
10. Click Close Window to return to the Applicant Reports screen.

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iSAMS Pupil Manager User Guide Setting Up Pupil Letters

Chapter 5:

Setting Up Pupil Letters

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Letters Overview
Use the Letters function in the Pupil Manager Module to setup and manage the
standard letters you use throughout iSAMS. Letters can be used to send information to
pupil contacts or to other schools.
Setup letters with properties to suit you:
Categorise letters according to whether they are for your own use or to be shared
by all users. The two categories are listed separately in the Letters function.
Select the recipients of letters; pupil contacts or other schools.
Select whether letters are for general correspondence or are related to the
Parent Portal. Parent Portal letters are sent to parents to help them activate
their portal accounts.
An example of how letters are listed in the Pupil Manager Module is shown
below:

Choose to:
Add a New Letter. See page 84 for more information.
Edit a Letter. See page 86.
Delete a Letter. You can only delete a letter that you have setup. See page 89 for
more information.
Export a Letter. Use this to keep a backup copy of letters. See page 89 for more
information.

Click on a username in the Letters screen to display the User Information

window. This is useful if you want to contact the author of the letter.

Add a New Letter

To add a new standard letter to use in iSAMS, follow the steps below:
1. In the Pupil Manager Module, select a pupil record tab and click Letters:

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The Letters screen is displayed. An example is shown below:

2. Click New Letter.

The Letter Preview window is displayed. An example is shown below:

3. Enter a clear a concise Letter Name. The nature of the letter must be clear as
this is listed when you select a letter to send.
4. Select a Letter Category:
Shared letters can be selected by any user with access to pupil records.
Select your username for any letters which are solely for your own use. This
is useful for communication which you want to control, such as offer letters.
5. Select who to Send Letter To:
Parents/Contacts. Letters can be sent to any pupil contact who has the
Mail Options of All Merges or Correspondence selected in Student
Contacts.
School. Letters can be sent to a pupil's previous, current or future school.
6. Select whether the letter is related to the Parent Portal or not. Parent Portal
letters are sent to parents to help them activate their portal accounts.

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7. Write the body of your letter in the free text box. Add fields using the drop down
lists available, where required. Some fields are already entered for you. Use the
standard toolbar to format your letter, as required. You do no need to add header
and footer information here.
8. Click Save Letter.
You are prompted Are you sure you want to save this letter?
9. Click OK.
A preview of your letter is displayed. An example is shown below:

10. Choose to either:

Print Letter to keep a hard copy on file.
-or-
Edit Letter to return to the Letter Preview window and amend the letter.
-or-
Close Window. Your letter is listed in the Letters screen and is ready to use.

Edit a Letter
Edit a standard letter in iSAMS. Choose to:
Edit the layout or content of a letter. See page 87 for more information.
Change the Letter Category. This controls the users who can send a letter. See
page 88 for more information.

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Edit the Layout or Content of a Letter

To edit the layout or content of a standard letter, follow the steps below:
1. In the Pupil Manager Module, select a pupil record tab and click Letters:

The Letters screen is displayed. An example is shown below:

2. Click on a Letter Template Name to preview the letter. An example is shown

below:

3. Click Edit Letter.

4. Edit the Letter Name, if required. The nature of the letter must be clear as this is
listed when you select a letter to send.
5. Edit the Letter Category:
Shared letters can be selected by any user with access to pupil records.
Select your username for any letters which are solely for your own use. This
is useful for communication which you want to control, such as offer letters.

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6. Select who to Send Letter To:

Parents/Contacts. Letters can be sent to any pupil contact who has the
Mail Options of All Merges or Correspondence selected in Student
Contacts.
School. Letters can be sent to a pupil's previous, current or future school.
7. Select whether the letter is relating to the Parent Portal or not. Parent Portal
letters are sent to parents to help them activate their portal accounts.
8. Edit the body of your letter in the free text box. Add fields using the drop down
lists available, where required. Some fields are already entered for you. Use the
standard toolbar to format your letter, as required. You do no need to add header
and footer information here.
9. Either:
Click Save Letter to overwrite the existing letter.
You are prompted Are you sure you want to save this letter?
-or-
Click Save As New to save both the original and the amended letters.
You are prompted Are you sure you want to save this letter as a New Letter?
10. Click OK.
A preview of your letter is displayed.
11. Choose to either:
Print Letter to keep a hard copy on file.
-or-
Edit Letter to return to the Letter Preview window and amend the letter
further.
-or-
Close Window. Your letter is listed in the Letters screen and is ready to use.
Change the Letter Category
To change who can send a standard letter, follow the steps below:
1. In the Pupil Manager Module, select a pupil record tab and click Letters:

The Letters screen is displayed. An example is shown below:

2. Select the Letter Category tab you want to work with.

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3. Click either:
to share a letter with other users.
-or-
to list a letter as solely for the use of the author. If you are not the author you will
no longer be able to use this letter.
The letter is now listed under the Letter Category tab it has been assigned to.

Delete a Letter
Remove a standard letter from iSAMS. This is a useful housekeeping tool if a letter is
out of date and has not been used. You can only delete letters which you have
composed yourself.

Do not delete letters which have been used. This removes all previous
uses of the letter from a pupil's Communication History.
To delete a letter, follow the steps below:
1. In the Pupil Manager Module, select a pupil record tab and click Letters:

The Letters screen is displayed. An example is shown below:

2. Select Letter Category tab to work with.

3. Click in your selected letter.
You are prompted Are you sure you want to delete this letter?
4. Select Yes.
The letter is removed from iSAMS.

Export a Letter
Choose to export a standard iSAMS letter into Word. This is useful for keeping a back
up copy of letters.
To export a letter, follow the steps below:
1. In the Pupil Manager Module, select a pupil record tab and click Letters:

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The Letters screen is displayed. An example is shown below:

2. Select Letter Category tab to work with.

3. Click in your selected letter.
4. Open or Save the document, as required.

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Chapter 6:

View Pupil Statistics

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Pupil Statistics Overview

Use the Statistics function in the Pupil Manager Module to generate simple head
count statistics. All the statistics available list pupil head count figures by year group
and gender.
The Statistics function is available from any of the pupil record tabs:

The Pupil Statistics screen is displayed when you select the Statistics function. An
example of the Pupil Statistics screen is shown below:

Choose to:
Generate Current Pupil Statistics. See Generating Current Pupil Statistics,
page 92, for more information.
Generate Applicant Statistics. See Generating Applicant Statistics, page 93, for
more information.
It is not possible to run statistic reports for former pupils.

Generating Current Pupil Statistics

To generate Current Pupil Statistics, follow the steps below:
1. In the Pupil Manager Module, select a pupil record tab and click Statistics:

The Pupil Statistics screen is displayed.

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2. Click on the statistics report you want to generate. The statistic reports available
for Current Pupils are explained below:

Report Explanation

Current Pupil Current Pupil Totals. Pupil head count.

Reports and Totals Current House Totals. Boarding house head count.
Current Pupils Enrolment Years. Current pupil year
groups listed by enrolment year.

Current Pupil Current School Totals. Previous school statistics.

Statistics and Current Pupils Boarding/School Status. Boarding
Reports status head count.

General Current Current pupil census information.

Pupil Statistics and
Reports

Other Current Current Pupils Relationship to School. Current

Pupil Statistics and pupils' relationships with school alumni. This
Reports information is added in the School Link field under the
Census tab in pupil records.
Current Pupils Personal Tutor. Each personal tutor's
pupil head count.

Your statistics report is displayed. An example of a statistics report is shown

below:

3. Print a hard copy of your statistics report, if required. Right click on your statistics
report and select Print.

Generating Applicant Statistics

Use the options available in your statistics report to filter applicant records. By default
all applicants are included in statistics. Choose to filter records by admission status,

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date fields and application year. Apply as many filters as you require to applicant
records. This allows you to focus on a selection of statistics.
To generate Applicant Statistics, follow the steps below:
1. In the Pupil Manager Module, select a pupil record tab and click Statistics:

The Pupil Statistics screen is displayed.

2. Click on the statistics report you want to generate. The statistic reports available
for Applicants are explained below:

Report Explanation

Applicant Applicant Year Group Totals. Applicant head count by

Totals application year.
and Applicant Status Code Totals. Applicant head count by
Statistics admission status.
Applicant House Totals. Applicant head count by both academic
and boarding house.

Applicant Applicants' previous school statistics..

Previous
School
Statistics

General Applicant census information.

Applicant
Statistics
and
Reports

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Your statistics report is displayed. An example of a statistics report is shown below:

3. Select the Admission Status (ADM Status) of the records you want to display.
Hold Ctrl to make multiple selections.
4. Use the Date Filter to select an applicant date field to filter records by.
5. Select a From and To Date to apply to your Date Filter.
6. Select the Year Range of applications that you want to include in your statistics.
This refers to the year the applicant is looking to join the school.
7. Click Go.
Your filtered statistics are generated.
8. Click to print the statistics.
9. Click to return to the Pupil Statistics screen.

Click to remove all the filters, if required. This is only available in selected
statistics reports.

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Chapter 7:

Searching for Pupil and Applicant

Records

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Pupil Record Search Overview

Use the options available in the pupil record tabs to search for pupil and applicant
records. A number of options are available to search for individual or groups of records.
Use your pupil record search to edit records in bulk, send letters to pupil contacts or
generate reports.
All the search options available are shown in the header bar when you first open a
pupil records tab in the Pupil Manager Module:

The search options available are explained below:

Search Explanation
Option

Custom Choose to search by a selection of fields listed in pupil records. You

Search can also search records for information drawn from other modules. The
search options available vary depending on the pupil record tab you
are using. Choose to save your custom searches to use again, if
required, this saves time.
See Custom Search Overview, page 98, for more information.

Surname A quick way of searching for pupil and applicant records by surname.
See Search for Pupils by Surname, page 127.

Year A quick way of searching for pupil and applicant records by year group.
Group See Search for Pupils by Year Group, page 129.

House A quick way of searching for pupil and applicant records by boarding
house. See Search for Pupils by Boarding House, page 132.

Using Custom Search

Custom Search Overview
Use the Custom Search function to find pupil and applicant records using selected
fields and search criteria. Choose to save your custom searches to use again, if
required, this saves time. The options available vary depending on the pupil records
tab you are using:

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The search options available are explained below:

Search Search for pupil records...

Option

Basic Using a selection of key fields listed in pupil records. This is useful for
using multiple search criteria. For example, choose to search for girls
on the SEN Register and send letters to their parents.
The fields available vary according to the pupil records tab you are
using:
See Search for Current Pupils using Key Fields, page 100.
See Search for Applicants using Key Fields, page 102.
See Search for Former Pupils using Key Fields, page 104.

Academic By teaching set and form group. See Search for Pupils by Set or Form,
page 107, for more information.
This search option is only available in the Current Pupils tab.

Donations By former pupils who make financial donations to your school. See
Search for Former Pupils by Donations, page 108, for more
information.
By former pupil occupations. See Search for Former Pupils by
Occupation, page 110, for more information.
By former pupil university destinations. See Search for Former
Pupils by University, page 110, for more information.
By former pupil hobbies and interests. See Search for Former Pupils
by their Interests, page 111, for more information.
This search option is only available in the Former Pupils tab.

Activities By extra-curricular activities. See Search for Pupils by Extra Curricular

Activities, page 113, for more information.
This search option is not available in the Applicants tab.

Custom By the Custom Pupil Groups they are linked to. Use your searches to
Groups send information to parents about field trips or other events. See
Custom Group Search for Pupils, page 115, for more information.

Multiple Using multiple key fields listed in pupil records. The key fields available
View are related to school information, for example Admissions Year and
Year Group. Choose to use your selections as a filter or to select
multiple groups of records. See Multiple View Search for Pupils, page
118, for more information.

Custom By when a record has been updated and by who. See Search for
View Pupil Records by Last Update, page 119.
By parent profession. See Search for Pupils by Parent Profession,
page 121.

Query By your own search query. Build a bespoke search query using any
Builder standard or custom fields listed in pupil records. See Search for Pupils
using the Query Builder, page 122, for more information.

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Search Search for pupil records...

Option

Saved Using saved pupil searches. This saves time. See Using Saved Pupil
Searches, page 124, for more information.

Search for Current Pupils using Key Fields

Search for current pupils using a selection of key fields listed in pupil records. This is
useful for using multiple search criteria to filter records. Use your pupil record search to
edit records in bulk, send letters to pupil contacts or generate reports.
For example, choose to search for girls on the SEN Register and send letters to their
parents.
To search for pupils using pupil record fields, follow the steps below:
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Click Custom Search and select the Basic tab.
The Custom Pupil Search screen is displayed. An example of the Custom
Pupil Search screen is shown below:

3. Use the fields in the sections available to enter search criteria.

The sections and fields available in the Custom Pupil Search screen are
explained below:

Section Search by...

General Pupil Pupil name.

Details

Contact The name and address of a pupil's contact.

Information

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Section Search by...

Miscellaneous Pupil's previous school.

Search Pupil's School Code. Use this search term if School
Options Codes are compulsory in your school.
Pupils on the SEN Register.

Specific Pupil Pupil's School ID number. Search for a pupil by their

Details unique School ID number.
Gender.
Date of Birth. Choose to search by just month or year of
birth, if required.

School Admission Year. Select the academic year that a pupil

Information joined your school.
Year Group. Select the pupil's current year group.
Boarding House. Select the pupil's boarding house, if
applicable.
Academic House. Select the pupil's academic house.
Form. Select the pupil's current form group.
School Status. This refers to a pupil's boarding status.

Further Pastoral Tutor. This refers to a pupil's personal tutor.

School
School Division. Only use this search term if your school
Information uses School Divisions.

Enter as many search criteria as required, pupil records are filtered accordingly.
The icon indicates that the Data Selector Tool is available to save you time.
Start typing in a field where this icon is displayed to see a list of options.
4. In the Search Options section, check the boxes available to Include Applicants
and Past Pupils. This is optional.
5. Either:
Click Save & Search to save the search. Enter a name for the search in the
window displayed and click OK. This saves time if you intend to use the pupil
records again.
-or-
Click Search.
Your selected pupil records are displayed. An example is shown below:

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6. Use the grouping tools to organise the pupil records displayed, if required:

7. Click in a selected column in the header bar to change the order that records are
listed, if required:

Your selections are applied to the pupil records listed.

You are now ready to use the pupil records list, as required. See Understanding
the Pupil Records List, page 134, for more information.

Saved searches are listed in Custom Search under the Saved tab. Your
searches are listed under your username. See Using Saved Pupil
Searches, page 124, for more information.
Click Reload Form or New Search to clear any search criteria you
have entered.
Click in the top left of the screen to show/hide the tips side bar.

Search for Applicants using Key Fields

Search for applicants using a selection of key fields listed in applicant records. This is
useful for using multiple search criteria to filter records. Use your search to edit records
in bulk, send letters to applicant contacts or generate reports.
For example, choose to search for girls who have been offered a place at your school
and send letters to their parents.
To search for applicants using key fields, follow the steps below:
1. In the Pupil Manager Module, select the Applicants tab.
2. Click Custom Search and select the Basic tab.
The Custom Applicant Search screen is displayed. An example of the Custom
Applicant Search screen is shown below:

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3. Use the fields in the sections available to enter search criteria. The sections and
fields available in the Custom Applicant Search screen are explained below:

Section Search by...

General Applicant name.

Applicant
Details

Contact The applicant's address.

Information

Miscellaneous Applicant's enquiry date. Choose to search by just month

Search or year, if required.
Options Applicant's registration date. Choose to search by just
month or year, if required.
Applicant's current school.

Specific Applicant's School ID number. Search for an applicant by

Applicant their unique School ID number.
Details Gender.
Date of Birth. Choose to search by just month or year of
birth, if required.

School ADM Year. Select the academic year that an applicant is

Information due to join your school.
Year Group. Select the year group which the applicant
will enter when they join your school.
ADM Status. Select the applicant's current status in the
admissions process.
House. Select the boarding house that the applicant will
enter when they join your school.
School Status. This refers to an applicant's boarding
status.

Enter as many search criteria as required, applicant records are filtered

accordingly.
The icon indicates that the Data Selector Tool is available to save you time.
Start typing in a field where this icon is displayed to see a list of options.
4. In the Search Options section, check the boxes available to Include Current
Pupils and Past Pupils. This is optional.
5. Either:
Click Save & Search to save the search. Enter a name for the search in the
window displayed and click OK. This saves time if you intend to use the records
again.
-or-
Click Search.

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Your selected applicant records are displayed. An example is shown below:

6. Use the grouping tools to organise the applicant records displayed, if required:

7. Click in a selected column in the header bar to change the order that records are
listed, if required:

Your selections are applied to the applicant records listed.

You are now ready to use the records list, as required. See Understanding the
Pupil Records List, page 134, for more information.

Saved searches are listed in Custom Search under the Saved tab. Your
searches are listed under your username. See Using Saved Pupil
Searches, page 124, for more information.
Click Reload Form or New Search to clear any search criteria you
have entered.
Click in the top left of the screen to show/hide the tips side bar.

Search for Former Pupils using Key Fields

Search for former pupils using a selection of key fields listed in pupil records. This is
useful for using multiple search criteria to filter records. Use your pupil record search to
send letters to pupil contacts or generate reports.
For example, choose to search for girls who left the school in 2011 and send letters to
their parents.
To search for pupils using pupil records fields, follow the steps below:
1. In the Pupil Manager Module, select the Former Pupils tab.
2. Click Custom Search and select the Basic tab.

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The Custom Pupil Search screen is displayed. An example of the Custom

Pupil Search screen is shown below:

3. Use the fields in the sections available to enter search criteria. The sections and
fields available in the Custom Pupil Search screen are explained below:

Section Search by...

General Pupil Pupil name.

Details

Contact The name and address of a pupil's contact.

Information

Miscellaneous Pupil's Previous School.

Search Pupil's School Code. Use this search term if School
Options Codes are compulsory in your school.

Specific Pupil Pupil's School ID number. Search for a pupil by their

Details unique School ID number.
Gender.
Date of Birth. Choose to search by just month or year of
birth, if required.

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Section Search by...

School Admission Year. Select the academic year that a pupil

Information joined your school.
Leaving Year Group. Select the year group that a pupil
was in when they left your school.
Leaving School Year. Select the academic year that a
pupil left your school.
Leaving Reason. Select the reason for a pupil leaving
your school.
Leaving Term. Select the school term that a pupil left
your school.
Boarding House. Select the boarding house that a pupil
was in when they left your school.
Academic House. Select the academic house that a pupil
was in when they left your school.
Leaving Form. Select the form group that a pupil was in
when they left your school.
School Status. This refers to a pupil's boarding status.

Enter as many search criteria as required, pupil records are filtered accordingly.
The icon indicates that the Data Selector Tool is available to save you time.
Start typing in a field where this icon is displayed to see a list of options.
4. In the Search Options section, check the boxes available to Include Applicants
and Current Pupils. This is optional.
5. Either:
Click Save & Search to save the search. Enter a name for the search in the
window displayed and click OK. This saves time if you intend to use the pupil
records again.
-or-
Click Search.
Your selected pupil records are displayed. An example is shown below:

6. Use the grouping tools to organise the pupil records displayed, if required:

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7. Click in a selected column in the header bar to change the order that records are
listed, if required:

Your selections are applied to the pupil records listed.

You are now ready to use the pupil records list, as required. See Understanding
the Pupil Records List, page 134, for more information.

Saved searches are listed in Custom Search under the Saved tab. Your
searches are listed under your username. See Using Saved Pupil
Searches, page 124, for more information.
Click Reload Form or New Search to clear any search criteria you
have entered.
Click in the top left of the screen to show/hide the tips side bar.

Search for Pupils by Set or Form

Search for current pupils by teaching set and form group. Choose to group edit the
pupil records listed or send letters to parents.
To search for pupil records by set or form, follow the steps below:
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Click Custom Search and select the Academic tab.
The Academic Search screen is displayed. Teaching sets and forms are listed
separately. An example of the Academic Search screen is shown below:

3. Click on set or form to select it. Hold Ctrl to make multiple selections, if required.

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4. Either:
Click Save & Search to save the search. Enter a name for the search in the
window displayed and click OK. This saves time if you intend to use the pupil
records again.
-or-
Click Search.
Your selected pupil records are displayed. An example is shown below:

5. Use the grouping tools to organise the pupil records displayed, if required:

6. Click in a selected column in the header bar to change the order that records are
listed, if required:

Your selections are applied to the pupil records listed.

You are now ready to use the pupil records list, as required. See Understanding
the Pupil Records List, page 134, for more information.

Saved searches are listed in Custom Search under the Saved tab. Your
searches are listed under your username. See Using Saved Pupil
Searches, page 124, for more information.
Click Reload Form or New Search to clear any search criteria you
have entered.
Click in the top left of the screen to show/hide the tips side bar.

Search for Former Pupils by Donations

Search for former pupils who have made donations to your school. This is useful when
sending correspondence to your donors or their families.
To search for donors or legators, follow the steps below:
1. In the Pupil Manager Module, select the Former Pupils tab.
2. Click Custom Search and select the Donations tab.

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The Custom Pupil Search screen is displayed. An example of the Custom

Pupil Search screen is shown below:

3. Select whether to search for a Legator or Donor using the fields available on the
left.
4. Select the Donor Category you want to search for.
5. Either:
Click Save & Search to save the search. Enter a name for the search in the
window displayed and click OK. This saves time if you intend to use the pupil
records again.
-or-
Click Search.
Your selected pupil records are displayed.
6. Use the grouping tools to organise the pupil records displayed, if required:

7. Click in a selected column in the header bar to change the order that records are
listed, if required:

You are now ready to use the pupil records list, as required. See Understanding
the Pupil Records List, page 134, for more information.

Saved searches are listed in Custom Search under the Saved tab. Your
searches are listed under your username. See Using Saved Pupil
Searches, page 124, for more information.
Click Reload Form or New Search to clear any search criteria you
have entered.
Click in the top left of the screen to show/hide the tips side bar.
Also use the Donations tab to search for former pupils by occupation,
university & interests.

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Search for Former Pupils by Occupation

Search for former pupils by their occupation. This is useful if you are arranging work
experience and want to send a mail merge to alumni.
To search for former pupils, follow the steps below:
1. In the Pupil Manager Module, select the Former Pupils tab.
2. Click Custom Search and select the Donations tab.
The Custom Pupil Search screen is displayed. An example of the Custom
Pupil Search screen is shown below:

3. Enter the former pupil's Occupation in the field available on the right.
4. Either:
Click Save & Search to save the search. Enter a name for the search in the
window displayed and click OK. This saves time if you intend to use the pupil
records again.
-or-
Click Search.
Your selected pupil records are displayed.
5. Use the grouping tools to organise the pupil records displayed, if required:

6. Click in a selected column in the header bar to change the order that records are
listed, if required:

You are now ready to use the pupil records list, as required. See Understanding
the Pupil Records List, page 134, for more information.

Saved searches are listed in Custom Search under the Saved tab. Your
searches are listed under your username. See Using Saved Pupil
Searches, page 124, for more information.
Click Reload Form or New Search to clear any search criteria you
have entered.
Click in the top left of the screen to show/hide the tips side bar.

Search for Former Pupils by University

Search for former pupils by their university. This is useful for reviewing pupil statistics
on selected universities.

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To search for former pupils, follow the steps below:

1. In the Pupil Manager Module, select the Former Pupils tab.
2. Click Custom Search and select the Donations tab.
The Custom Pupil Search screen is displayed. An example of the Custom
Pupil Search screen is shown below:

3. Select the University that the former pupil attends or has attended in the field
available on the right.
4. Either:
Click Save & Search to save the search. Enter a name for the search in the
window displayed and click OK. This saves time if you intend to use the pupil
records again.
-or-
Click Search.
Your selected pupil records are displayed.
5. Use the grouping tools to organise the pupil records displayed, if required:

6. Click in a selected column in the header bar to change the order that records are
listed, if required:

You are now ready to use the pupil records list, as required. See Understanding
the Pupil Records List, page 134, for more information.

Saved searches are listed in Custom Search under the Saved tab. Your
searches are listed under your username. See Using Saved Pupil
Searches, page 124, for more information.
Click Reload Form or New Search to clear any search criteria you
have entered.
Click in the top left of the screen to show/hide the tips side bar.

Search for Former Pupils by their Interests

Search for former pupils by their hobbies and other interests. This is useful for
searching for sporting alumni who you may want to contact.
To search for former pupils, follow the steps below:
1. In the Pupil Manager Module, select the Former Pupils tab.

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2. Click Custom Search and select the Donations tab.

The Custom Pupil Search screen is displayed. An example of the Custom
Pupil Search screen is shown below:

3. Enter an Interest in the field available on the right.

4. Either:
Click Save & Search to save the search. Enter a name for the search in the
window displayed and click OK. This saves time if you intend to use the pupil
records again.
-or-
Click Search.
Your selected pupil records are displayed.
5. Use the grouping tools to organise the pupil records displayed, if required:

6. Click in a selected column in the header bar to change the order that records are
listed, if required:

You are now ready to use the pupil records list, as required. See Understanding
the Pupil Records List, page 134, for more information.

Saved searches are listed in Custom Search under the Saved tab. Your
searches are listed under your username. See Using Saved Pupil
Searches, page 124, for more information.
Click Reload Form or New Search to clear any search criteria you
have entered.
Click in the top left of the screen to show/hide the tips side bar.

Search for Former Pupils by Spouse

Search for former pupils by the category that their spouse is listed under. For example,
you can use the Spouse Category to list spouses as former pupils or staff.
To search for former pupils, follow the steps below:
1. In the Pupil Manager Module, select the Former Pupils tab.
2. Click Custom Search and select the Donations tab.

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The Custom Pupil Search screen is displayed. An example of the Custom

Pupil Search screen is shown below:

3. Select a Spouse Category from the drop down list in the bottom left of the
screen.
4. Either:
Click Save & Search to save the search. Enter a name for the search in the
window displayed and click OK. This saves time if you intend to use the pupil
records again.
-or-
Click Search.
Your selected pupil records are displayed.
5. Use the grouping tools to organise the pupil records displayed, if required:

6. Click in a selected column in the header bar to change the order that records are
listed, if required:

You are now ready to use the pupil records list, as required. See Understanding
the Pupil Records List, page 134, for more information.

Saved searches are listed in Custom Search under the Saved tab. Your
searches are listed under your username. See Using Saved Pupil
Searches, page 124, for more information.
Click Reload Form or New Search to clear any search criteria you
have entered.
Click in the top left of the screen to show/hide the tips side bar.

Search for Pupils by Extra Curricular Activity

Search for current or former pupils by their extra curricular activities. Choose to email
parents if a match overruns or to forward extra training times.
To search for pupil records by activity, follow the steps below:
1. In the Pupil Manager Module, select either:
The Current Pupils tab.
-or-
The Former Pupils tab.
2. Click Custom Search and select the Activities tab.

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The Activity Search screen is displayed. An example of the Activity Search

screen is shown below:

3. Use the check boxes available to select the activity you want to search by. Make
multiple selections, if required.
4. Use the Date Filter to select a date for the activity.
5. Either:
Click Save & Search to save the search. Enter a name for the search in the
window displayed and click OK. This saves time if you intend to use the pupil
records again.
-or-
Click Search.

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Your selected pupil records are displayed. An example is shown below:

6. Use the grouping tools to organise the pupil records displayed, if required:

7. Click in a selected column in the header bar to change the order that records are
listed, if required:

Your selections are applied to the pupil records listed.

You are now ready to use the pupil records list, as required. See Understanding
the Pupil Records List, page 134, for more information.

Saved searches are listed in Custom Search under the Saved tab. Your
searches are listed under your username. See Using Saved Pupil
Searches, page 124, for more information.
Click Reload Form or New Search to clear any search criteria you
have entered.
Click in the top left of the screen to show/hide the tips side bar.

Custom Group Search for Pupils

Search for pupil or applicant records by the Custom Pupil Groups they are linked to.
Use your searches to send information to parents about field trips or other events.
Choose to search by Custom Groups from any of the pupil record tabs; Current
Pupils, Applicants or Former Pupils.
To search for records by custom group, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Click Custom Search and select the Custom Groups tab.

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The Group Search screen is displayed. An example of the Group Search

screen is shown below:

Custom Pupil Groups are listed on the screen as My Saved Groups (groups
setup by you for your own use) and Shared Groups (which can be selected by
all users).
3. Click on Custom Pupil Groups to select them. Hold Ctrl to make multiple
selections.
4. In the Search Options section, check the boxes available to Include Applicants
and Past Pupils. This optional section is only available in the Current Pupils
tab.
5. Either:
Click Save & Search to save the search. Enter a name for the search in the
window displayed and click OK. This saves time if you intend to use the records
listed again.
-or-
Click Search.

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Your selected records are displayed. An example is shown below:

6. Use the grouping tools to organise the records displayed, if required:

7. Click in a selected column in the header bar to change the order that records are
listed, if required:

Your selections are applied to the records listed.

You are now ready to use the records listed, as required. See Understanding the
Pupil Records List, page 134, for more information.

If no records are listed in your search, try using Custom Group Search
in the Current Pupils tab and check all the boxes in the Search Options
section.
Saved searches are listed in Custom Search under the Saved tab. Your
searches are listed under your username. See Using Saved Pupil
Searches, page 124, for more information.
Click Reload Form or New Search to clear any search criteria you
have entered.
Click in the top left of the screen to show/hide the tips side bar.

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Multiple View Search for Pupils

Search for pupils or applicants using multiple key fields listed in records. The key fields
available are related to school information, for example Admissions Year and Year
Group. Choose to use your selections as a filter or to select multiple groups of records.
For example, either:
Search for pupils from admission year 2005 who are also in a selected boarding house.
-or-
Search for pupils from admission year 2005 and also search for pupils who are in a
selected boarding house.
To search for pupil records using Multiple View, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Click Custom Search and select the Multiple View tab.

The Multiple View screen is displayed. The selection boxes available depend on
the pupil record tab you are using. An example of the Multiple View screen is
shown below:

3. Either:
Use your selections as a filter. Make selections from each box and click Add
Clause. Hold Ctrl to make multiple selections from each box. Only records which
are listed under all the selected terms are included in your search.
-or-
Select multiple groups of pupils. Click Add Clause after you make a selection
from each box. Hold Ctrl to make multiple selections from each box. Records
which are listed in each of the selected terms are included in your search.
The Clauses you add are listed in the Previous Clauses box.
4. In the Search section, check the boxes available to Include Current Pupils,
Applicants and Past Pupils. This is optional.

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5. Either:
Click Save & Search to save the search. Enter a name for the search in the
window displayed and click OK. This saves time if you intend to use the records
listed again.
-or-
Click Search.
Your selected records are displayed. An example is shown below:

6. Use the grouping tools to organise the records displayed, if required:

7. Click in a selected column in the header bar to change the order that records are
listed, if required:

Your selections are applied to the records listed.

You are now ready to use the records listed, as required. See Understanding the
Pupil Records List, page 134, for more information.

Saved searches are listed in Custom Search under the Saved tab. Your
searches are listed under your username. See Using Saved Pupil
Searches, page 124, for more information.
Click Reload Form or New Search to clear any search criteria you
have entered.
Click in the top left of the screen to show/hide the tips side bar.

Search for Pupil Records by Last Update

Search for updated pupil or applicant records. Choose when a record was last updated
and by who. This provides a useful audit trail.
To search for records update information, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Click Custom Search and select the Custom View tab.

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The Custom View screen is displayed. An example of the Custom View screen
is shown below:

3. In the Record Update Information section, use Updated By to select the user
who last updated records.
4. Select the Update Date using the fields available. Choose to search by just
month or year, if required.
5. In the Search Options section, check the boxes available to Include Current
Pupils, Applicants and Past Pupils. This is optional.
6. Either:
Click Save & Search to save the search. Enter a name for the search in the
window displayed and click OK. This saves time if you intend to use the records
listed again.
-or-
Click Search.
Your selected records are displayed. An example is shown below:

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7. Use the grouping tools to organise the records displayed, if required:

8. Click in a selected column in the header bar to change the order that records are
listed, if required:

Your selections are applied to the records listed.

You are now ready to use the records listed, as required. See Understanding the
Pupil Records List, page 134, for more information.

Saved searches are listed in Custom Search under the Saved tab. Your
searches are listed under your username. See Using Saved Pupil
Searches, page 124, for more information.
Click Reload Form or New Search to clear any search criteria you
have entered.

Search for Pupils by Parent Profession

Search for pupils and applicants by their parent or guardian's profession. This is useful
if you are arranging work experience and want to send a mail merge to parents.
To search for parent profession, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Click Custom Search and select the Custom View tab.

The Custom View screen is displayed. An example of the Custom View screen
is shown below:

3. In the Additional Contact Information section, enter a profession. The icon

indicates that the Data Selector Tool is available to save you time. Start typing
to display a list of options.
4. In the Search Options section, check the boxes available to Include Current
Pupils, Applicants and Past Pupils. This is optional.

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5. Either:
Click Save & Search to save the search. Enter a name for the search in the
window displayed and click OK. This saves time if you intend to use the records
listed again.
-or-
Click Search.
Your selected records are displayed. An example is shown below:

6. Use the grouping tools to organise the records displayed, if required:

7. Click in a selected column in the header bar to change the order that records are
listed, if required:

Your selections are applied to the records listed.

You are now ready to use the records listed, as required. See Understanding the
Pupil Records List, page 134, for more information.

Saved searches are listed in Custom Search under the Saved tab. Your
searches are listed under your username. See Using Saved Pupil
Searches, page 124, for more information.
Click Reload Form or New Search to clear any search criteria you
have entered.

Search for Pupils using the Query Builder

Search for pupil and applicant records by building your own search query. Use any
standard or custom fields listed in records to create a bespoke search.
To search for records using the query builder, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Click Custom Search and select the Query Builder tab.

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The Advanced Search screen is displayed. An example of the Advanced

Search screen is shown below:

3. In the Custom Search - Clause Number 1 section, select the Data Field that
you want to include in your search. Choose from standard or custom fields listed
in pupil records.
4. Select a Query Type from the drop down list. Ensure that you choose a Query
Type which can be applied to the Data Field you have selected. For example,
use 'Equals' for text fields and 'Greater Than' for number fields.
5. In the Query box, either:
Select a value for the Data Field. Values are only displayed when 'Equals' or
'Does Not Equal' is selected in Query Type. Hold Ctrl to make multiple
selections.
-or-
Enter a value for the Data Field.
6. Check the Brackets box to list all records which contain your selected Data Field
value. Uncheck the box if you want to use this Data Field as a filter.
7. Check the Inc Another box to add another clause and complete additional
Custom Search sections, as required.
8. In the Search section, check the boxes available to Include Current Students,
Admissions Students and Past Students. This is optional.
9. Either:
Click Save & Search to save the search. Enter a name for the search in the
window displayed and click OK. This saves time if you intend to use the records
listed again.
-or-
Click Search.

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Your selected records are displayed. An example is shown below:

10. Use the grouping tools to organise the records displayed, if required:

11. Click in a selected column in the header bar to change the order that records are
listed, if required:

Your selections are applied to the records listed.

You are now ready to use the records listed, as required. See Understanding the
Pupil Records List, page 134, for more information.

Saved searches are listed in Custom Search under the Saved tab. Your
searches are listed under your username. See Using Saved Pupil
Searches, page 124, for more information.
Click Reload Form or New Search to clear any search criteria you
have entered.
Click in the top left of the screen to show/hide the tips side bar.

Using Saved Pupil Searches

Use a saved pupil or applicant record search to save time. You can access your own searches
and those saved by other users. Searches are saved from the Custom Search function when you
select Save & Search.
To use a saved search, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

You can only access searches which have been created from the tab you select,
even if they contain pupils and applicants of different record status.
2. Click Custom Search and select the Saved tab.

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The Saved Searches screen is displayed. Each user who has saved a search
has a corresponding tab in the screen. An example of the Saved Searches
screen is shown below:

3. Select the user tab you want to work with. The searches available are listed. You
may need to scroll across the screen to locate all the information listed for each
search. You can only access searches which are highlighted bold under Search
Type.
4. Select a search to display by either:
Clicking on the Search Name.
-or-
Clicking in your selected search.
Your selected records are displayed. An example is shown below:

5. Use the grouping tools to organise the records displayed, if required:

6. Click in a selected column in the header bar to change the order that records are
listed, if required:

Your selections are applied to the records listed.

7. Click Back to Criteria and amend the search, if required. When you save your
amended search, the original search is still saved.

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You are now ready to use the records listed, as required. See Understanding the
Pupil Records List, page 134, for more information.

Click in the top left of the screen to show/hide the tips side bar.

Delete a Saved Search

Remove saved pupil searches that you no longer require. This is a useful housekeeping tool.
To delete a saved search, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Click Custom Search and select the Saved tab.

The Saved Searches screen is displayed. Each user who has saved a search
has a corresponding tab in the screen. An example of the Saved Searches
screen is shown below:

3. Select the user tab you want to work with. The searches available are listed. You
may need to scroll across the screen to locate all the information listed for each
search.
4. Click in your selected search.
You are prompted Are you sure you want to delete this search?
5. Select Yes.
The search is removed from the Pupil Manager Module.

Click in the top left of the screen to show/hide the tips side bar.

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Search for Pupils by Surname

Search for pupil and applicant records by surname. This is a quick way to find records
if you know a pupil's surname or if you want to list records alphabetically.
To search for pupils by surname, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Click Surname.
An example of the screen displayed is shown below:

Year Group and House Totals are displayed to the right of the
screen to assist you further. Clicking on a year group or house
takes you back to the Pupil Search screen.
3. Either:
Click on a letter to list pupil records with surnames starting with that letter. Use
the letters listed in the header bar or in the screen displayed.
-or-
Click All in the header bar to list all pupil records alphabetically.

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4. Use the Year and House Filters, if required, to filter the list of pupil records
further. An example of the filters available is shown below:

Your selected list of pupil records is displayed. An example is shown below:

5. Use the grouping tools to organise the records displayed, if required:

6. Click in a selected column in the header bar to change the order that records are
listed, if required:

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Your selections are applied to the pupil records listed. An example is shown
below:

7. Click in your records list to expand a group of records.

You are now ready to use the records listed, as required. See Understanding the
Pupil Records List, page 134, for more information.

Search for Pupils by Year Group

Search for pupil and applicant records by year group. This is a useful if you want to
send letters to pupil contacts or change pupil record status in bulk.
To search for pupils by year group, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Either:
Click Year Group in the Current Pupils tab to search for pupils in a current
year group.
-or-
Click Adm Years in the Applicants tab to search for pupils by the year group
they will enter when joining your school.
-or-
Click Leaving Year Group in the Former Pupils tab to search for pupils by
the year group they were in when they left your school.

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An example of the screen displayed is shown below:

Year Group and House Totals are displayed to the right of the
screen to assist you further. Clicking on a year group or house
takes you back to the Pupil Search screen.
3. Either:
Click on a year group in the header bar to list pupil records in that year group.
-or-
Click on a year group in the screen displayed to list pupil records in that year
group.
4. Use the Surname and House Filters, if required, to filter the list of pupil records
further. An example of the filters available is shown below:

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Your selected list of pupil records is displayed. An example is shown below:

5. Use the grouping tools to organise the records displayed, if required:

6. Click in a selected column in the header bar to change the order that records are
listed, if required:

Your selections are applied to the pupil records listed. An example is shown
below:

7. Click in your records list to expand a group of records.

You are now ready to use the records listed, as required. See Understanding the
Pupil Records List, page 134, for more information.

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Search for Pupils by Boarding House

Search for pupil and applicant records by boarding house. This is a useful if you want
to send letters to pupil contacts or change pupil record status in bulk.
To search for pupils by boarding house, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Either:
Click House.
-or-
Click Leaving House in the Former Pupils tab. Use this to search for pupils
by the boarding house they were in when they left your school.
An example of the screen displayed is shown below:

Year Group and House Totals are displayed to the right of the
screen to assist you further. Clicking on a year group or house
takes you back to the Pupil Search screen.
3. Either:
Click on a boarding house in the header bar to list pupil records in that boarding
house.
-or-
Click on a boarding house in the screen displayed to list pupil records in that
boarding house.

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4. Use the Surname and House Filters, if required, to filter the list of pupil records
further. An example of the filters available is shown below:

Your selected list of pupil records is displayed. An example is shown below:

5. Use the grouping tools to organise the records displayed, if required:

6. Click in a selected column in the header bar to change the order that records are
listed, if required:

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Your selections are applied to the pupil records listed. An example is shown
below:

7. Click in your records list to expand a group of records.

You are now ready to use the records listed, as required. See Understanding the
Pupil Records List, page 134, for more information.

Understanding the Pupil Records List

The pupil records list is displayed once you have searched for the pupil records that
you want to work with. Basic record information is shown for each pupil listed. An
example of the pupil records list is shown below:

Use the pupil records list to either:

Click on a selected pupil name to access their pupil record in full. Use this if you need
to access pupil record information in detail.
-or-
Select a number of pupil records and choose an option from the pink drop down list.
See Pink Drop Down List Overview, page 144, for more information.

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In addition to this a number of features are available. The features available in the
header bar and the pupil records list are explained further below:

Function Explanation

Click to show/hide the tips side bar. This is an optional view. Tips
remind you of the functions available in the screen.

Click to run a new search in the pupil records tab you are working in.

Back to Click to return to the search screen and amend your search, if
Criteria required.

Hover over this icon to display the pupil's nationality.

Click to display pupil contact information in the pupil records list. E-mail
pupil contacts directly from this screen. Admissions Status is also
displayed here if you are using the Applicants tab.

Hover over this icon to display the pupil's gender.

Click to send an e-mail to the selected pupil.

Click to display the pupil's timetable. Use this for information only, it is
not recommended that you edit the pupil's timetable.

Click to display pupil contact information in a separate window. You

can have multiple windows, if required. E-mail pupil contacts directly
from this screen. This is a useful shortcut.

Click to display a pupil's family tree. Sibling and parent information is

displayed. This is a useful shortcut.

Click to flag records as a reminder to yourself, as you would an e-mail.

Flags remain in place until you remove them, even if you have to log
out of iSAMS. Your flags are not shared with other users.

The following features are available in the bottom of the pupil records list:

Button Click to...

Display a Search Result Summary. This provides a useful summary

of gender and age statistics for the page displayed.

Filters Remove the pupil record filters being used. All pupil records are
displayed for the pupil records tab you are working in.

SQL View the SQL being used to display the data on the screen.

Display all pupil contact information for all the records listed. E-mail
pupil contacts directly from the pupil contacts list, if required. This is a
useful shortcut.

Show or hide grid lines in the pupil records list.

View photos of the pupils whose records are listed.

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Chapter 8:

Change Pupil Record Status

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Change Pupil Record Status Overview

Change the status of pupil records as pupils join and leave your school. Editing the
status of pupil records in bulk saves time. For example, mark a whole year group as
leavers or mark a group of applicants as current pupils.
Pupil records are listed in the pupil record tabs according to their current status. Edit
pupil record status from the pupil record tabs:

Select the pupil records you want to edit and use the pink drop down list to change
their status. The options listed in the pink drop down list vary depending on the tab you
are using.
An example of the pink drop down list is shown below:

Choose to:
Mark Current Pupils as Leavers, see page 138.
Change Applicants to Current Pupils, see page 140.
Reinstate Leavers Records, see page 141.

Mark Current Pupils as Leavers

To mark a group of current pupils as leavers, follow the steps below:
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for Current Pupil records.

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The Pupil Records List is displayed. An example is shown below:

3. Use the check boxes next to each Pupil's Name to select the pupil records that
you want to edit.
4. Use the pink drop down list to select Move to Former.
The Archive window is displayed, reminding you to check the records you have
selected.
An example of the Archive window is shown below:

5. Click Archive Pupils.

You are prompted Are you sure you want to move these pupils?
6. Click OK.
You are prompted Pupil Move Successful.
7. Click OK.
The pupil records are now listed under the Former Pupils tab. Some of the
Leaver Information in the pupil records is completed with current pupil
information. To add a leaving reason or future school for the pupils use the pink
drop down list in the Former Pupils tab. See Group Edit Pupil Records, page
150, or Batch Edit Pupil Records, page 151, for more information.

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Change Applicants to Current Pupils

To change the status of applicant records to current pupils, follow the steps below:
1. In the Pupil Manager Module, select the Applicants tab.
2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for Current Pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Use the check boxes next to each Applicants Name to select the applicant
records that you want to edit.
4. Use the pink drop down list to select Move to Current Pupils.
The Activate window is displayed, reminding you to check the records you have
selected.
An example of the Activate window is shown below:

5. Click Activate Applicants.

You are prompted Are you sure you want to move these pupils?
6. Click OK.
You are prompted Pupil Move Successful.
7. Click OK.
The pupil records are now listed under the Current Pupils tab. You may need to
edit individual pupil records to add further information. This ensures that each

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pupil record works as expected in iSAMS. For example, add a form group and
contact information for a pupil.

Reinstate a Leavers Record

To reinstate former pupil records as current pupil records, follow the steps below:
1. In the Pupil Manager Module, select the Former Pupils tab.
2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for Former Pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Use the check boxes next to each Pupil's Name to select the pupil records that
you want to edit.
4. Use the pink drop down list to select Activate.
You are prompted Are you sure you want to activate these students?
5. Click Yes.
The pupil records are now listed under the Current Pupils tab.
6. Update the Leavers Information in each pupil record to reflect the changes you
have made. Unchanged Leavers Information can prevent pupil records from
fully functioning. For example, a pupil may not be listed in the register if their
leaving date is not deleted. See Edit a Pupil's Leaving Information, page 251, for
more information.

Transfer any previous Leavers Information to the Notes tab to keep a record.

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Chapter 9:

Using the Pink Drop Down List

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Pink Drop Down List Overview

Use the pink drop down list for a variety of tasks, such as bulk editing of pupil records
or running a mail merge. Some functions are only available using the options in the
pink drop down list. The options and categories available vary depending on which
pupil records tab you are working in.
The options available are explained below:

Option Use to...

Category

Administrative Change pupil record status, edit records in bulk or delete

Options records.
(All tabs) Option Select pupils and...

Move to Mark current pupils as leavers. See Mark Current

Former Pupils as Leavers, page 138, for more
information.

Move to Mark applicants as current pupils. See Change

Current Applicants to Current Pupils, page 140.

Activate Reinstate former pupils as current pupils. See

Reinstate Leavers Records, page 141.

Group Edit Select a pupil record field and edit the entry. The
same entry is made for all the pupils selected. See
Group Edit Pupil Records, page 150.

Batch Edit Select several pupil record fields and add different
entries for each pupil. See Batch Edit Pupil
Records, page 151.

Create Create a Unique Pupil Number for each pupil

UPNs selected. See Create Unique Pupil Numbers,
page 153.

Create Setup access to the Parent Portal. See Setup

Parent Parent Portal Access, page 155.
Accounts

Delete Delete pupil records from iSAMS. See Delete

Students Pupil Records, page 154.

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Option Use to...

Category

Letters, Labels Generate mail merges, create address labels and produce
and Badges personalised pupil labels, etc.
(Current Pupils Option Select pupils and...
tab only)
Letter Send a mail merge to pupil contacts. Create a
Merging new letter or select any letter which has been
setup in the Pupil Manager Module. You can
also select to send a mail merge to a Custom
Contact Group from this option.
See Write to Parents, page 158.

Letter You may prefer to use this version of Letter

Merging Merging.
V2 Work through the wizard to send a mail merge to
pupil contacts. Create a new letter or select any
letter which has been setup in the Pupil Manager
Module. You can also select to send a mail merge
to a Custom Contact Group from this option.
See Write to Parents, page 158.

Address Create bespoke address labels for

Label correspondence to pupil contacts. You can also
Creation create address labels for correspondence to a
Custom Contact Group from this option. See
Create Address Labels for Parent Letters, page
171.

School Create bespoke address labels for

Address correspondence to previous schools. See Create
Labels Address Labels for Previous Schools, page 173.

Badge Create pupil badges with selected fields. See

Creation Create Pupil Name Badges, page 175.

Table Create cards for pupil exam tables. See Create

Exam Exam Table Cards, page 176.
Cards

User Option Select pupils and...

Management
(Applicants tab Create Setup access to the Parent Portal. See Setup
only) Parent Parent Portal Access, page 155.
Accounts

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Option Use to...

Category

Exporting and Option Select pupils and...

Printing
(Applicants and Export Generate reports in Excel using selected pupil
Former Pupils Student record fields. See Export Pupil Records Overview,
tabs) Records page 178.

Letters and Generate mail merges, create address labels and produce
Labels personalised pupil labels, etc.
(Applicants and Option Select pupils and...
Former Pupils
tabs) Letter Send a mail merge to pupil contacts. Create a new
Merging letter or select any letter which has been setup in
the Pupil Manager Module. You can also select
to send a mail merge to a Custom Contact
Group from this option.
See Write to Parents, page 158.

Letter You may prefer to use this newer version of Letter

Merging Merging.
V2 Send a mail merge to pupil contacts. Create a new
letter or select any letter which has been setup in
the Pupil Manager Module. You can also select
to send a mail merge to a Custom Contact
Group from this option.
See Write to Parents, page 158.

Reference Send a reference request to their former school.

Letters See Write Reference Requests, page 169. This is
only available in the Applicants tab.

Address Create bespoke address labels for

Label correspondence to previous schools. See Create
Creation Address Labels for Previous Schools, page 173.

School Create bespoke address labels for

Address correspondence to previous schools. See Create
Labels Address Labels for Previous Schools, page 173.

Badges and Option Select pupils and...

Cards
(Applicants and Badge Create pupil badges with selected fields. See
Former Pupils Creation Create Pupil Name Badges, page 175.
tabs)

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Option Use to...

Category

Exporting and Generate simple reports and lists of pupil information. For
Reports example, generate a form list of pupils displaying pupil photos.
(Current Pupils Option Select pupils and...
tab only)
Export Generate reports in Excel using selected pupil
Student record fields. See Export Pupil Records Overview,
Records page 178.

Students Generate reports listing pupil contact information.

Reports See Generate a Pupil Contact Report, page 184.

Students Generate a list of pupils. Select to display basic

Simple record details, such as date of birth and year
Report group. See Generate a Pupil List, page 187.

Students Generate a list of pupil photos. Names and year

Photo groups are included in your list of photos. See
Report Generate a Photo Report, page 188.

Student Generate a report of pupil record Notes. These

Notes Notes are for internal use only and are only listed
Report in the Pupil Manager Module. See Generate a
Student Notes Report, page 190.

Custom Generate a custom SSRS report.

Reports
Option Select pupils and...
(Current Pupils
tab only) Generate Generate an SSRS report to produce ID cards for
ID Cards pupils. Contact the Help Desk if you need further
help with this SSRS report.

Recharges This option is not currently in use.

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Option Use to...

Category

Reporting Generate simple reports and lists of pupil information. For

(Applicants and example, generate a form list of pupils displaying pupil photos.
Former Pupils Option Select pupils and...
tabs)
Students Generate reports listing pupil contact information.
Reports See Generate a Pupil Contact Report, page 184.

Students Generate a list of pupil photos. Names and year

Photo groups are included. See Generate a Photo
Report Report, page 188.

Applicants Produce a report detailing a selection of the fields

Report listed in applicant records. See Generate an
Applicant Detail Report, page 192.

Applicants Generate a report of applicant record Notes.

Notes These Notes are for internal use only and are only
Report listed in the Pupil Manager Module. See
Generate an Applicant Notes Report, page 194.

Reporting Option Select pupils and...

Services
(Current Pupils Custom Generate a bespoke SSRS report. Contact the
tab only) Reports Help Desk if you need more help with SSRS
reports.

Group Saving Add pupils to a Custom Pupil Group.

(All tabs) Option Select pupils and...

Add to Add your selection to a newly created Custom

NEW Pupil Group. See Add Pupils to a New Custom
Group Pupil Group, page 197.

Add to Add your selection to an existing Custom Pupil

PREVIOUS Group. See Add Pupils to an Existing Custom
Group Pupil Group, page 198.

Fees and Option Select pupils and...

Billing
(Current Pupils Create Generate a charge sheet in Excel. Enter fees and
tab only) Charge charges in the spreadsheet as required. See
Sheet Create a Charge Sheet, page 200.

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Option Use to...

Category

Timetable View or print pupil timetables.

Options
Option Select pupils and...
(Current Pupils
tab only) View Display individual pupil timetables in a single
Timetables window. Use this for information only, it is not
recommended that you edit timetables from this
window. See View Pupil Timetables, page 202.

Print Print individual pupil timetables in a single

Timetables document. See Print Pupil Timetables, page 204.

Communication Contact pupils directly via e-mail or SMS message.

Options
Option Select pupils and...
(Current Pupils
tab only) Create E- Send a group e-mail. See Send an E-mail to
mail Pupils, page 213.

Create Send a group text. You can choose to forward the

SMS text to parents, if required. See Send an SMS
Message to Pupils, page 216.

Communication You may prefer to use this version of Communication. Work

(beta) through the wizards to contact pupils directly via e-mail or SMS
(Current Pupils message.
tab only) Option Select pupils and...

Create E- Send a group e-mail. You can choose to forward

mail the e-mail to parents, if required. See Send an E-
mail to Pupils, page 213.

Create Send a group text. You can choose to forward the

SMS text to parents, if required. See Send an SMS
Message to Pupils, page 216.

Contact Contact pupils directly via e-mail or SMS message.

Options
Option Select pupils and...
(Applicants and
Former Pupils Create E- Send a group e-mail. See See Send an E-mail to
tabs) mail Pupils, page 213.

Create Send a group text. You can choose to forward the

SMS text to parents, if required. See Send an SMS
Message to Pupils, page 216.

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Edit Pupil Records

Edit Pupil Records Overview
Edit pupil records using the options available in the pink drop down list. Choose to:
Group Edit Pupil Records. Edit a selected field in pupil records with the same
entry. See page 150.
Batch Edit Pupil Records. Edit several pupil record fields and add different entries
for each pupil. See page 151.
Create Unique Pupil Numbers. Create a Unique Pupil Number for each pupil
selected. See page 153.
Delete Pupil Records. Permanently remove pupil records from iSAMS. See page
154.

Group Edit Pupil Records

Use the Group Edit option in the pink drop down list to edit a selected field in pupil
records. The same entry is made for all the pupils selected. This is useful if you have to
edit a number of records.
To edit a selected field in pupil records, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Use the check boxes next to each Pupil's Name to select the pupil records that
you want to edit. Check the box in the header bar to select all the records
displayed.

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4. In the pink drop down list select Group Edit.

The Group Edit Records window is displayed. An example is shown below:

5. Select the field you want to edit from the Field Name drop down list. Choose
from both standard and custom fields.
6. Either:
Select a Field Value. Values are only displayed for selected field types.
-or-
Enter a Field Value.
7. Click Edit Field.
You are prompted Are you sure you want to update all the selected students
with this new data?
8. Select OK.
The pupil records are updated.

Batch Edit Pupil Records

Use the Batch Edit option in the pink drop down list to edit pupil record fields and add
different entries for each pupil. You can edit up to three fields at the same time. This is
useful if you have to edit a number of records.
To edit pupil records, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.

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The Pupil Records List is displayed. An example is shown below:

3. Use the check boxes next to each Pupil's Name to select the pupil records that
you want to edit. Check the box in the header bar to select all the records
displayed.
4. In the pink drop down list select Batch Edit.
The Batch Edit window is displayed. An example is shown below:

5. Select the Number of Editable Fields you want to work with. Select up to three
fields.
6. Select the Primary, Secondary and Tertiary Fields (if applicable) you want to
edit from the drop down list. Choose from both standard and custom fields.

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7. In the fields displayed for each pupil either:

Select a Field Value. Values are only displayed for selected field types.
-or-
Enter a Field Value.
8. Click Update Pupil Record.
The pupil records are updated.

Create Unique Pupil Numbers

Use the Create UPNs option in the pink drop down list to create a Unique Pupil
Number for each pupil selected. Choose to create UPNs for a new intake of pupils at
the beginning of the school year.

The UPNs you create will overwrite any existing UPNs in your selected
pupil records.
To create UPNs for pupil records, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select Create UPNs.

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The Create UPNs window is displayed. An example is shown below:

5. Click Generate UPNs.

You are prompted when the UPNs have been generated.
6. Click Close Window to return to the pupil records list.

Delete Pupil Records

Use the Delete Students option in the pink drop down list to remove pupil records from
iSAMS.

Deleted pupil records are permanently removed from iSAMS. Only use
this option if a record has been added in error.
To delete pupil records, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.

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The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select Delete Students.
You are prompted with a warning message.
5. Select Yes.
Your selected pupil records are removed from iSAMS.

Contact Parents
Contact Parents Overview
Contact parents using the options available in the pink drop down list. Choose to:
Setup Parent Portal Access. Send Parent Portal activation letters to parents.
Parents must use the information provided to activate their account before they
can use the Parent Portal. See page 155 for more information.
Write to Parents. Send either new or existing letters to pupil contacts. Also
generate address labels for your letters. See page 158 for more information.
Write to a Custom Contact Group. Send new or existing letters to parents who
are linked to a selected Custom Contact Group, such as the Parents'
Association. See page 163 for more information.

Setup Parent Portal Access

Use the Create Parent Accounts option in the pink drop down list to generate Parent
Portal activation letters. The Parent Portal is used as an alternative form of
communication with parents. The letters generated list the Parent Portal URL, a
Parent Portal number and password. Parents must use the information in the letter to
activate their account before they can use the Parent Portal.

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To generate Parent Portal activation letters, follow the steps below:

1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select Create Parents Accounts.

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The Parent Portal Mail Merge Preview window is displayed. An example is

shown below:

5. In Parent Portal Letter Templates select the Portal invitation letter.

6. In Address Type Selection either:
Select the pupil contacts who are to receive the letter. This is displayed if you
have only selected one pupil from the pupil records list.
-or-
Use the lists available to select pupil contacts. This is displayed if you have
selected multiple pupils from the pupil records list. Hold Ctrl to make multiple
selections in a list, if required. Select:
Relation Type. The pupil contacts who are to receive the letter.
Address Type. The address where the letter is to be sent.
Mailing Options. Pupil contacts are setup to receive different types of
correspondence. Filter the pupil contacts you have selected using the check
boxes available.
7. Select a Letter Template to apply to your letter. This determines the layout of
your letter.
8. Click Mail Merge.
You are prompted when the mail merge is complete.

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9. Choose to either:
Click View the Merge Report. Use this to review the pupil contacts for any
account issues. For example, if an activation letter has already been generated
but not activated it is listed here.
-or-
Click Download the Word Document. Choose to Open or Save and print the
letter file, as required.
-or-
Click Return to previous selection and options page. Use this to rerun the
mail merge, if required.

Write to Parents
Use the Letter Merging options in the pink drop down list to send a mail merge to
parents. Choose to create a new letter or select any letter which has been setup in the
Pupil Manager Module. You can also select to send a mail merge to a Custom
Contact Group from these options.
Choose to send letters to parents from either:
Letter Merging. See Using Letter Merging, page 158, for more information.
-or-
Letter Merging V2. You may prefer to use this version. Work through the wizard
available. See Step 1: Using Letter Merging V2, page 165, for more information.

You can only edit existing letters and send letters to Custom Contact Groups
using the Letter Merging option.

Using Letter Merging

To send letters to parents, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.

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The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select Letter Merging.
The Mail Merge Preview window is displayed. An example is shown below:

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5. Choose to either:
Select a letter to send from either of the tabs available in Letter Selection. See
Edit a Letter in Letter Merging, page 162, if you want to edit the letter you select.
-or-
Send a new letter. See Create a New Letter in Letter Merging, page 161, for
more information.
6. In Address Type Selection either:
Select the pupil contacts who are to receive the letter. This is displayed if you
have only selected one pupil from the pupil records list.
-or-
Use the check boxes available to select pupil contacts. This is displayed if you
have selected multiple pupils from the pupil records list.
Select:
Mailing Options. Pupil contacts are setup to receive different types of
correspondence. Filter the pupil contacts you select using the check boxes
available (Billing, Correspondence and Reports).
Relation Type (highlighted green). The pupil contacts who are to receive the
letter.
Address Type (highlighted blue). The address where the letter is to be sent.
-or-
Select a Custom Contact Group from the list displayed.
-or-
Select Send to Home. Your letter is only sent to pupil contacts who have the
Student Home box checked in pupil contact records.
7. In Family Preferences select whether to send a letter to all children or just send
one per family. This is only displayed if you have selected siblings from the pupil
records list.
8. Select or upload a new:
Letter Template. This determines the layout of your letter. The templates
listed are unique to Letter Merging.
Signature. This determines the signatory on your letter. Choose to send a
letter on another person's behalf, if required. The signatures listed are
unique to Letter Merging.
Address Labels. This determines the layout of your address labels. The
labels listed are unique to Letter Merging.
9. Click Mail Merge.
You are prompted when the mail merge is complete.

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10. Choose to either:

Click Download the Word Document containing the Letters. Open or Save
and print the file as required.
-or-
Click Download the Word Document containing the Labels. Open or Save
and print the file as required.
-or-
Click Return to Previous Selection and Options Page. Use this to rerun the
mail merge, if required.

Create a New Letter in Letter Merging

To create a new letter within the Letter Merging option, follow the steps below:
1. Click Create Letter.
The Letter Preview window is displayed. An example is shown below:

2. Enter a clear a concise Letter Name. The nature of the letter must be clear as
this is listed when you select a letter to send.
3. Select a Letter Category:
Shared letters can be selected by any user with access to pupil records.
Select your username for any letters which are solely for your own use. This
is useful for communication which you want to control, such as offer letters.
4. Select who to Send Letter To:
Parents/Contacts. Letters can be sent to any pupil contact has the Mail
Options of All Merges or Correspondence selected in Student Contacts.
School. Letters can be sent to a pupil's previous, current or future school.

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5. Select whether the letter is related to the Parent Portal or not. Parent Portal
letters are sent to parents to help them activate their portal accounts.
6. Write the body of your letter in the free text box. Add fields using the drop down
lists available, where required. Some fields are already entered for you. Use the
standard toolbar to format your letter, as required. You do no need to add header
and footer information here.
7. Click Save Letter.
You are prompted Are you sure you want to save this letter?
8. Click OK.
A preview of your letter is displayed. An example is shown below:

9. Click Close Window. The new letter is now listed in the Mail Merge Preview
window.
See Using Letter Merging, page 158, to send your new letter.

Edit a Letter in Letter Merging

To edit a letter within the Letter Merging option, follow the steps below:
1. Select a letter to send from either of the tabs available in Letter Selection.
2. Click Edit Letter to open the Letter Preview window.
3. Edit the Letter Name, if required. The nature of the letter must be clear as this is
listed when you select a letter to send.
4. Edit the Letter Category:
Shared letters can be selected by any user with access to pupil records.
Select your username for any letters which are solely for your own use. This
is useful for communication which you want to control, such as offer letters.

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5. Select who to Send Letter To:

Parents/Contacts. Letters can be sent to any pupil contact has the Mail
Options of All Merges or Correspondence selected in Student Contacts.
School. Letters can be sent to a pupil's previous, current or future school.
6. Select whether the letter is related to the Parent Portal or not. Parent Portal
letters are sent to parents to help them activate their portal accounts.
7. Edit the body of your letter in the free text box. Add fields using the drop down
lists available, where required. Some fields are already entered for you. Use the
standard toolbar to format your letter, as required. You do no need to add header
and footer information here.
8. Either:
Click Save Letter to overwrite the existing letter.
You are prompted Are you sure you want to save this letter?
-or-
Click Save As New to save both the original and the amended letters.
You are prompted Are you sure you want to save this letter as a New Letter?
9. Click OK.
A preview of your letter is displayed.
10. Choose to either:
Print Letter to keep a hard copy on file.
-or-
Edit Letter to return to the Letter Preview window and amend the letter
further.
-or-
Close Window to return to the Mail Merge Preview window.
See Using Letter Merging, page 158, to send your edited letter.

Write to a Custom Contact Group

To send letters to Custom Contact Group, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Click Custom Search and select the Basic tab.

The Custom Pupil Search screen is displayed.
3. In the Search Options section, check the boxes available to Include Applicants
and Past Pupils and click Search.

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The Pupil Records List is displayed. An example is shown below:

4. Check the box in the header bar to select all the records displayed and select
Letter Merging from the pink drop down list.
The Mail Merge Preview window is displayed. An example is shown below:

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5. Choose to either:
Select a letter to send from either of the tabs available in Letter Selection.
-or-
Send a new letter. See Create a New Letter in Letter Merging, page 161, for
more information.
6. Select a Custom Contact Group from the list displayed.
7. In Family Preferences select whether to send a letter to all children or just send
one per family. This is only displayed if you have selected siblings from the pupil
records list.
8. Select or upload a new:
Letter Template. This determines the layout of your letter.
Signature. This determines the signatory on your letter. Choose to send a
letter on another person's behalf, if required.
Address Labels. This determines the layout of your address labels.
9. Click Mail Merge.
You are prompted when the mail merge is complete.
10. Choose to either:
Click Download the Word Document containing the Letters. Open or Save
and print the file as required.
-or-
Click Download the Word Document containing the Labels. Open or Save
and print the file as required.
-or-
Click Return to Previous Selection and Options Page. Use this to rerun the
mail merge, if required.

Step 1: Using Letter Merging V2

To send letters to parents, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.

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The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select Letter Merging V2.
Step 1 of the Letter Merging Wizard is displayed. An example is shown below:

5. Click either:
Use an Existing Letter to skip to Step 4. See Step 4: Using Letter Merging V2,
page 168, for more information.
-or-
Create a New Letter to go to the next step of the wizard. See Step 2: Using
Letter Merging V2, page 167, for more information.

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Step 2: Using Letter Merging V2

An example of Step 2 of the Letter Merging Wizard is shown below:

Select to either:
Upload an existing Word document. Select a letter written in .doc format.
1. Click Select File to browse and select a letter.
2. Click Next to skip to Step 4 of the Letter Merging Wizard.
3. See Step 4: Using Letter Merging V2, page 168, for help with the next step of the
wizard.
-or-
Write a new letter in the iSAMS Editor. Create a new letter.
1. Click Next to go to the next step of the wizard.
2. See Step 3: Using Letter Merging V2, page 167, for help with the next step of the
wizard.

Step 3: Using Letter Merging V2

An example of Step 3 of the Letter Merging Wizard is shown below:

1. Enter a clear a concise Letter Name. The nature of the letter must be clear as
this is listed when you select a letter to send.

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2. Write the body of your letter in the free text box. Add fields using the drop down
lists available, where required. Some fields are already entered for you. Use the
standard toolbar to format your letter, as required. You do not need to add
header and footer information here.
3. Click Next to go to the next step of the wizard.

Step 4: Using Letter Merging V2

An example of Step 4 of the Letter Merging Wizard is shown below:

1. Select a letter to send from either of the tabs available in Letter Selection.
2. In Address Type Selection either:
Select the pupil contacts who are to receive the letter. This is displayed if you
have only selected one pupil from the pupil records list.
-or-
Use the check boxes available to select pupil contacts. This is displayed if you
have selected multiple pupils from the pupil records list.
Select:
Mailing Options. Pupil contacts are setup to receive different types of
correspondence. Filter the pupil contacts you select using the check boxes
available (Billing, Correspondence and Reports).
Relation Type (highlighted green). The pupil contacts who are to receive the
letter.
Address Type (highlighted blue). The address where the letter is to be sent.
-or-
Select Send to Home. Your letter is only sent to pupil contacts who have the
Student Home box checked in pupil contact records.

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3. In Family Preferences select whether to send a letter to all children or just send
one per family. This is only displayed if you have selected siblings from the pupil
records list.
4. In Custom Ordering, select Relation Type to group your mail merge by the
pupil contact Relation Type rather than in alphabetical order.
5. Select or upload a new:
Letter Template. This determines the layout of your letter. The templates
listed are unique to Letter Merging V2.
Signature. This determines the signatory on your letter. Choose to send a
letter on another person's behalf, if required. The signatures listed are
unique to Letter Merging V2.
Address Labels. This determines the layout of your address labels. The
labels listed are unique to Letter Merging V2.
6. Click Merge.
You are prompted when the mail merge is complete.
7. Choose to either:
Click Download the Word Document containing the Letters. Open or Save
and print the file as required.
-or-
Click Download the Word Document containing the Labels. Open or Save
and print the file as required.
-or-
Click Return to Previous Selection and Options Page. Use this to rerun the
mail merge, if required.

Reference Requests
Write Reference Requests
Use the Reference Letter option in the pink drop down list to send a reference request
to an applicant's former school. This option is only available in the Applicants tab.
To write reference requests, follow the steps below:
1. In the Pupil Manager Module, select the Applicants tab.
2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.

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The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select Reference Letters.
The Reference Requests window is displayed. An example is shown below:

5. Click in Statistics to view the schools where the reference requests are being
sent, if required.
6. Select Reference Letter from the Shared tab. Contact the Help Desk if you want
to amend the content of this letter.

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7. In Pupil Selection, select either:

Selected Pupils. Only the pupils you have selected in the pupil records list are
used in your mail merge.
-or-
All Pupils. Use the check boxes to select to include all Applicants, Current and
Former Pupils.
8. Select or upload a new:
Letter Template. This determines the layout of your letter.
Signature. This determines the signatory on your letter. Choose to send a
letter on another person's behalf, if required.
Label Template. This determines the layout of your address labels.
9. Click Merge.
You are prompted when the mail merge is complete.
10. Choose to either:
Click Download the Word Document containing the Letters. Open or Save
and print the file as required.
-or-
Click Download the Word Document containing the Labels. Open or Save
and print the file as required.
-or-
Click Return to Previous Selection and Options Page. Use this to rerun the
mail merge, if required.

Printing Labels
Printing Labels Overview
Choose to print labels, name badges and exam cards using the options available in the
pink drop down list. Choose to:
Create Address Labels for Parent Letters. Create bespoke address labels for
correspondence to pupil contacts and Custom Contact Groups. See page 171.
Create Address Labels for Previous Schools. Create address labels for
correspondence to pupils' previous schools. See page 173.
Create Pupil Name Badges. This is useful for induction or open days. See page
175.
Create Exam Table Cards. Create cards for pupil exam tables. See page 176.

Create Address Labels for Parent Letters

Use the Address Label Creation option in the pink drop down list to create bespoke
address labels for correspondence to pupil contacts. You can also create address
labels for correspondence to a Custom Contact Group from this option.
To create address labels, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

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2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select Address Label Creation.
The Address Label Wizard is displayed. An example is shown below:

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5. In Field Selection choose the fields you want to include on your address labels.
Default selections are made to help you. Use Select All or Clear All, if required.
6. In Address Type Selection either:
Use the check boxes available to select pupil contacts.
Select:
Mailing Options. Pupil contacts are setup to receive different types of
correspondence. Filter pupil contacts using the check boxes
available (Billing, Correspondence and Reports).
Relation Type (highlighted green). Select pupil contacts.
Address Type (highlighted blue). Select the address to be used.
-or-
Select a Custom Contact Group in the list displayed. Only pupils with contacts
included in the group selected are included in your list of labels.
-or-
Select Send to Home. Your letter is only sent to pupil contacts who have the
Student Home box checked in pupil contact records.
7. In Family Preferences select whether to create labels for all children or just send
one per family. This is only displayed if you have selected siblings from the pupil
records list.
8. In Order By, select the order that labels are printed. This is a useful sorting tool.
9. In Address Label Template Selection choose the size or format of your
labels. This determines the layout of your address labels.
10. Click Create Labels.
You are prompted when the labels have been generated.
11. Choose to either:
Click Download the Word Document containing the Labels. Open or Save
and print the file as required.
-or-
Click Return to Previous Selection and Options Page. Use this to rerun the
mail merge, if required.

Create Address Labels for Previous Schools

Use the School Address Labels option in the pink drop down list to create address
labels for correspondence to pupils' previous schools.
To create address labels, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.

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The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select School Address Labels.
The School Address Label Wizard is displayed. An example is shown below:

5. In Field Selection choose the fields you want to include on your address labels.
Default selections are made to help you. Use Select All or Clear All, if required.
6. In Address Label Template Selection choose the size or format of your
labels. This determines the layout of your address labels.

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7. Click Create Labels.

You are prompted when the labels have been generated.
8. Choose to either:
Click Download the Word Document containing the Labels. Open or Save
and print the file as required.
-or-
Click Return to Previous Selection and Options Page. Use this to rerun the
mail merge, if required.

Create Pupil Name Badges

Use the Badge Creation option in the pink drop down list to create pupil stickers.
Select the fields that you want to include. This is useful for induction or open days.
To create pupil name badges, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select Badge Creation.

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The Badge Wizard is displayed. An example is shown below:

5. In Field Selection choose the fields you want to include on your name badges.
Default selections are made to help you. Use Select All or Clear All, if required.
6. In Order By, select the order that badges are printed. This is a useful sorting tool.
7. In Badge Template Selection choose the size or format of your badges. The
determines the layout of your name badges.
8. Click Create Badges.
You are prompted when the badges have been generated.
9. Choose to either:
Click Download the Word Document containing the badges. Open or Save
and print the file as required.
-or-
Click Return to Previous Selection and Options Page. Use this to rerun the
mail merge, if required.

Create Exam Table Cards

Use the Table Exam Cards option in the pink drop down list to create cards for pupil
exam tables.
To create exam table cards, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. You may find it easier to search for pupils by teaching set. You can select
the set of exam table cards you want to print once the cards have been
generated. See Search for Pupils by Set of Form, page 107, for more help.

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The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select Table Exam Cards.
The Table Labels window is displayed. An example is shown below:

5. Use the drop down list in the top right to select a teaching set to display, if
required. By default the pupils are listed alphabetically. Use this feature if you
want to group exam candidates by teaching set.
6. Select Open in Word, if required. Use this if you need to edit the cards before
printing.
7. Click Print Report to print the exam cards.
8. Cancel & Close.

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Export Pupil Records

Export Pupil Records Overview
Export pupil record information to Excel. Select the fields in pupil records that you want
to include in your export such as pupil medical conditions or previous schools.
Pupil records can be exported from either:
The pupil records list, using the pink drop down list.
-or-
A selected pupil record.
A wizard is available to help you. See Step 1: Export Pupil Records, page 178, to get
started.
Choose to delete any pupil record exports which you no longer require. See Delete a
Pupil Records Export, page 182, for more information.

Step 1: Export Pupil Records

To export pupil records, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Either:
a) Select pupil records using the check boxes next to each Pupil's Name.
Check the box in the header bar to select all the records displayed.
b) In the pink drop down list select Export Student Records.

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-or-
a) Click on a selected pupil's name to display their record.
b) Click Export Student Record/Export Applicant Record above the
pupil's name.
Step 1 of the Export Manager Wizard is displayed. An example is shown below:

4. Select either:
Create new export using new fields and options. Create your own export. You
can choose to save the fields selected for your export and share it with other
users, if required.
-or-
Use an existing export that I created and saved. Select a previous export from
the list displayed.
-or-
Use a shared export that I or someone else created. Select an export from the
list displayed.
5. Click Next to go to the next step of the wizard. See Step 2: Export Pupil Records,
page 180.

Choose to delete an existing or shared export from Step 1 of the Export

Manager Wizard, if required. See Delete a Pupil Records Export, page 182, for
more information.

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Step 2: Export Pupil Records

Use Step 2 of the Export Manager Wizard to select the fields that you want to include
in your export. An example of Step 2 of the Export Manager Wizard is shown below:

1. Click or to expand and collapse the sections available, as required.

2. Use the check boxes displayed in each section to select the fields that you want
to include in your export. Default selections are made to help you.
3. Use the selection tools, if required:
Select All. Checks all the boxes in a section.
Clear All. Unchecks all the boxes in a section.
4. If you are using the Contacts Fields section. Use the lists available at the bottom
of the section to filter pupil contacts. Hold Ctrl to make multiple selections in a list,
if required. Select:
Relation Type. The types of pupil contact that you want to list in your export.
Address Type. The addresses that you want to list in your export.
Mailing Options. Pupil contacts are setup to receive different types of
correspondence. Filter the pupil contacts you have selected using the check
boxes available.
5. Click Next to go to the next step of the wizard. See Step 3-4: Export Pupil
Records, page 181.

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Steps 3-4: Export Pupil Records

An example of Step 3 of the Export Manager Wizard is shown below:

1. In the Order Results By section, change the default order that records are listed
if required.
2. In the Export Format section, select a format for your export.
3. Check the Save Export box if you want to save the field selections you have
made.
4. Enter a clear and concise Export Name. The nature of the export content must
be clear as this is listed when you select to use an existing or shared export. The
box on right warns you if the Export Name has been used before.
5. Enter a description for the export, this is optional.
6. Check the Shared Export boxes if you want other users to access and edit your
saved export.
7. Check the Save Options box to save this export as new. The existing or shared
export you are using is saved in its original state.
8. Click Create Export to go to the next step of the wizard.

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9. In Step 4 of the Export Manager Wizard either:

Click Download the Export File containing the Data. Open or Save and print
the file as required.
-or-
Click Return to Previous Field Selection Page to return to Step 2 of the
wizard and amend the fields selected.
-or-
Click Return to Previous Options Page return to Step 3 of the wizard to
change the order, format or saved settings of the export.
10. Click Cancel & Close.

Delete a Pupil Records Export

Choose to delete an existing or shared export from Step 1 of the Export Manager
Wizard, if required. This is a useful housekeeping tool.
To delete a pupil records export, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Select the Basic tab and click Search.

The Pupil Records List is displayed. An example is shown below:

3. Either:
a) Select any pupil record using the check boxes next to each Pupil's Name.
This is to make the pink drop down list available, it does not matter which
pupil record you select.
b) In the pink drop down list select Export Student Records.

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-or-
a) Click on a pupil's name to display their record.
b) Click Export Student Record above the pupil's name.
Step 1 of the Export Manager Wizard is displayed. An example is shown below:

4. Select either:
Use an existing export that I created and saved. Select to delete a previous
export from the list displayed.
-or-
Use a shared export that I or someone else created. Select to delete an
export from the list displayed.
5. Click Delete Export.
You are prompted Are sure you want to delete the selected saved export?
6. Select Yes.
You are prompted when the export has been removed.
7. Click Cancel & Close.

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Generate Reports
Generate Reports Overview
Use the pink drop down list to generate reports using information listed in pupil records.
The reports available are explained below:
Student Reports. Generate reports detailing pupil contact information. See
Generate a Pupil Contact Report, page 184.
Student Simple Report. Generate a list of pupils. See Generate a Pupil List,
page 187.
Students Photo Report. Generate a list of pupil photos. Names and year groups
are included in your list of photos. See Generate a Photo Report, page 188.
Students Notes Report. Generate a simple report of pupil record Notes. See
Generate a Student Notes Report, page 190.
Applicants Report. Generate a list of applicant details. Select to view either a
full report or a partial report. A partial report only includes basic applicant details.
See Generate an Applicant Detail Report, page 192.
Applicants Notes Report. Generate a simple report of applicant record Notes.
See Generate an Applicant Notes Report, page 194.

You can also generate bespoke reports using SSRS. Contact the Help Desk if
you need more help with SSRS reports.

Generate a Pupil Contact Report

Generate a pupil contact report to view detailed information on pupil contacts. Choose
to generate information for current pupils, applicants or former pupils. Forward your
printouts to parents to check that their details are up to date.
Generate your report from either:
The pupil records list, using the pink drop down list.
-or-
A selected pupil record.
To generate a pupil contact report, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.

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The Pupil Records List is displayed. An example is shown below:

3. Either:
a) Select pupil records using the check boxes next to each Pupil's Name.
Check the box in the header bar to select all the records displayed.
b) In the pink drop down list select Students Reports.
-or-
a) Click on a selected pupil's name to display their record.
b) Click Student Report/Applicant Report above the pupil's name.

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The Pupil Management Reports window is displayed. An example is shown

below:

4. A number of tabs are available for you to work with. Select a tab and click on the
report that you want to generate:

Tab Reports

Applicant Applicant Report. Use to generate a report of applicant contact

information.

Current Current Students Full Report. Use to generate a report of

current pupil contact information.

Pre Built Contacts Report. Use to generate a report of pupil contact

Reports information.
File Contacts Report. Use to generate a report of pupil contact
information. Any Contact Notes listed for pupil contacts are also
included in the report.
New Contacts Report. Use to generate a report of pupil contact
information. Home and work address details are also included in
this report.

5. In Report Options select:

Whether to create a report per pupil or per family.
The order that records are listed.
6. In Output Options select:
Whether to create your report in one file or as individual files. Select
individual files if you intend to forward copies of your report to parents.
The format of your report.

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7. Click Create Report.

8. Open or Save the document as required.
9. Click Close Window to return to the pupil records list.

Generate a Pupil List

Use the Students Simple Report option in the pink drop down list to generate a list of
pupils. Select to include basic pupil record information in your report, such as date of
birth and form group.
To generate a list of pupils, follow the steps below:
1. In the Pupil Manager Module, select the Current Pupils tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select Students Simple Report.

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The Student Reports window is displayed. An example is shown below:

5. In the Report Format section select your preferred format for your list.
6. Select whether to produce your pupil list in landscape or portrait format.
7. Select the information that you want to include in your pupil list.
8. Click Produce Report.
9. Print, Open or Save the document as required.
10. Click Cancel to return to the pupil records list.

Generate a Photo Report

Use the Students Photo Report option in the pink drop down list to generate a list of
pupil photos. Each pupil's name, form group and year group is also listed in the report.
An example of a Students Photo Report is shown below:

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To generate a Students Photo Report, follow the steps below:

1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select Students Photo Report.
The Photo Report window is displayed.
5. Click Print Photos to print the report.
6. Click Close Window to return to the pupil records list.

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Generate a Student Notes Report

Use the Students Notes Report option in the pink drop down list to generate a report
of pupil record Notes. An example of a Students Notes Report is shown below:

Notes in the Pupil Manager Module are for internal use only; they are only
listed in the Pupil Manager Module. These are different from Notes listed
elsewhere in iSAMS.
To generate a Students Notes Report, follow the steps below:
1. In the Pupil Manager Module, select the Current Pupils tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.

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The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select Students Notes Report.

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The Student Notes Report window is displayed. An example is shown below:

5. In the Report Format section, select your preferred format for your report.
6. In the Select Report section, select the information that you want to include in
your report.
7. In the Select Options section, select:
A Date Range for the Notes you want to include in your report.
The Note Types you want to include in your report.
8. Click Produce Report.
9. Print, Open or Save the document as required.
10. Click Cancel to return to the pupil records list.

Generate an Applicant Detail Report

Use the Applicants Report option in the pink drop down list to generate a list of
applicant details. Select to view either a full report or a partial report. A partial report
only includes basic applicant details.

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To generate an Applicants Report, follow the steps below:

1. In the Pupil Manager Module, select the Applicants tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Applicant's Name.
Check the box in the header bar to select all the records displayed.
4. In the pink drop down list select Applicants Report.
The Student Reports window is displayed. An example is shown below:

The format of your report is selected for you.

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5. Select to generate either:

Applicants Full Report. This includes information on an applicant's family,
contact details and custom fields.
-or-
Applicants Report. This only includes basic applicant family and contact details.
6. Click Produce Report.
7. Open or Save the document as required.
8. Click Cancel to return to the pupil records list.

Generate an Applicant Notes Report

Use the Applicants Notes Report option in the pink drop down list to generate a
report of applicant record Notes. An example of an Applicants Notes Report is shown
below:

Notes in the Pupil Manager Module are for internal use only, they are only
listed in the Pupil Manager Module. These are different from Notes listed
elsewhere in iSAMS.
To generate an Applicants Notes Report, follow the steps below:
1. In the Pupil Manager Module, select the Applicants tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.

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The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Applicant's Name.
Check the box in the header bar to select all the records displayed.
4. In the pink drop down list select Applicants Notes Report.

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The Applicants Notes Report window is displayed. An example is shown below:

5. In the Report Format section, select your preferred format for your report.
6. In the Select Report section, select the information that you want to include in
your report.
7. In the Select Options section, select:
A Date Range for the Notes you want to include in your report.
The Note Types you want to include in your report.
8. Click Produce Report.
9. Print, Open or Save the document as required.
10. Click Cancel to return to the applicant records list.

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Add Pupils to Custom Pupil Groups

Add Pupils to Custom Pupil Groups Overview
Add pupils to Custom Pupil Groups from the pink drop down list. This is a useful time
saving shortcut. Custom Pupil Groups are groups of pupil records. Use the groups
you create to search for pupil records and forward information regarding school trips,
etc.
Choose to either:
Add to NEW Group. Select pupils and add them to a new Custom Pupil Group. See
Add Pupils to a New Custom Pupil Group, page 197.
-or-
Add to PREVIOUS Group. Select pupils and add them to an existing Custom Pupil
Group. See Add Pupils to an Existing Custom Pupil Group, page 198.

Add Pupils to a New Custom Pupil Group

Use the Add to NEW Group option in the pink drop down list to add selected pupils to
a newly created Custom Pupil Group. This is a useful shortcut for setting up Custom
Pupil Groups. Use the groups you create to search for pupil records and forward
information regarding school trips, etc.
To create a new Custom Pupil Group, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.

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4. In the pink drop down list select Add to NEW Group. The Selection
Management window is displayed. An example is shown below:

5. Enter a name and short description for your Custom Pupil Group in the fields
available.
6. Choose a Selection Category from the drop down list displayed.
Custom Pupil Groups are listed under categories in the pupil record tabs,
making them easier to organise and locate. Click to add a new category to the
drop down list available, if required.
7. Use the Shared Selection check boxes to control who can view and edit the
Custom Pupil Group.
8. Either:
Check the Disable Expiry Date box and the Custom Pupil Group is setup
indefinitely.
-or-
Uncheck the Disable Expiry Date box and enter an expiry date for the Custom
Pupil Group. This is a useful housekeeping tool, once a field trip is complete the
Custom Pupil Group is listed as expired.
9. Click Save New Selection.
You are prompted when the group is created.
10. Click OK to return to the pupil records list.

Add Pupils to an Existing Custom Pupil Group

Use the Add to PREVIOUS Group option in the pink drop down list to add selected
pupils to an existing Custom Pupil Group. This is a useful shortcut if you have
latecomers for a school trip or new applicants that you want to add to a group.

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To add pupils to a Custom Pupil Group, follow the steps below:

1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select Add to PREVIOUS Group. The Selection
Management window is displayed, an example is shown below:

5. Select a Custom Pupil Group from the drop down list.

6. Click Save To Selection.
You are prompted when the group is saved.
7. Click OK to return to the pupil records list.

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Create a Pupil Charge Sheet

Create a Charge Sheet
Use the Create Charge Sheet option in the pink drop down list to generate a charge
sheet in Excel. Enter fees and charges in the spreadsheet you create, as required. This
is useful for noting additional charges for selected pupils.
To create a charge sheet, follow the steps below:
1. In the Pupil Manager Module, select the Current Pupils tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select Create Charge Sheet.

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The Create Charge Sheet Wizard is displayed. An example is shown below:

5. Use the fields displayed to add a Title and description of the charge.
6. Click Next.
7. Click on the link displayed to download the charge sheet in Excel.
8. Open or Save the spreadsheet, as required.
An example of the charge sheet in Excel is shown below:

9. Add charges and edit information in the charge sheet, as required. You can only
edit the highlighted cells.
10. Save the charge sheet and click Finish in the Create Charge Sheet Wizard.

View and Print Pupil Timetables

View and Print Pupil Timetables Overview
Use the options available in the pink drop down list to access pupil timetables in bulk.
This is a useful shortcut from the Timetable Manager Module.
Choose to either:
View Pupil Timetables. See page 202 for more information.
-or-
Print Pupil Timetables. See page 204 for more information.

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View Pupil Timetables

View pupil timetables from the Pupil Manager Module for information only. It is not
recommended that you edit timetables from this module. Multiple timetables are
displayed in a single window for convenience.
View timetables from either:
The pupil records list, using the pink drop down list. This is useful for viewing multiple
timetables.
-or-
A selected pupil record.
To view pupil timetables, follow the steps below:
1. In the Pupil Manager Module, select the Current Pupils tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Either:
a) Select pupil records using the check boxes next to each Pupil's Name.
Check the box in the header bar to select all the records displayed.
b) In the pink drop down list select View Timetables.
-or-
a) Click on a selected pupil's name to display their record.
b) Click Student Timetable above the pupil's name.

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The Timetable Manager window is displayed. An example is shown below:

4. Scroll through the window to view all pupil timetables.

5. Use the drop down list in the top right of the window to change the timetable
displayed.
6. Use the icons available in each period box, if required. This is optional. The icons
available are explained below:

Icon Use to...

E-mail a pupil. See Contact Students in Set or Form Lists, page

205.

Send an SMS message to a pupil. See Contact Students in Set or

Form Lists, page 208.

View a set or form list of pupils in the lesson selected. See View
Set and Form Lists, page 210.

7. Click Close Window.

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Print Pupil Timetables

Use the Print Timetables option in the pink drop down list to print pupil timetables from
the Pupil Manager Module. Your select timetables are printed in a single document.
To print pupil timetables, follow the steps below:
1. In the Pupil Manager Module, select the Current Pupils tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select Print Timetables.

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An example of the window displayed is shown below:

5. Scroll through the window displayed to view all the timetables you have selected
to print.
6. Use the drop down list in the top right of the window to change the timetable
displayed.
7. Check Merge Duplicate Lessons to merge lessons being taught in the same
period. This saves space when printing. Ensure that lessons are still clearly
recognised if you merge lessons.
8. Click Print Timetable.

Contact Students in Set or Form Lists

Use the set and form icons available in the Edit Timetable window to contact students
in a set or form list by e-mail or SMS message. A set or form is a group of students
allocated to a lesson. This saves time loading additional modules when you need to
contact students to inform them of a change in the timetable, such as a room change.
Send an E-Mail to a Set or Form
To e-mail a student in a teaching set or form, follow the steps below:
1. Click .
The Create Group E-mail window is displayed. A number of tabs are available
for you to work with:

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2. Click the E-Mail Message tab, see below:

a) Enter an E-Mail Subject.

b) Enter the e-mail text. Apply text formatting and links, if required.
3. Click the E-Mail Attachments tab to attach files, if required.
This is an example of the E-Mail Attachments tab.

a) Click Upload Attachment.

b) Click Browse to find a file on your computer.

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c) Click on your file selection.

d) Click Open.
e) Click Upload Attachment.
See below for the other icons you can use when making attachments:

Icon Explanation

Click to delete individual attachments.

Click to delete all attachments.

Click to refresh the information in the tab.

4. Click the E-Mail Recipients tab, see below for an example:

Either:
a) Check the boxes next to student's names to select those who are to receive
this e-mail.
-or-
b) Check the box in the tab header bar to select or deselect all students listed.

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5. Click the E-Mail Options tab, see below for an example:

a) Enter Recipient Options to CC and BCC recipients.

b) Enter Sender Options. By default this is filled with your details.
c) Select an E-Mail Priority from the drop down list.
d) Check the History Option box to keep a record of the e-mail. This is stored
in the student's Communication History in Student Manager Module.
6. Click , if required.
7. Click .
Send an SMS Message to a Set or Form
To send an SMS message to a student in a teaching set or form, follow the steps
below:
1. Click .
The Create Group SMS Message window displays two tabs for you to work with.

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2. Click the SMS Message tab, see below:

a) Enter the SMS Message in the field shown. This will be divided into a
number of messages if it is over 140 characters long.
The Message Total is displayed.
b) Check the History Option box to keep a record of the SMS message. This
is stored in the student's Communication History in Student Manager
Module.
3. Click the SMS Recipients tab, see below:

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4. In this tab, check the boxes for those students who are to receive this SMS
message.
You can only check boxes for those students with a valid
SMS number, indicated by .
indicates an invalid SMS number.

5. Click .

View Set and Form Lists

Use the set and form icons available in the Edit Timetable window to view a set or
form list. This saves time loading additional modules. A set or form is a group of
students allocated to a lesson.
An example of the Edit Timetable window is shown below.

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To view a set or form list of students for any given teaching period, follow the steps
below:
1. Click .
The Field Selection window is displayed, see below for an example:

2. Check the boxes to select the fields that you want to include in your set list.
3. Click Next Step.

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The Format Selection and Email Options window is displayed, see below for
an example:

4. Check the boxes to select a format for your set list. More than one format can be
selected.
5. Check the boxes to select the Additional Extras that you would like to display in
your set list. This is optional.
6. Check the Email Output box to send the set list to another email address. This is
optional.
a) Enter Recipient Name.
b) Enter Recipient Email Address.

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7. Click Next Step.

Either:
Your set list is displayed, ready for printing.
-or-
The Download and View Results window is displayed, see below for an
example:

Click on a link to view the set list in your chosen format.

Contact Pupils
Contact Pupils Overview
Use the options available in the pink drop down list to contact pupils by your preferred
method. You can also contact pupil contacts from the options available. This is a useful
time saving shortcut.
Choose to either:
Send an E-Mail to Pupils. See page 213 for more information.
-or-
Send an SMS Message to Pupils. See page 216 for more information.

Send an E-Mail to Pupils

Use the Email Wizard option in the pink drop down list to send an e-mail to a selected
group of pupils. You can also choose to send your e-mail to pupil contacts. This is a
useful tool for forwarding information quickly.

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Click in a selected pupil listed in the pupil records list to send an e-mail to an
individual pupil.

To send an e-mail to a group of pupils, follow the steps below:

1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.

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4. In the pink drop down list select Email Wizard to display the Send E-Mail
window. An example is shown below:

5. Select the Message tab. Enter the E-mail Subject and compile your e-mail in the
text box displayed.
6. Select the Recipients tab. Use the check boxes available to select the recipients
of your e-mail. A key is displayed in this tab to help you.

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An example of the Recipients tad is shown below:

7. Use the Attachments tab to upload attachments to your e-mail, if required.

8. Select the Options tab to enter additional recipients for your e-mail. You can also
edit the reply address and the priority of your e-mail, as required.
9. Click Preview E-Mail to preview and print your e-mail, if required.
10. Click Send E-Mail. A Communication Summary is displayed for you to check
that your e-mail has been sent.
11. Click Cancel to return to the pupil records list.

Send an SMS Message to Pupils

Use the SMS Wizard option in the pink drop down list to send a text message to a
selected group of pupils. You can choose to send your message to pupil contacts. This
is a useful tool for forwarding information quickly.
To send a text message, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Use your preferred search method to find the pupil records that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for pupil records.

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The Pupil Records List is displayed. An example is shown below:

3. Select pupil records using the check boxes next to each Pupil's Name. Check
the box in the header bar to select all the records displayed.
4. In the pink drop down list select SMS Wizard to display the Send SMS window.
An example is shown below:

5. Select the Message tab and enter the body of your text message. You are limited
to 160 characters per text message. If your text message exceeds the character
limit it spans across a number of separately sent messages. The Message Total
box shows the total number of separate text messages sent.

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6. Select the Recipients tab. Use the check boxes available to select the recipients
of your message. A key is displayed in this tab to help you.
An example of the Recipients tab is shown below:

7. Click Send SMS. A Communication Summary is displayed for you to check

that your message has been sent.
8. Click Cancel to return to the pupil records list.

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Chapter 10:

Using Pupil Records

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Using Pupil Records Overview

Pupil records are listed according to pupil status in the Pupil Manager Module. Select
the status that you want to work with:

For more information see:

Current Pupil Records Overview, page 220.
Applicant Records Overview, page 222.
Former Pupil Records Overview, page 223.

Current Pupil Records Overview

Click on a pupil name in the pupil records list to display their record. Use the pupil
record to access detailed information for your selected pupil. Information can be
accessed in the record in a number of ways:
The header bar. See page 221 for more information.
The pupil record tabs. See Using Current Pupil Record Tabs, page 225, for more
information on the tabs available.
The Additional Information menu. See Additional Pupil Information Overview,
page 262, for help on the right hand option menu.
The RLTs list on the right of the screen shows the other pupils who are listed in
your pupil record search. See Using the Pupil Results List, page 308, for more
information.

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The location of these tools is shown in the example below:

The functions available in the header bar are explained below:

Function Click to...

Back to Return to your pupil search results.

Search
Results

Student Generate a pupil contact report to view detailed information on

Report pupil contacts. Forward your printouts to parents to check that
their details are up to date. See Generate a Pupil Contact Report,
page 184.

Export Export pupil record information to Excel. Select the fields that you
Student want to include in your export such as pupil medical conditions or
Report previous school. See Step 1: Export Pupil Records, page 178.

Student View a pupil timetable. Use this for information only, it is not
Timetable recommended that you edit a pupil timetable from here. See View
Pupil Timetables, page 202.

View Audit View a log of entries made in the pupil record. This provides a
useful audit trail.

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Applicant Records Overview

Click on an applicant name in the record list to display their applicant record. Use the
applicant record to access detailed information for your selected applicant. Information
can be accessed in the record in a number of ways:
The header bar. See below for more information.
The applicant record tabs. See Using Applicant Record Tabs, page 226, for more
information on the tabs available.
The Additional Information menu. See Additional Pupil Information Overview,
page 262, for help on the right hand option menu.
The RLTs list on the right of the screen shows the other applicants who are listed
in your pupil record search. See Using the Pupil Results List, page 308, for more
information.
The location of these tools is shown in the example below:

The functions available in the header bar are explained below:

Function Click to...

Back to Return to your applicant search results.

Search
Results

Applicant Generate an applicant contact report to view detailed information

Report on applicant contacts. Forward your printouts to parents to check
that their details are up to date. See Generate a Pupil Contact
Report, page 184.

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Function Click to...

Export Export applicant record information to Excel. Select the fields that
Applicant you want to include in your export such as admissions status or
Report previous school. See Step 1: Export Pupil Records, page 178.

View Audit View a log of entries made in the applicant record. This provides a
useful audit trail.

Former Pupil Records Overview

Click on a former pupil name in the pupil record list to display their record. Use the
pupil record to access detailed information for your selected pupil. Information can be
accessed in the record in a number of ways:
The header bar. See page 224 for more information.
The former pupil record tabs. See Using Former Pupil Record Tabs, page 226,
for more information on the tabs available.
The Additional Information menu. See Additional Pupil Information Overview,
page 262, for help on the right hand option menu.
The RLTs list on the right of the screen shows the other pupils who are listed in
your pupil record search. See Using the Pupil Results List, page 308, for more
information.

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The location of these tools is shown in the example below:

The functions available in the header bar are explained below:

Function Click to...

Back to Return to your pupil search results.

Search
Results

Student Generate a pupil contact report to view detailed information on

Report pupil contacts. This may be useful for contacting former pupil's
families. See Generate a Pupil Contact Report, page 187.

Export Export former pupil record information to Excel. Select the fields
Student that you want to include in your export such as reason for leaving
Report or leaving date. See Step 1: Export Pupil Records, page 178.

View Audit View a log of entries made in the pupil record. This provides a
useful audit trail.

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Using the Pupil Record Tabs

Using Current Pupil Record Tabs
Use the pupil record tabs to access and amend information for your selected pupil:

Each tab contains different information for the pupil. Some fields in the pupil record
tabs are completed for you using information pulled over from the Admissions Module
or the Applicants tab. Custom Fields may also be displayed in any one of the tabs.
All Custom Fields are listed under Custom Items in the Additional Information
menu.
The tabs available are explained below:

Tab Includes...

General Pupil's name, age, School Code and Unique Pupil Number.
You can also upload a pupil photo in this tab. See General Pupil
Details, page 228.

Contacts Pupil contacts information, including Contact Notes and

emergency contacts. See Pupil Contacts Overview, page 233.

Family Details of the pupil's family tree, including siblings and their status
in your school, if applicable. See Family Tree Overview, page
244.

School Pupil's current and future year group, form, house and tutor. Any
Custom Pupil Groups that the pupil is linked to are also listed.
See Pupil School Details, page 246.

Enrolment Pupil enrolment and leaving information. See either:

Enrolment Details, page 249.
-or-
Edit a Pupil's Leaving Information, page 251.

Enq and Pupil admissions information, such as when they first enquired
Visits and visited the school. See Enquiry and Visit Details, page 253.

Asst and Previous school references, interview notes and fee details. See
Fees Pupil Assistance and Fee Details, page 256.

Census Details of a pupil's nationality, religion and place of birth. See

Pupil Census Details, page 258.

Notes Details of Pupil Notes. Pupil Notes can be used to log general
information about the selected pupil, for example their interest in
applying for a scholarship. These are different from Notes listed
elsewhere in iSAMS. See Pupil Notes Overview, page 260.

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Using Applicant Record Tabs

Use the applicant record tabs to access and amend information for your selected
applicant:

Each tab contains different information for the applicant. Some fields in the applicant
record tabs are completed for you using information pulled over from the Admissions
Module. Custom Fields may also be displayed in any one of the tabs. All Custom
Fields are listed under Custom Items in the Additional Information menu.
The tabs available are explained below:

Tab Includes...

General Applicant's name, age, admissions status and School Code. See
General Applicant Details, page 230.

Contacts Applicant contacts information, including Contact Notes and

emergency contacts. This tab is the same as the Contacts tab in
current pupil records. See Pupil Contacts Overview, page 233.

Family Details of the applicant's family tree, including siblings and their
status in your school, if applicable. This tab is the same as the
Family tab in current pupil records. See Family Tree Overview,
page 244.

Enq and Applicant admissions information, such as when they first

Visits enquired and visited the school. This tab is the same as the Enq
and Visits tab in current pupil records. See Enquiry and Visit
Details, page 253.

Asst and Previous school references, interview notes and fee details. This
Fees tab is the same as the Asst and Fees tab in current pupil records.
See Pupil Assistance and Fee Details, page 256.

Census Details of an applicant's nationality, religion and place of birth.

This tab is the same as the Census tab in current pupil records.
See Pupil Census Details, page 258.

Notes Details of Pupil Notes. Pupil Notes can be used to log general
information about the selected applicant, for example their interest
in applying for a scholarship. This tab is the same as the Notes
tab in current pupil records. These are different from Notes listed
elsewhere in iSAMS. See Pupil Notes Overview, page 260.

Using Former Pupil Record Tabs

Use the former pupil record tabs to access and amend information for your selected
former pupil:

Each tab contains different information for the former pupil. Some fields in the pupil
record tabs are completed for you using information pulled over from the Current

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Pupils tab. Custom Fields may also be displayed in any one of the tabs. All Custom
Fields are listed under Custom Items in the Additional Information menu.
The tabs available are explained below:

Tab Includes...

General Pupil's name, age, School Code and Unique Pupil Number.
You can also upload a pupil photo in this tab. This tab is the same
as the General tab in current pupil records. See General Pupil
Details, page 228.

Contacts Pupil contacts information, including Contact Notes and

emergency contacts. This tab is the same as the Contacts tab in
current pupil records. See Pupil Contacts Overview, page 233.

Family Details of the pupil's family tree, including siblings and their status
in your school, if applicable. This tab is the same as the Family
tab in current pupil records. See Family Tree Overview, page 244.

Leaver The pupil's leaving details and future school information, if

applicable. See Edit a Pupil's Leaving Information, page 251.

Enrolment Pupil enrolment information. See Enrolment Details, page 249.

Enq and Pupil admissions information, such as when they first enquired
Visits and visited the school. This tab is the same as the Enq and
Visits tab in current pupil records. See Enquiry and Visit Details,
page 253.

Asst and Previous school references, interview notes and fee details. This
Fees tab is the same as the Asst and Fees tab in current pupil records.
See Pupil Assistance and Fee Details, page 256.

Census Details of a former pupil's nationality, religion and place of birth.

This tab is the same as the Census tab in current pupil records.
See Pupil Census Details, page 258.

Notes Details of Pupil Notes. Pupil Notes can be used to log general
information about the selected pupil, for example elaborate on
their reason for leaving. This tab is the same as the Notes tab in
current pupil records. These are different from Notes listed
elsewhere in iSAMS. See Pupil Notes Overview, page 260.

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General Pupil Details

Use the General tab in a pupil record to view and manage basic information, such as a
pupil's name and age. You can also upload a photo of a pupil from this tab.
An example of the General tab is shown below:

To amend any of the fields displayed, follow the steps below:

1. In the Pupil Manager Module, select either:
Current Pupils tab.
-or-
Former Pupils tab.
2. Search and select a pupil record to work with and select the General tab.
3. Either:
Click in a field and add or amend the information displayed.
-or-
Add a Unique Pupil Number (UPN). This is explained in detail below.
-or-
Click Upload Picture on the right of the screen to upload a photo of the pupil.
See Upload a Pupil Photo, page 232.

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Use the AutoComplete check box in the top of the screen for
fields to capitalise automatically as you complete them. Uncheck
the AutoComplete box to override automatic capitalisation.
Manually enter a School Code for the pupil, if required. This
must be unique or the record cannot be saved.
Click to use the calendar to select a date, this saves time.

4. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
Create a UPN
To create a UPN for a pupil, follow the steps below:
1. Click .
A suggested UPN is displayed.
2. Either:
Click to accept the UPN.
-or-
Click to reject the UPN.
3. Either:
Click Update Data to save the UPN.
-or-
Click Reload Record to refresh the record with the last saved data.

The UPN you create will overwrite any existing UPN in your selected
pupil record.

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General Applicant Details

Use the General tab in an applicant record to view and manage basic information,
such as an applicant's name and age or their admission status.
An example of the General tab is shown below:

Most of the fields in the General tab are completed for you using information from the
Admissions Module.
1. In the Pupil Manager Module, select the Applicants tab.
2. Search and select a pupil record to work with and select the General tab.
3. In the General Applicant Details section, click in a field and add or amend the
information displayed.

Use the AutoComplete check box in the top of the screen for fields
to capitalise automatically as you complete them. Uncheck the
AutoComplete box to override automatic capitalisation.
Click to use the calendar to select a date, this saves time.

4. Either:
Click Update Data to save the new data.
-or-
Click Reload Data to refresh the record with the last saved data.

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5. Complete the Enrolment and Admissions Details section, the fields are
explained below:

Field Explanation

School Select the academic year that the applicant is due to start at
Year on your school.
Entry

Registered Select a registration date for the applicant, this is the date that
Date registration documentation and fees have been received by
your school.

Term on Select the term that the applicant is due to start at your school.
Entry

ADM Status Select the applicant's current status in the admissions process.
You can change this at a later date as the admission process
moves forward.

Year Group Select the year group which the applicant will join when they
on Entry start at your school.

Boarding Select a Boarding House which the applicant will join when
House on they start at your school.
Entry

Offer Type Select the type of offer that has been presented to the
applicant. Use this to clarify whether an offer is a scholarship,
bursary or full fee school place.

School Select the applicant's expected boarding status from the drop
Status down list.

Enrolment Select an enrolment date. If you have chosen to activate the

Date auto enrolment function, the applicant is automatically enrolled
on the date you select here.

Form on Select the form group which the applicant will join when they
Entry start at your school.

Academic Select an Academic House which the applicant will join when
House on they start at your school.
Entry

6. In the Current School field, either:

a) Click and enter the applicant's current school name in the window
displayed.
b) Select the applicant's current school from the list displayed.
c) Click to return to the General tab.
-or-
Click to add a school if the current school is not listed. This is a shortcut to the
Other Schools Module.

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7. In the School Code field, enter a School Code for the applicant. This is optional.
Use School Codes to identify applicants for different intake years, if required.
You can duplicate the School Codes you use here (School Codes must be
unique when entered in a current pupil record).
8. Either:
Click Update Data to save the new data.
-or-
Click Reload Data to refresh the record with the last saved data.
9. Use the Legacy Fields option in the right hand menu to log the type of school
that an applicant currently attends. See Applicant Current School Details, page
306.

Upload a Pupil Photo

Use Upload Picture in a pupil record to upload an individual pupil's photo to their
record. This is useful when a pupil has not been included in an annual bulk import of
photos.
To upload a pupil photo, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with and select the General tab.
3. Click Upload Picture on the right of the screen.
4. Browse your files and select the photo that you want to import.
You are prompted when the files have uploaded successfully.
5. Click OK.
The pupil photo is now displayed in pupil records.

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Pupil Contact Details

Pupil Contacts Overview
Use the Contacts tab in a pupil or applicant record to view and manage contact
information.
An example of the Contacts tab is shown below:

Use the Pupil Contact Notes and Option section to add:

Contact Notes. Add notes to highlight information regarding pupil contacts. This
is useful for explaining relationships between the pupil and their contacts. See
Add Pupil Contact Notes, page 234.
Duplicate Reports. Use this if you want to produce multiple copies of reports to
send to pupil contacts. In the Duplicate Reports field enter the number of
duplicate reports you want to produce and click Update Data. This is for your
reference only, duplicate reports are not automatically produced.
Use the buttons available in the Current Pupil Contacts section to manage pupil
contacts. The buttons available are explained below:

Button Click to...

Add Display the Student Contacts window. Use this window to add more
Contact pupil contacts, including emergency contacts. See Add Contact
Details, page 59, for help completing the Student Contacts window.

Arrange Arrange Pupil Contacts. See page 235. Change the order that contacts
Contacts are displayed.

Copy pupil contacts into any format. This is useful for compiling lists of
selected pupil contacts in Word or Excel. See Copy Pupil Contacts,
page 236, for more information.

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Button Click to...

Edit Pupil Contact Details, including emergency contacts. See page

236.
Edit Pupil Address Details. See page 240.
Edit which Custom Contact Groups a pupil contact is linked to.
Custom Contact Groups are used to group together pupil contacts
and can be selected for mail merges. See Edit Pupil Custom Contact
Groups, page 242.

Edit a pupil's billing details. This is a shortcut to the Fees Billing

Module.

Delete a Pupil Contact. See page 243. Deleting a pupil contact from a
pupil record also removes that pupil contact from sibling records.

Add Pupil Contact Notes

Add Contact Notes to pupil records to hold information regarding the pupil contacts.
This is useful for highlighting sensitive pupil contact relationships, etc. Contact Notes
can be viewed in the pupil record or in a pupil record list when you choose to display
Contact Cards.
An example of Contact Notes in the pupil records list is shown below:

To add pupil Contact Notes, follow the steps below:

1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with and select the Contacts tab.
3. Enter your note in the Contact Notes field:

4. Either:
Click Update Data to save the new data.

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-or-
Click Reload Record to refresh the record with the last saved data.

Arrange Pupil Contacts

Choose to arrange the order that pupil contacts are listed. This is useful if you have
added pupil contacts and you want to arrange the list in a logical order. You also have
the option of adding a message above your list of pupil contacts. The message you add
can be used to highlight who should be contacted first.
To arrange pupil contacts, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with and select the Contacts tab.
Pupil Contacts are displayed at the bottom of the screen:

3. Click Arrange Contacts.

The Arrange Contacts window is displayed. An example is shown below:

4. Either:

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Add a Custom Order Message in the field available.

-or-
Click No Order Message if no message is required.
-or-
Click Restore to Default Message. Select this to inform other users that
contacts are listed in order of priority.
5. Click on a pupil contact and use the arrows available to move the contact up or
down the list:

This determines to order that contacts are listed in the pupil record.
6. Click Arrange Contacts. The Arrange Contacts window closes and contacts
are displayed in the revised order.
Copy Pupil Contacts
Use the clipboard to copy pupil contacts into an alternative format. This is useful if you
want to compile a list of contacts in Word or Excel.
To copy pupil contacts, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with and select the Contacts tab.
Current Pupil Contacts are displayed at the bottom of the screen:

3. Click in your selected contact.

You are prompted Do you want to allow this webpage to access your
Clipboard?
4. Select Allow Access.
You are prompted when the contact details have been added to your clipboard.
5. Click OK.
6. Paste the pupil contact into your preferred format.
Edit Pupil Contact Details
Edit pupil contact details, if required. Use this to ensure that pupil records are up to
date. Select preferred methods of contact and the type of information which can be
forwarded to contacts.

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To edit pupil contact details, follow the steps below:

1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with and either:

a) Select the Contacts tab.
Current Pupil Contacts are displayed at the bottom of the screen. An
example is shown below:

b) Click in your selected contact to display the Student Contacts window.

-or-
a) Select the Family tab (only parents can be edited this way).
The Family Tree is displayed at the top of the screen. An example is
shown below:

b) Click next to your selected contact.

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The Student Contacts window is displayed. An example is shown below:

Use the AutoComplete check box in the top of the Student

Contacts window for fields to capitalise automatically as you
complete them. Uncheck the AutoComplete box to override
automatic capitalisation.
Click next to a field to add a new option to a drop down list.

3. Select the Contact Details tab and edit the Core Contact Information section.
The fields and check boxes available are explained below:

Field Explanation

Contact Type Select the Contact Type which best describes the
pupil contact. Only select joint contacts for contacts
who reside at the same address.
Your selection in Contact Type may change where
the Address Details are displayed in the Student
Contacts window.

Academic Reports This check box is not in use.

Contact Only Check the box if the pupil contact is to receive no

correspondence. Use this to list a pupil contact for
information only.

Private Contact Check the box if the pupil contact is not be linked to
sibling contacts. Select the pupil that this contact is to
be linked to. Hold Ctrl to make multiple selections.
Private Contacts are useful for blended families
where the pupil contact has no relevance to other
siblings.

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Field Explanation

Mail Options Check the boxes to select the type of

correspondence that the pupil contact receives:
All Merges. To receive all correspondence.
Billing. To receive billing information.
Correspondence. To receive all general school
correspondence, such as weekly newsletters.
Reports. To receive the pupil's academic reports.

Contact can be Check the box if the pupil contact is happy for their
shared with other details to be shared with other parents. It is
Parents sometimes useful for pupil contacts to be shared
among form groups so that parents can contact each
other.
List Shared Contacts in an SSRS report, if required.
Contact the Help Desk if you need help writing an
SSRS report.

Copy Bill Recipients This can only be checked if Billing is checked in Mail
Options.
Check the box to send a copy of the bill to another
pupil contact. Select the contacts to receive a copy of
the bill. Hold Ctrl to make multiple selections.

4. Select a Contact Location from the drop down list and check the Student Home
box if this is the same as the pupil's home address. Student Home must be
checked if you want use the Send to Home selection when writing to pupil
contacts.
5. Edit the 1st Person Contact and 2nd Person Contact sections, as required.
The 2nd Person Contact section is only displayed for selected joint Contact
Types.
Enter male contact details in the 1st Person Contact section when adding
joint contacts. This ensures that the Family tab operates as expected in a
pupil record.
Check the Deceased box if a contact has died. All contact and address
details for contacts marked deceased are removed. The contact is listed as
deceased in pupil records.
Check the PTFA box to indicate that the contact is a member of the 'Parent,
Teachers and Friends Association'. List contacts marked PTFA in an SSRS
report, if required. Contact the Help Desk if you need help writing an SSRS
report.

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6. Edit the Contact Address section (this section is only displayed in the Contact
Details tab when a 2nd Person Contact is not listed). You cannot add multiple
addresses here.
Either:
Enter the contact's address details manually.
-or-
Enter a postcode in the appropriate field and click the Find Address button.
Select the correct address, this saves time.
7. Edit the Contact Telephone Information. Also use this section to enter a fax
number and second email address, if required.
8. Edit Contact Salutations for written correspondence, as required.
9. Edit the Emergency Contact Information for the pupil. Use the text box to enter
the emergency contact's name, telephone number and address.
10. Click Save Contact.
Edit Pupil Address Details
Edit pupil address details, if required. Use this to ensure that pupil records are up to
date. This tab is only displayed when a 2nd Person Contact is listed in the Contact
Details tab. Use the Contacts Details tab to edit the pupil address if no 2nd Person
Contact is listed.
To edit pupil address details, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with and either:

a) Select the Contacts tab.
Current Pupil Contacts are displayed at the bottom of the screen. An
example is shown below:

b) Click in your selected contact to display the Student Contacts window.

-or-
a) Select the Family tab (only parents can be edited this way).

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The Family Tree is displayed at the top of the screen. An example is

shown below:

b) Click next to your selected contact.

The Student Contacts window is displayed.
3. Select the Address Details tab. An example is shown below:

Use the AutoComplete check box in the top of the Student

Contacts window for fields to capitalise automatically as you
complete them. Uncheck the AutoComplete box to override
automatic capitalisation.
Click next to a field to add a new option to a drop down list.

4. Select a Contact Location for the contact. Check the Student Home box if this
is the same as the pupil's home address. Student Home must be checked if you
want use the Send to Home selection when writing to pupil contacts.
5. Either:
Complete the tab with the address details of the contacts listed in the Contacts
Details tab.
-or-
Enter a postcode in the appropriate field and click the Find Address button.
Select the correct address, this saves time.
6. Click Save Contact.

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Edit Pupil Custom Contact Groups

Edit which Custom Contact Groups a pupil contact is linked to. Custom Contact
Groups are used to group together pupil contacts and can be selected for mail
merges. For example, add a pupil contact to a parent's association group to include
them in correspondence sent to the parent's association.
To edit pupil Custom Contact Groups, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with and either:

a) Select the Contacts tab.
Current Pupil Contacts are displayed at the bottom of the screen. An
example is shown below:

b) Click in your selected contact to display the Student Contacts window.

-or-
a) Select the Family tab (only parents can be edited this way).
The Family Tree is displayed at the top of the screen. An example is
shown below:

b) Click next to your selected contact.

The Student Contacts window is displayed.

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3. Select the Custom Groups tab. An example is shown below:

4. Select Contact Groups for the pupil contact. Hold Ctrl to make multiple
selections.
5. Click Save Contact.
The pupil contacts which you add to the Custom Contact Groups are listed in
the Custom Group Manager tab. An example is shown below:

Delete a Pupil Contact

Deleting a pupil contact from a pupil record also removes that pupil
contact from sibling records.
To delete a pupil contact, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with and select the Contacts tab.
Current Pupil Contacts are displayed at the bottom of the screen:

3. Click in your selected contact.

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You are prompted Are you sure you want to delete this contact from this
pupil?
4. Select Yes.
The contact is removed.

Pupil Family Tree

Family Tree Overview
Use the Family tab in a pupil record to view and manage a pupil's family details.
An example of the Family tab is shown below:

Use the functions available to:

Edit the Family Tree. Edit any details of parents or siblings listed in the pupil's
family. See page 245.
Add Siblings to the Family Tree. You can also list siblings who are not pupils at
your school, if required. See page 246.

See Former Pupil Family Details, page 288, for logging details of a former pupil's
spouse and children.

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Edit the Family Tree

An example of the Family Tree is shown below:

To use the Family Tree section of the Family tab, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with and select the Family tab.
3. Choose to:
Edit parents marital status. Use the Marital Status drop down list to change
the relationship between a pupil's parents. Click to add a new option to a
drop down list.
View and edit parent details. See below for more details.
Delete parent details. It is not recommended that you use this function.
Delete pupil contacts using the Contacts tab. See Delete a Pupil Contact,
page 243, for more information.
View and edit sibling details. Click on a sibling name to display their pupil
record.
Delete a sibling. See below for more details.
View and Edit Parent Details
Click next to your selected parent to display the Student Contacts window. A
number of tabs are available in the Student Contacts window:
Contact Details. Use this tab to edit the pupil contact details. Select preferred
methods of contact and the information which the contact should receive. See
Edit Pupil Contact Details, page 236.
Address Details. Use this tab to edit contact address details. This tab is only
displayed when more than one contact is listed in the Contact Details tab. See
Edit Pupil Address Details, page 240.
Custom Groups. Use this tab to link the pupil contact to a Custom Contact
Group, if required. Custom Contact Groups are used to group together pupil
contacts and can be selected for mail merges. See Edit Pupil Custom Contact
Groups, page 242.

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Delete a Sibling
1. Click next to your selected sibling.
You are prompted Are you sure you want to delete this sibling?
2. Select Yes.
The sibling is removed from the pupil's family tree.

Deleting a sibling does not delete the siblings pupil record from iSAMS.

Add Siblings to the Family Tree

Use the Family Construction section of the Family tab to add siblings to a pupil's
family tree. You can also list siblings who are not pupils at your school, if required.
To add a sibling to the family tree, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with and select the Family tab.
3. Either:
In Attach Another Sibling, select a pupil from the drop down list. All pupils with
the same surname are listed to help you.
-or-
In Find by ID Number, enter the sibling pupil's Unique Pupil Number (UPN).
-or-
Click Load Pupil List, select a pupil and click Save Sibling.
-or-
Click Add Non SCH Sibling to add a non school sibling. Enter basic details of
the sibling and click Save Sibling.

Use the AutoComplete check box in the top of the screen for fields
to capitalise automatically as you complete them. Uncheck the
AutoComplete box to override automatic capitalisation.
4. Click Update Data.
You may be prompted on the family that you want to select. Make your selection
and click Continue.
The siblings are listed in the Family Tree section of the tab.

Pupil School Details

Use the School tab in a pupil record to view and manage a pupil's allocated current
and future year group, form, house and tutor. Any Custom Pupil Groups that the pupil
is linked to are also listed in the School tab.

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An example of the School tab is shown below:

To amend a pupil's school details, follow the steps below:

1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select the School tab.
3. Complete the Current School Details section, the fields are explained below:

Field Explanation

Year Group Select the current year group for the pupil.

Form Select a form group for the pupil.

Academic Select an Academic House for the pupil.

House

Boarding Select a Boarding House, if required.

House

Tutor Select a Personal Tutor for the pupil.

Status Select the pupil's boarding status from the drop down list.

Peg Number Enter the pupil's classroom or changing room peg number.

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Field Explanation

System Status Select the pupil's school status to reflect whether they are
an applicant, a current pupil or a former pupil. This
determines which pupil record tab the pupil record is listed
under.

Click next to a field to add a new option to a drop down list.

Use the AutoComplete check box in the top of the screen for
fields to capitalise automatically as you complete them. Uncheck
the AutoComplete box to override automatic capitalisation.

4. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
5. Complete the Future School Details section, the fields are explained below:

Field Explanation

Next Year's Select the form group that the pupil will join in the next
Form academic year.

Next Year's Select the Boarding House that the pupil will join in the next
Boarding academic year.
House

Next Year's Select the Academic House that the pupil will join in the
Academic next academic year.
House

6. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
7. Use the information listed in the Custom Group Membership section to view the
Custom Pupil Groups that the pupil is linked to. Only shared groups or groups
which you have created are listed. The information listed is explained below:

Column Explanation

Yes in this column indicates that the Custom Pupil Group has
been deleted in the Custom Group Manager.

Yes in this column indicates that the pupil has been removed from
the Custom Pupil Group in the Custom Group Manager.

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Column Explanation

Click this icon to delete the Custom Pupil Group from the list
displayed. This is a useful housekeeping tool.
You are prompted Are you sure you want to delete this Item?
Select Yes.
The Custom Pupil Group is removed from the list. You can
reinstate a pupil back into a Custom Pupil Group from the
Custom Group Manager.

Enrolment Details
Use the Enrolment tab in a pupil record to view and manage pupil enrolment details.

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To amend a pupil's enrolment details, follow the steps below:

1. In the Pupil Manager Module, select either:
Current Pupils tab.
-or-
Former Pupils tab.
2. Search and select a pupil record to work with and select the Enrolment tab.
3. Complete the Enrolment Information section, the fields are explained below:

Field Explanation

Verification Select the identification documents which have been verified

for the pupil.

Entry Type Select the entry status of the pupil, this is for information
only. In most cases select 'New Student' here.

Enrolment Select an enrolment date. If you have chosen to activate the

Date auto enrolment function, the pupil is automatically enrolled
on the date you select here.

Enrolment Select the academic year that the pupil is enrolled in your
School Year school.

Enrolment Select the year group that the pupil is enrolled in your
School Group school.

Enrolment Select a Boarding House, if required.

House

Enrolment Select the term that the pupil is enrolled in your school.
Term

Enrolment Select the form group that the pupil joined when enrolled in
Form your school.

Enrolment Select an Academic House for the pupil.

Academic
House

Use the AutoComplete check box in the top of the screen for
fields to capitalise automatically as you complete them. Uncheck
the AutoComplete box to override automatic capitalisation.
Click next to a field to add a new option to a drop down list.
Click to use the calendar to select a date, this saves time.

4. In the Previous School field:

a) Click and enter the pupil's previous school name in the window displayed.
b) Select the pupil's previous school from the list displayed.
c) Click to return to the Enrolment tab.

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Click to add a school if the previous school is not listed. This is

a shortcut to the Other Schools Module.
Click to display a previous school's details.

5. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.

Edit a Pupil's Leaving Information

Edit a pupil's Leaving Information when a pupil is leaving or returning to your school.
To edit Leaving Information, follow the steps below:
1. In the Pupil Manager Module select either the:
Current Pupils tab.
-or-
Former Pupils tab.
2. Use your preferred search method to find the pupil record that you want to work
with. See Pupil Record Search Overview, page 98, for more information on
searching for Current Pupil records.
The Pupil Records List is displayed. An example is shown below:

3. Select a pupil by clicking on their name. This displays their pupil record.
4. Either:
Select the Enrolment tab (in current pupil records). Complete the Leaving
Information section.
-or-
Select the Leaver tab (in former pupil records). Cut and paste the Leaving
Information into the Notes tab, this retains information for audit purposes.

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An example of the fields displayed is shown below:

The fields available in the Leaving Information section are explained below:

Field Explanation

Leaving Select the pupil's reason for leaving. Either select the closest
Reason match or add a new reason to the list.

Leaving Date Enter a leaving date. You can enter a future date here, if
required. The pupil is listed as a current pupil until the leaving
date is reached.

Leaving Term Select the term that the pupil leaves.

Leaving Select the academic year that the pupil leaves.

School Year

Leaving Year Select the last year group the pupil is in before they leave.
Group

Leaving Select the last form group the pupil is in before they leave.
Form

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Field Explanation

Leaving Select the last Academic House the pupil is in before they
Academic leave.
House

Leaving Select the last Boarding House the pupil is in before they
Boarding leave.
House

Use the AutoComplete check box in the top of the screen for
fields to capitalise automatically as you complete them. Uncheck
the AutoComplete box to override automatic capitalisation.
Click next to a field to add a new option to a drop down list.
Click to use the calendar to select a date, this saves time.

5. In the Future School field, click to display the Find School window. An
example of the Find School window is shown below:

6. Start to enter the pupil's previous or current school. Select a school from the list
displayed.
7. Click to return to the pupil record screen.
8. Select the type of school that the pupil is moving to, if applicable.
9. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
10. You must now use the pink drop down list to change the pupil's record status.
See Change Pupil Record Status Overview, page 138, for more information.

Enquiry and Visit Details

Use the Enq and Visits tab in a pupil record to view and manage a pupil's initial
enquiry information. Log details such as how a pupil enquired and when they visited
the school.

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An example of the Enq and Visits tab is shown below:

To amend a pupil's enquiry information, follow the steps below:

1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with and select the Enq and Visits tab.
3. Complete the Enquiry Information section, the fields are explained below:

Field Explanation

Enquiry Date Enter the date of the applicant's first enquiry to the school.

Enquiry Type Select how the applicant's enquiry to the school was made.

Withdrawn Enter the date that the applicant withdrew their interest in
Date the school, if applicable.

Use the AutoComplete check box in the top of the screen for
fields to capitalise automatically as you complete them. Uncheck
the AutoComplete box to override automatic capitalisation.
Click next to a field to add a new option to a drop down list.
Click to use the calendar to select a date, this saves time.

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4. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
5. Complete the Prospectus Enquiries section, the fields are explained below:

Field Explanation

Prospectus Enter the date that the school prospectus was sent out.
Sent Date

Prospectus This box is checked when the Prospectus Send Wizard is

Sent run from the Admissions Module.
Uncheck the box if the pupil's prospectus is not sent in the
run.

Prospectus Use this field to add notes on any additional information sent
Notes with the prospectus. This is for information only.

6. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
7. Complete the School Visits section, the fields are explained below:

Field Explanation

School Visit Enter the date that the pupil is due to visit your school.
Date

School Visit Use this field to add any information regarding the pupil's
Notes school visit.

House Visits Use this field to add any information regarding the pupil's
visit to Boarding Houses.
Enter the Boarding House visited using the drop down list
displayed.

8. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.

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Pupil Assistance and Fee Details

Use the Asst and Fees tab in a pupil record to view and manage reference, interview
and fee details.
An example of the Asst and Fees tab is shown below:

To amend the information in the Asst and Fees tab, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with and select the Asst and Fees tab.
3. Complete the Reference Information section, the fields are explained below:

Field Explanation

Ref Requested Enter the date that a reference request was sent to the
pupil's former school. A reference request can only be sent
from the Applicants tab.

Ref Received Enter the date that a reference is received from the pupil's
former school.

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Field Explanation

Learn Support Select whether the pupil requires learning support.

Rec

Use the AutoComplete check box in the top of the screen for
fields to capitalise automatically as you complete them. Uncheck
the AutoComplete box to override automatic capitalisation.
Click to use the calendar to select a date, this saves time.

4. Click Update Data to save the new data.

5. Complete the Interview Information section, the fields are explained below:

Field Explanation

Interview Date Enter a date for the pupil's school interview.

Interview Time Enter a time for the pupil's school interview.

Interview Use this field to add any notes taken during the pupil's
Notes interview.

6. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
7. Complete the Registration and Entrance Fees section, the fields are explained
below:

Field Explanation

Registration Enter a date of receipt for the pupil's registration fee.

Fee Date

Registration Enter the amount of registration fee that is received.

Amount

Fee Signatory Enter the name of the person who agreed the registration
fee amount.

Entrance Fee Enter a date of receipt for the pupil's entrance fee.
Date

Entrance Fee Enter the amount of entrance fee that is received.

Amount

Fee Signatory Enter the name of the person who agreed the entrance fee
amount.

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Field Explanation

Courier/Exam Enter a date of receipt for the pupil's exam fee.

Fee Date

Courier Exam Enter the amount of the exam fee that is received.
Amount

Fee Signatory Enter the name of the person who agreed the exam fee
amount.

8. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.

Pupil Census Details

Use the Census tab in a pupil record to view and manage details of a pupil's
nationality, religion and place of birth.
An example of the Census tab is shown below:

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To amend any of the details in the Census tab, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with and select the Census tab.
3. Complete the Census and Statistics Details section, the fields are explained
below:

Field Explanation

Resident Select the pupil's country of residence.

Country

Nationality Select the pupil's nationality.

Language Select the pupil's first language.

Ethnic Select the pupil's ethnic category.

Category

Diplomatic Check the box if the pupil's parents are with HM Forces or
and Forces UK Diplomatic Services.

School Link Enter any relationships which link the pupil to your school.
For example, enter 'Father' if the pupil's father was a former
pupil. This information is used in Statistics.

Use the AutoComplete check box in the top of the screen for
fields to capitalise automatically as you complete them. Uncheck
the AutoComplete box to override automatic capitalisation.
Click next to a field to add a new option to a drop down list.

4. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
5. Complete the Religious Details section, the fields are explained below:

Field Explanation

Religion Select the pupil's religion.

Baptised Select whether the pupil is baptised.

Confirmed Select whether the pupil is confirmed.

6. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.

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7. Complete the Birth Details section, the fields are explained below:

Field Explanation

Birth Place Enter the pupil's place of birth.

Birth County Enter the pupil's county of birth.

Birth Country Select the pupil's country of birth.

8. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.

Pupil Record Notes

Pupil Notes Overview
Use the Notes tab in a pupil record to create and manage Pupil Notes. Pupil Notes in
the Pupil Manager Module are for internal use only, they are only listed in the Pupil
Manager Module. Pupil Notes can be used to log general information about the
selected pupil, for example their interest in applying for a scholarship. These are
different from Notes listed elsewhere in iSAMS.
An example of the Notes tab is shown below:

Use the functions available to:

Add a Pupil Note. See page 261.
Edit a Pupil Note. See page 261.
Delete a Pupil Note. See page 262.

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Add a Pupil Note

Add Pupil Notes to pupil records to log general information about a selected pupil, for
example their interest in applying for a scholarship.
To add a Pupil Note, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with and select the Notes tab.
An example of the Notes tab is shown below:

3. In the Add Pupil Note section, select a Note Type. Click to add a new option
to the drop down list, if required. Note Types can be selected when generating a
report of Pupil Notes.
4. Enter your note in the Description field.
5. Select a Note Date.
6. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
Edit a Pupil Note
To edit a Pupil Note, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with and select the Notes tab.
3. In the Previous Pupil Notes section, click next to your selected Pupil Note.

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The Pupil Note details are displayed in a pop up window. An example is shown
below:

4. Select a Note Type. Click to add a new option to the drop down list, if required.
5. Select a Note Date.
6. Edit your note in the Description field.
7. Click Save and Close to return to the Notes tab.
Delete a Pupil Note
Delete a Pupil Note if it is no longer relevant.

Deleting a Pupil Note removes it permanently from a pupil record.

To delete a Pupil Note, follow the steps below:

1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with and select the Notes tab.
3. In the Previous Pupil Notes section, click next to your selected Pupil Note.

You are prompted Are you sure you want to delete this note from this pupil?
4. Select Yes.
The Pupil Note is deleted.

Using the Additional Information Menu

Additional Pupil Information Overview
Additional Information options are listed in the right of each pupil record. Each option
contains different information for the pupil.

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See below for help locating the Additional Information menu:

Some fields in the Additional Information options are completed for you. Custom
Fields may also be displayed in any one of the options. All Custom Fields are listed
under Custom Items in the Additional Information menu.
The Additional Information options available vary depending on the pupil records tab
you are using. See below for more information.
Additional Information options in the Current Pupils tab:

Option Click to...

Pupil's Core Go back to the General tab in a pupil record.

Record

Pupil Profile Go to the Pupil Profiles Module. This is a useful shortcut.

Discipline This option is not in use. Use the Rewards and Conduct
Record Module to log discipline records.

Pupil Contacts View and manage a pupil's own contact details. You can also
& Networks manage a pupil's passport and visa details in this option. For
more information see either:
Pupil Personal Contact Details, page 266.
-or-
Passport and Visas Overview, page 267.

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Option Click to...

Health Record View and manage a pupil's medical and dental details. The
information held in this option is linked to the Sanitorium
Manager Module. See Health Record Overview, page 273.

Scholarship & View and manage a pupil's scholarship details and their
Exams entrance exam results. For more information see either:
Scholarship Details Overview, page 293.
-or-
Entrance Exam Results, page 285.

Transport Log details of a day pupil's transport to and from school. See
Transport Details, page 298.

Admissions Log details of the agency who introduced the pupil to your
Agency school. This is useful for overseas pupils and is linked to the
Agent Manager Module. See Admissions Agency Details,
page 299.

Documents & Upload correspondence or reports that have not been written
Files in iSAMS. See Pupil Documents and Files Overview, page
300.

Portal Access View activity on the portals available in iSAMS. This is useful
for at-a-glance parent feedback in the Parent Portal. Also use
this option to check activation numbers and passwords for
portals. See Portal Access, page 303.

Communication View details of communication sent to pupils and parents. This

History provides a useful audit trail. See Pupil Communication History
Overview, page 303.

Custom Items View and manage all Custom Section and Custom Field
entries in a pupil record. The fields shown are also listed in the
pupil record tabs and Additional Information options they are
linked to. See Custom Items, page 306.

Additional Information options in the Applicants tab:

Option Click to...

Applicants Go back to the General tab in a pupil record.

Record

Admissions Log details of the agency who introduced the pupil to your
Agency school. This is useful for overseas pupils and is linked to the
Agent Manager Module. See Admissions Agency Details,
page 299.

Entrance View and manage a pupil's entrance exam results. See

Exams Entrance Exam Results, page 285.

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Option Click to...

Entrance View and manage details of a pupil's entrance interview. See

Interviews Entrance Interview Details, page 286.

Scholarship View and manage a pupil's scholarship details. See

Scholarship Details Overview, page 293.

Documents & Upload correspondence or reports that have not been written
Files in iSAMS. See Pupil Documents and Files Overview, page
300.

Portal Access View activity on the portals available in iSAMS. This is useful
for at-a-glance parent feedback in the Parent Portal. Also use
this option to check activation numbers and passwords for
portals. See Portal Access, page 303.

Communication View details of communication sent to pupils and parents. This

History provides a useful audit trail. See Pupil Communication History
Overview, page 303.

Legacy Fields Log an applicant's current school type. See Applicant Current
School Details, page 306.

Custom Items View and manage all Custom Section and Custom Field
entries in a pupil record. The fields shown are also listed in the
pupil record tabs and Additional Information options they are
linked to. See Custom Items, page 306.

Additional Information options in the Former Pupils tab:

Option Click to...

Alumni Core Go back to the General tab in a pupil record.

Record

Pupil Profile Go to the Pupil Profiles Module. This is a useful shortcut.

Occupation Log details of a former pupil's employment history. See

History Occupation History, page 287.

Current Family Log details of a former pupil's family. See Former Pupil Family
Details, page 288.

Further Log details of a former pupil's university and membership of

Education professional bodies. You can also log details of a former
pupil's non-academic interests.
For more information see either:
Former Pupil University Destinations, page 290.
-or-
Former Pupil Interests, page 291.

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Option Click to...

Donations Log any donations that a former pupil has made to your
school. See Former Pupil Donations, page 292.

Scholarship View and manage a pupil's scholarship details. See

Scholarship Details Overview, page 293.

Documents & Upload correspondence or reports that have not been written
Files in iSAMS. See Pupil Documents and Files Overview, page
300.

Communication View details of communication sent to pupils and parents. This

History provides a useful audit trail. See Pupil Communication History
Overview, page 303.

Portal Access View activity on the portals available in iSAMS. This is useful
for at-a-glance parent feedback in the Parent Portal. Also use
this option to check activation numbers and passwords for
portals. See Portal Access, page 303.

Custom Items View and manage all Custom Section and Custom Field
entries in a pupil record. The fields shown are also listed in the
pupil record tabs and Additional Information options they are
linked to. See Custom Items, page 306.

Pupil Personal Contact Details

Use the Pupil Contacts and Networks option in a pupil record to view and manage a
pupil's own contact details. Use the pupil's email address and mobile number to contact
them directly from other areas of iSAMS, such as the pupil timetable.
To add or amend a pupil's contact details, follow the steps below:
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Pupil Contacts and
Networks from the right hand menu.
3. Select the Contact Information tab. An example of the tab is shown below:

4. Click in a field and add or amend the information displayed.

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Use the AutoComplete check box in the top of the screen for fields
to capitalise automatically as you complete them. Uncheck the
AutoComplete box to override automatic capitalisation.
5. Use the Pupil Username field to note the pupil's iSAMS Username.
6. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.

Passport and Visas

Passport and Visas Overview
Use the Pupil Contacts and Networks option in a pupil record to view and manage a
pupil's passport and visa details. Log details of pupil's student and holiday visas here,
as required.
Choose to:
Add Pupil Passport Details. See page 267.
Edit Passport Details. See page 268.
Delete Passport Details. See page 269.
Add Pupil Visa Details. See page 270.
Edit Visa Details. See page 271.
Delete Visa Details. See page 273.
Add Pupil Passport Details
To add passport details to a pupil record, follow the steps below:
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Pupil Contacts and
Networks from the right hand menu.
3. Select the Passports tab. An example of the tab is shown below:

4. Click in a field and add passport details, as required.

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Use the AutoComplete check box in the top of the screen for
fields to capitalise automatically as you complete them. Uncheck
the AutoComplete box to override automatic capitalisation.
Click next to a field to add a new option to a drop down list.
Click to use the calendar to select a date, this saves time.

5. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
The passport details are displayed in the Pupil Contacts and Networks option.
Edit Passport Details
Edit a pupil's passport details to ensure that they are kept up to date.
To edit a pupil's passport details, follow the steps below:
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Pupil Contacts and
Networks from the right hand menu.
3. Select the Passports tab. An example of the tab is shown below:

Existing passport details are listed at the bottom of the screen.

4. Click next to the passport details you want to edit.

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The Edit Passport window is displayed, an example is shown below:

5. Click in a field and edit passport details, as required.

Click next to a field to add a new option to a drop down list.

Click to use the calendar to select a date, this saves time.

6. Click Save Passport.

The amended passport details are displayed.
Delete Passport Details
Remove any out of date passport details from iSAMS.
To delete passport details, follow the steps below:
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Pupil Contacts and
Networks from the right hand menu.
3. Select the Passports tab. An example of the tab is shown below:

Existing passport details are listed at the bottom of the screen.

4. Click next to the passport details you want to delete.
You are prompted Are you sure you want to delete this Passport?
5. Select Yes.
The passport details are removed from iSAMS.

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Add Pupil Visa Details

To add visa details to a pupil record, follow the steps below:
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Pupil Contacts and
Networks from the right hand menu.
3. Select the Visa tab.
4. Select Yes in the Visa Required field and click Add Visa.
A pop up window is displayed.
5. Select the Visa Details tab and complete the fields displayed, as required. An
example of the tab is shown below:

Click next to a field to add a new option to a drop down list.

6. Select the Visa Dates tab and complete the date fields. An example of the tab is
shown below:

7. Select the Visa Notes tab and add notes. Use this to explain the reason for the
visa. An example of the tab is shown below:

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8. Click Save & Close.

The visa details are displayed in the Pupil Contacts and Networks option.
Edit Visa Details
Edit a pupil's visa details to ensure that they are kept up to date.
To edit pupil's visa details, follow the steps below:
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Pupil Contacts and
Networks from the right hand menu.
3. Select the Visa tab. An example of the tab is shown below:

Existing visa details are listed at the bottom of the screen.

4. Click next to the visa details you want to edit.
A pop up window is displayed.
5. Select the Visa Details tab and complete the fields displayed, as required. An
example of the tab is shown below:

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Click next to a field to add a new option to a drop down list.

6. Select the Visa Dates tab and complete the date fields. An example of the tab is
shown below:

7. Select the Visa Notes tab and add notes. Use this to explain the reason for the
visa. An example of the tab is shown below:

8. Click Save & Close.

The amended visa details are displayed.

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Delete Visa Details

Remove any out of date visa details from iSAMS.
To delete visa details, follow the steps below:
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Pupil Contacts and
Networks from the right hand menu.
3. Select the Visa tab. An example of the tab is shown below:

Existing visa details are listed at the bottom of the screen.

4. Click next to the visa details you want to delete.
You are prompted Are you sure you want to delete this Visa?
5. Select Yes.
The visa details are removed from iSAMS.

Health Record
Health Record Overview
Use the Health Record option in a pupil record to view and manage a pupil's medical
and dental details. The information held in this option is linked to the Sanitorium
Manager Module.
A number of tabs are available for you to work with:

Each tab contains different information for the pupil. Custom Fields may be displayed
in any one of the tabs. All Custom Fields are listed under Custom Items in the
Additional Information menu.

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The tabs available are explained below:

Tab Includes...

General Basic health details, including the pupil's NHS and EHIC number.
See General Health Details, page 274.

Trips Details of medical arrangements to be made for a pupil during

school trips. Also list medical information in different languages for
medical badges, as required. See Health Details for School Trips,
page 276.

Conditions Details of medical conditions. See Medical Conditions, page 277.

Dental Details of the pupil's dentist and their next dental appointment. See
Dental Information, page 278.

Eyes & Sight and hearing test results and notes. See Eyes and Hearing
Hearing Information, page 279.

Vaccinations Details of vaccinations and booster dates. See Vaccination

Records, page 280.

BMI The pupil's height and weight for a given date. See BMI Records,
page 282.

Doctor Details of the pupil's doctor. See Doctor Information, page 283.

Notes Detailed medical notes for the pupil. See Health Notes, page 284.

General Health Details

Use the General tab in the Health Record option to view and manage basic health
details. The pupil's NHS and EHIC number can be listed here. An overview of any
medical conditions and the pupil's vaccination record is also displayed for you. This
provides useful at-a-glance information.

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An example of the General tab is shown below:

To add or amend a pupil's general health details, follow the steps below:
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the General tab and complete the Health Details section, the fields are
explained below:

Field Explanation

Wears Make an appropriate selection.

Glasses

Right/left Make an appropriate selection.

handed

NHS Number Enter the pupil's NHS number.

EHIC Number Enter the pupil's European Health Insurance Card number.

Medical Flag Highlight a pupil's medical condition. Select 'Always' from

the drop down list and a flag is displayed in the pupil records
list.

Medical Flag Add the reason for the pupil's medical flag, for example 'Nut
Notes Allergy'. This is displayed when you hover over a medical
flag in the pupil records list.

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An example of where Medical Flag and Medical Flag Notes are displayed in the pupil
records list is shown below:

4. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
Health Details for School Trips
Use the Trips tab in the Health Record option to manage details of school trip medical
arrangements. Also list medical badge information in different languages, as required.
An example of the Trips tab is shown below:

To add or amend a pupil's trips details, follow the steps below:

1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the Trips tab.
4. In the General Notes field, enter details of medical arrangements to be made for
the school trip.
5. Use the Medical Badge - Lang 1/2/3 fields to enter the text for the pupil's
medical badges. Enter a different language in each field, as required.

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6. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
Medical Conditions
The functions available in the Conditions tab vary depending on whether your school
is using the Sanitorium Manager Module.
If your school uses the Sanitorium Manager Module
Use the Conditions tab in the Health Record option to view details of medical
conditions and required treatments. This is a useful shortcut to the Sanitorium
Manager Module. You cannot amend Conditions from the Pupil Manager Module.
An example of the Conditions tab is shown below:

To view details of a pupil's medical conditions, follow the steps below:

1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the Conditions tab.
4. Click next to a Condition Type to see more detail.

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If your school does not use the Sanitorium Manager Module

Use the Conditions tab in the Health Record option to log details of a pupil's health
conditions.
An example of the Conditions tab is shown below:

To log details of a pupil's medical conditions, follow the steps below:

1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Use the check boxes available to log various medical conditions.
4. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
Dental Information
Use the Dental tab in the Health Record option to view and manage details of a
pupil's dentist. The pupil's next dental appointment can also be listed here.
An example of the Dental tab is shown below:

To add or amend a pupil's dental details, follow the steps below:

1. In the Pupil Manager Module, select the Current Pupils tab.

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2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the Dental tab.
4. Use the General Information field to add any relevant dental notes. This is
useful for noting ongoing dental treatment.
5. Enter the pupil's next dental visit.
6. Use the Dentist field to add name and contact details for the pupil's dentist.
7. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
Eyes and Hearing Information
Use the Eyes and Hearing tab in the Health Record option to view and manage a
pupil's vision and hearing test results. You can also add notes relating to ongoing
treatment, if required.
An example of the Eyes and Hearing tab is shown below:

To add or amend a pupil's details, follow the steps below:

1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the Eyes and Hearing tab.
4. Use the fields displayed to enter details of test results and treatments.
5. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.

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Vaccination Records
Use the Vaccinations tab in the Health Record option to view and manage details of
a pupil's vaccinations. Include dates for boosters and detailed notes, if applicable.
An example of the Vaccinations tab is shown below:

Existing vaccination details are listed at the bottom of the Vaccinations tab.
Choose to:
Add a vaccination.
Edit existing vaccination details.
Delete vaccination details.
Add a vaccination booster date.
Edit booster date details.
Delete booster details.
Each of these options is explained further below.
Add a Vaccination
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the Vaccinations tab.
4. Use the fields displayed to enter vaccination details.

Click to add a new option to a drop down list.

Click to use the calendar to select a date, this saves time.

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5. Either:
Click Record Vaccination to save the new data.
-or-
Click Reload Form to refresh the record with the last saved data.
Edit Existing Vaccination Details
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the Vaccinations tab.
4. Click in your selected vaccination.
5. Edit the information displayed.
6. Click Save and Close.
Delete Vaccination Details
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the Vaccinations tab.
4. Click in your selected vaccination.
You are prompted Are you sure you want to delete this vaccination record
from this pupil?
5. Select Yes.
The vaccination details are removed.
Add a Vaccination Booster Date
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the Vaccinations tab.
4. Click Create Additional Date next to your selected vaccination.
5. Use the fields displayed to enter vaccination details.
6. Click Save and Close.
The date is displayed in the vaccination records.
Edit Booster Date Details
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the Vaccinations tab.
4. Click next to your selected booster.
5. Edit the information displayed.
6. Click Save and Close.

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Delete Booster Details

1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the Vaccinations tab.
4. Click in your selected booster.
You are prompted Are you sure you want to delete this vaccination date from
this pupil?
5. Select Yes.
The booster details are removed.
BMI Records
Use the BMI tab in the Health Record option to log a pupil's height and weight for a
given date. Add notes for the BMI record, if required.
An example of the BMI tab is shown below:

Existing BMI records are listed at the bottom of the BMI tab.
Choose to:
Create a BMI record.
Edit a BMI record.
Delete a BMI record.
Each of these options is explained further below.
Create a BMI Record
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the BMI tab.
4. Use the fields displayed to enter height and weight details.

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Click to use the calendar to select a date, this saves time.

5. Either:
Click Record BMI to save the new data.
-or-
Click Reload Form to refresh the record with the last saved data.
Edit a BMI Record
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the BMI tab.
4. Click in your selected record.
5. Use the fields displayed to enter height and weight details. You can also add a
date for the pupil's last menstrual period, if required.
6. Click Save and Close.
Delete a BMI Record
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the BMI tab.
4. Click in your selected record.
You are prompted Are you sure you want to delete this BMI record from this
pupil?
5. Select Yes.
The record is removed.
Doctor Information
Use the Doctor tab in the Health Record option to log details of a pupil's doctor.
An example of the Doctor tab is shown below:

To add a pupil's doctor, follow the steps below:

1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.

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3. Select the Doctor tab.

4. Select the pupil's doctor from the drop down list.

Click to add a new option to a drop down list.

5. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
Health Notes
Use the Notes tab in the Health Record option to log medical notes for a pupil. This is
useful for logging details of an accident or medication. Health Notes are displayed as
Medical Notes in the Sanatorium Manager Module.
An example of the Notes tab is shown below:

Existing health notes are listed at the bottom of the Notes tab.
Choose to:
Add a health note.
Edit a health note.
Delete a health note.
Each of these options is explained further below.
Add a Health Note
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the Notes tab.

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4. Use the fields displayed to select a Note Type and enter details.

Click to add a new option to a drop down list.

5. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
Edit a Health Note
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the Notes tab.
4. Click in your selected health note.
5. Edit the fields displayed.
6. Click Save and Close.
Delete a Health Note
1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Health Record from the
right hand menu.
3. Select the Notes tab.
4. Click in your selected health note.
You are prompted Are you sure you want to delete this note?
5. Select Yes.

When you delete a Note:

Current Health Notes are moved to Previous Health Notes.
Previous Health Notes are permanently deleted from the pupil record.

Entrance Exams Results

Use the Scholarship and Exams option in a pupil record to log entrance exam results.
This may also be listed as the Entrance Exams option.
To log exam results, follow the steps below:
1. In the Pupil Manager Module, select either:
Current Pupils tab.
-or-
Applicants tab.

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2. Search and select a pupil record to work with and select either:
Scholarship and Exams.
-or-
Entrance Exams.
3. Select the Entrance Exams tab.
An example is shown below:

4. Click in a field and add exam results, as required.

5. In the EAL field indicate whether the pupil uses English as an Additional
Language.
6. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.

Entrance Interview Details

Use the Entrance Interviews option in an applicant record to log entrance interview
details.
An example of the Entrance Interviews option is shown below:

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To log entrance interview details, follow the steps below:

1. In the Pupil Manager Module, select the Applicants tab.
2. Search and select an applicant record to work with, go to the right hand menu
and select Entrance Interviews.
3. Enter the interview details in the fields displayed.

Click to add a new option to a drop down list.

Click to use the calendar to select a date, this saves time.

4. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.

Occupation History
Use the Occupation History option in a former pupil record to log the pupil's
employment history. This could be useful if you are arranging work experience for
current pupils.
To log employment history, follow the steps below:
1. In the Pupil Manager Module, select the Former Pupils tab.
2. Search and select a pupil record to work with, go to the right hand menu and
select Occupation History.
3. Select the Occupation tab and enter the former pupil's occupation:

4. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
5. Select the Employment History tab. An example is shown below:

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6. Enter the former pupil's employment history in the fields displayed.

7. Either:
Click Update Data to save the new data. Employment history details are
displayed at the bottom of the screen.
-or-
Click Reload Record to refresh the record with the last saved data.

Click to edit employment history.

Click to delete employment history.

Former Pupil Family Details

Use the Current Family option in a former pupil record to log details of a former pupil's
spouse and children.
To log family details, follow the steps below:
1. In the Pupil Manager Module, select the Former Pupils tab.
2. Search and select a pupil record to work with, go to the right hand menu and
select Current Family.
3. Select the Spouse tab and complete the fields in the Spouse Details section.
An example of the Spouse tab is shown below:

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4. Use the Other Information section to log the spouse's:

Date of Birth.
Date of Death.
Category. Choose to categorise the spouse. For example, list spouses as
former pupils or staff. Use the category to search for former pupils at a later
date. Click to add a new option to the drop down list.
5. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.
-or-
Click Mark as Ex, if required. Former partners are listed in the Spouse
History tab.
6. Select the Children tab and complete the fields displayed.
An example of the Children tab is shown below:

7. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.

Click to edit children's details.

Click to delete children's details.

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Former Pupil University Destinations

Use the Further Education option in former pupil records to log university
destinations. You can also use this option to log qualifications and membership of
professional bodies.
An example of the Further Education option is shown below:

To log further education details, follow the steps below:

1. In the Pupil Manager Module, select the Former Pupils tab.
2. Search and select a pupil record to work with, go to the right hand menu and
select Further Education.
3. Click on the Education tab and select a university from the drop down list. Click
to add another option to the drop down list.
4. In Date Attended, enter the date that the pupil first attended the university.
5. Click Add Record to save the new data.
The university is listed at the bottom of the screen.
6. Click in a selected record to add a qualification. An example of the fields
displayed is shown below:

7. Use the fields available to add more detail about the degree, such as the course
title and graduation date.

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8. Click Add Record to save the new data.

Click to remove a university from a former pupil's history. All

qualifications listed under the university are also removed.
Click to remove a qualification from a former pupil's history.

9. Select the Membership tab and enter details of professional bodies that the
former pupil belongs to.
An example of the Membership tab is shown below:

10. Click Update Data to save the new data.

Click to edit membership details.

Click to delete membership details.

Former Pupil Interests

Use the Further Education option in a former pupil record to log non-academic
interests or qualifications. Use this information if you are arranging an alumni social
event, such as a golf day.
To log former pupil interests, follow the steps below:
1. In the Pupil Manager Module, select the Former Pupils tab.
2. Search and select a pupil record to work with, go to the right hand menu and
select Further Education.
3. Select the Interests tab and enter the pupil's interest in the field available:

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4. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.

Former Pupil Donations

Use the Donations option in former pupil records to log donations and legacies to your
school.
To log donations, follow the steps below:
1. In the Pupil Manager Module, select the Former Pupils tab.
2. Search and select a pupil record to work with, go to the right hand menu and
select Donations.
3. Select the Donations tab. An example is shown below:

4. Complete the fields available:

Field Explanation

Legator Check the box if the former pupil intends on leaving a legacy in
their will.

Donor Check the box if the former pupil is a donor.

Category Use this to categorise types of donor. Click to add more

categories to the drop down list.

Donation Add further details of the donation or legacy. This is useful for
Notes adding details of intended legacies.

5. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.

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6. Select the Donation History tab. An example is shown below:

7. Complete the fields available:

Field Explanation

Date Enter the date that the donation was made.

Type Use this to categorise donations. Click to add more categories

to the drop down list.

Value Enter the donation amount.

Notes Add more detail about the donation. For example whether a
donation is a one-off.

Reference Add your own reference, as required. For example, a cheque

number or the event where the donation was given.

8. Click Update Data to save the new data.

The donation is listed at the bottom of the screen.

Click to edit donation details.

Click to delete donation details.

Scholarship Details
Scholarship Details Overview
Use the Scholarship and Exams option in a pupil record to view and manage a pupil's
scholarship details. This may also listed as the Scholarship option. Details of a pupil's
interest in a scholarship can be logged as well as details of any scholarships awarded.
Choose to:
Add a Scholarship Record. See page 294.
Edit a Scholarship Record. See page 295.
Delete a Scholarship Record. See page 296.

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Add a Scholarship Record

To add a scholarship record, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with, go to the right hand menu and
select either:
Scholarship and Exams.
-or-
Scholarship.
3. Select the Scholarship tab. An example of the tab is shown below:

4. Click Add Record to display the Scholarship Details window. An example of

the window is shown below:

5. Select a Scholarship from the drop down list.

Click to add a new option to a drop down list.

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6. Select either:
'Interest' if the pupil is interested in the scholarship.
-or-
'Award' if the scholarship has been awarded.
7. Add details of the scholarship in the Scholarship Note field.
8. Click Save & Close.
Edit a Scholarship Record
Edit a scholarship record to ensure that details are kept up-to-date. This is useful for
changing the status of a scholarship record from 'Interest' to 'Award'.
To edit a scholarship record, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with, go to the right hand menu and
select either:
Scholarship and Exams.
-or-
Scholarship.
3. Select the Scholarship tab. An example of the tab is shown below:

Existing scholarship details are listed at the bottom of the screen.

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4. Click in your selected scholarship. An example of the window displayed is

shown below:

5. Edit the Scholarship field, if required.

Click to add a new option to a drop down list.

6. Select either:
'Interest' if the pupil is interested in the scholarship.
-or-
'Award' if the scholarship has been awarded.
7. Add details of the scholarship in the Scholarship Note field.
8. Click Save & Close.
Delete a Scholarship Record
Remove any incorrect scholarship records from iSAMS.
To delete a scholarship record, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with, go to the right hand menu and
select either:
Scholarship and Exams.
-or-
Scholarship.

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3. Select the Scholarship tab. An example of the tab is shown below:

Existing scholarship details are listed at the bottom of the screen.

4. Click in your selected scholarship.
You are prompted Are you sure you want to delete this scholarship?
5. Select Yes.
The scholarship record is removed from iSAMS.

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Transport Details
Use the Transport option in a pupil record to log details of a day pupil's transport to
and from school.
An example of the Transport option is shown below:

To add transport details, follow the steps below:

1. In the Pupil Manager Module, select the Current Pupils tab.
2. Search and select a pupil record to work with and select Transport from the right
hand menu.
3. Use the check boxes displayed in each of the columns (AM and PM) to select the
pupil's mode of transport.
4. Add car and bus details in the fields available, if required.

Click to add a new option to a drop down list.

5. Enter further Transport Notes in the field available. This is useful for adding
emergency alternatives.

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6. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.

Admissions Agency Details

Use the Admissions Agency option in a pupil record to log details of the agency who
introduced the pupil to your school. This is useful for overseas pupils and is linked to
the Agent Manager Module.
An example of the Admissions Agency option is shown below:

To log agency details, follow the steps below:

1. In the Pupil Manager Module, select either:
Current Pupils tab.
-or-
Former Pupils tab.
2. Search and select a pupil record to work with and select Admissions Agency
from the right hand menu.
3. Select an agency from the drop down list displayed.
4. Click Update Data to save the new data.
You are prompted Are you sure you want to update this pupils agent?
5. Select Yes.
The agency details and any agreed charges are displayed.
6. Click View Contact Details on the right of the screen to display agency contact
details.

Click to delete agency details, if required.

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Pupil Documents and Files

Pupil Documents and Files Overview
Use the Documents and Files option in a pupil record to upload correspondence or
reports that have not been written in iSAMS.
An example of the Documents and Files option is shown below:

Click on a document name to open it.

Choose to:
Upload a Document to a Pupil Record. See page 300.
Edit Pupil Document Details. See page 301.
Delete a Pupil Document. See page 302.
Upload a Document to a Pupil Record
To upload an external document to a pupil record, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with, go to the right hand menu and
select Documents and Files.

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3. Click Upload Document. The Document Details window is displayed, an

example is shown below:

4. Click Browse and select the file that you want to import.
5. Enter a clear and concise name for the document. This defaults to the file name.
6. Enter a description for the document.
7. Select a Document Category.

Click to add a category to the list.

Click to delete a category.

8. Click Upload Document.

The document is listed in the pupil record. Click on a document name to open it.
Edit Pupil Document Details
To edit the name and category identifying a pupil document, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with, go to the right hand menu and
select Documents and Files.
3. Click in your selected document.

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The Document Details window is displayed, an example is shown below:

4. Edit the Document Name. Enter a clear and concise name for the document.
This defaults to the file name.
5. Enter a description for the document.
6. Select a Document Category.

Click to add a category to the list.

Click to delete a category.

7. Click Save & Close.

The amended document is listed in the pupil record. Click on a document name
to open it.
Delete a Pupil Document
To delete a pupil document, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with, go to the right hand menu and
select Documents and Files.
3. Click in your selected document.
You are prompted Are you sure you want to delete this document?
4. Select Yes.
The document is removed from iSAMS.

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Portal Access
Use the Portal Access option in a pupil record to view activity on the portals available
in iSAMS. This is useful for at-a-glance parent feedback in the Parent Portal. Also use
this option to check activation numbers and passwords for portals.
To access the Parent Portal, follow the steps below:
1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with, go to the right hand menu and
select Portal Access.
3. Click on a tab to view information for a selected portal:

An example of the Parent Portal tab is shown below:

Pupil Communication History

Pupil Communication History Overview
Use the Communication History option in a pupil record to view details of
communication sent to pupils and parents. This provides a useful audit trail.
Three tabs are available for you to work with:

Choose to view:
Pupil Letter History. See page 304.
Pupil E-Mail History. See page 304.
Pupil SMS History. See page 305.

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Pupil Letter History

Use Letter History to view details of all the letters sent to a selected pupil's parents.
The iSAMS users who sent each letter and the date it was sent is listed for you.
An example of a pupil's Letter History is shown below:

To access Letter History, follow the steps below:

1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with, go to the right hand menu and
select Communication History.
3. Click Letter History.
A number of functions are available:
Click in the Batch No. column to list all pupils whose parents were sent a
selected letter.
Click View to see a copy of a selected letter.
Click to export a selected letter into Word. This is useful if you want a
backup copy of a letter.
Click to delete a selected letter. This is useful if a letter has been
generated in error.
Pupil E-Mail History
Use E-Mail History to view details of all the e-mails sent to a selected pupil and their
parents. The iSAMS users who sent each e-mail and the date it was sent is listed for
you.
An example of a pupil's E-Mail History is shown below:

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To access E-Mail History, follow the steps below:

1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with, go to the right hand menu and
select Communication History.
3. Click E-Mail History.
A number of functions are available:
Click to display e-mail attachments. Click on the attachment name to open
it.
Click in the Recipients column to view the recipient addresses of a selected
e-mail.
Click in the Batch No. column to list all pupils who were sent a selected e-
mail.
Click View E-Mail to see a copy of a selected e-mail.
Click to delete a selected e-mail. This is useful if an e-mail has been sent
in error.
Pupil SMS History
Use SMS History to view details of all the text messages sent to a selected pupil and
their parents. The iSAMS users who sent each message and the date it was sent is
listed for you.
An example of a pupil's SMS History is shown below:

To access SMS History, follow the steps below:

1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with, go to the right hand menu and
select Communication History.
3. Click SMS History.
A number of functions are available:
Click in the Recipients column to view the recipient addresses of a selected
message.
Click in the Batch No. column to list all pupils who were sent a selected
message.
Click to delete a selected message. This is useful if a message has been
sent in error.

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Applicant Current School Details

Use the Legacy Fields option in the right hand menu to log the type of school that an
applicant currently attends. This is useful for reviewing your feeder schools.
To log an applicant's current school type, follow the steps below:
1. In the Pupil Manager Module, select the Applicants tab.
2. Search and select an applicant record to work with, go to the right hand menu
and select Legacy Fields.
An example of the Legacy Fields option is shown below:

3. Use the drop down list displayed to select a school type.

Click to add a school type to the list.

4. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.

Custom Items
Use the Custom Items option in a pupil record to view and manage all Custom
Section and Custom Field entries in a pupil record. The fields listed in Custom Items
are also displayed in the pupil record tabs and Additional Information options they
are linked to.

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An example of the Custom Items option is displayed below:

To add or amend an entry, follow the steps below:

1. In the Pupil Manager Module, select a pupil records tab:

2. Search and select a pupil record to work with, go to the right hand menu and
select Custom Items.
3. Complete the check boxes and fields displayed.
4. Either:
Click Update Data to save the new data.
-or-
Click Reload Record to refresh the record with the last saved data.

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Using the Pupil Results List

Use the RLTs list in a pupil record to quickly access other pupil records. All the results
of your pupil record search are listed in the RLT list.
Checking the box first allows you to jump to the same tab or option you are currently
working in. Click on a pupil name in the RLTs list to jump to their record.
Use and to scroll through the RLTs list.
See below for help locating the RLTs list:

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Index
A history .................................................. 303
admissions pupil/student, email .............................. 213
add an applicant ..................................... 64 pupil/student, SMS ............................... 216
agency ................................................. 299 configuration .............................................. 12
enquiry information............................... 253 contact
alumni custom contact group ........................... 163
donations ............................................. 292 manage parent contact information ...... 233
family details ........................................ 288 manage pupil contact information......... 266
interests/hobbies .................................. 291 parent, mail merge in pupil manager .... 158
leaving information ............................... 251 pupil/student, email .............................. 213
occupation............................................ 287 pupil/student, SMS ............................... 216
reinstate record .................................... 141 report ................................................... 184
university .............................................. 290 custom contact groups ............................... 49
analysis ...................................................... 92 add contacts........................................... 62
applicant create ..................................................... 50
add an applicant record .......................... 64 delete ..................................................... 52
checker .................................................. 64 edit, contacts ........................................ 242
current school ...................................... 306 edit, properties ....................................... 51
enquiry information............................... 253 write to ................................................. 163
entrance fee ......................................... 256 custom fields .............................................. 17
import records ........................................ 67 add ......................................................... 17
interview............................................... 256 arrange .................................................. 21
mark as current pupil............................ 140 copy ....................................................... 19
new enquiry............................................ 64 delete ..................................................... 24
references, details ................................ 256 edit ......................................................... 23
references, request .............................. 169 list ........................................................ 306
report, details ....................................... 192 custom group manager .............................. 38
report, notes ......................................... 194 custom pupil groups ................................... 38
statistics ................................................. 93 add pupils ...................................... 42, 197
audit ......................................................... 119 create ............................................... 39, 41
B delete ..................................................... 46
badges ..................................................... 175 edit ......................................................... 47
C pupil record search............................... 115
census ..................................................... 258 remove pupils......................................... 44
charge sheet ............................................ 200 custom search ........................................... 98
communication custom section ........................................... 17

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add ......................................................... 25 registration ........................................... 256

arrange .................................................. 27 footsteps .................................................. 308
copy ....................................................... 26 former pupil
delete ..................................................... 30 donations ............................................. 292
edit ......................................................... 28 family details ........................................ 288
list ........................................................ 306 interests/hobbies .................................. 291
D leaving information ............................... 251
dental records .......................................... 278 occupation............................................ 287
doctor....................................................... 283 reinstate record .................................... 141
donations ................................................. 292 university .............................................. 290
E G
e-mail general options .......................................... 13
contact a pupil ...................................... 213 groups
history .................................................. 304 custom contacts group ........................... 49
enquiry custom group manager .......................... 38
add an applicant ..................................... 64 custom pupil group ............................... 220
details .................................................. 253 H
enrolment ................................................. 249 health record ............................................ 273
entrance I
exam .................................................... 285 import
fees ...................................................... 256 applicant records .................................... 67
interview details, applicant ................... 286 pupil documents ................................... 300
interview details, current pupil .............. 256 pupil photographs................................. 232
exam pupil photographs in bulk ....................... 16
entrance ............................................... 285 interview
exam table cards...................................... 176 entrance ....................................... 256, 286
export L
letters ..................................................... 89 labels
pupil records ........................................ 178 parent letters ........................................ 171
pupil records, delete ............................. 182 previous schools .................................. 173
F leaver
family leaving information ............................... 251
add siblings .......................................... 246 reinstate record .................................... 141
alumni family details ............................. 288 legacy fields ............................................. 306
family tree ............................................ 245 letters ......................................................... 84
fees add ......................................................... 84
charge sheet ........................................ 200 address labels, parents ........................ 171

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address labels, previous schools.......... 173 address labels, previous schools.......... 173
create, in letter merging........................ 161 exam table cards .................................. 176
delete ..................................................... 89 pupil name badges ............................... 175
edit ......................................................... 86 pupil
edit, in letter merging............................ 162 add an applicant ..................................... 64
export ..................................................... 89 census ................................................. 258
history .................................................. 304 contacts ............................................... 233
merging ................................................ 158 family ................................................... 244
write to parents .................................... 158 generate reports ................................... 184
M list ........................................................ 187
management options ................................. 12 notes .................................................... 260
medical conditions ................................... 277 personal contact details........................ 266
module access ........................................... 30 record, add ............................................. 54
N record, bulk edit ................................... 150
notes ........................................................ 260 record, delete ....................................... 154
applicant notes report........................... 194 record, edit ........................................... 138
medical/health notes ............................ 284 records, export ..................................... 178
student/pupil notes report ..................... 190 records, search ...................................... 98
O records, using ...................................... 220
occupation ............................................... 287 statistics ................................................. 92
P understanding the records list .............. 134
parent pupil contacts
contact ................................................. 155 add contact details ................................. 59
manage details ..................................... 233 adds contact to custom contact groups .. 62
passport ................................................... 267 custom contact groups ........................... 49
photographs R
import pupil photos in bulk...................... 16 record
photo list .............................................. 188 delete in bulk ........................................ 154
upload a pupil photo ............................. 232 edit in bulk ............................................ 150
pink drop down list ................................... 144 export ................................................... 178
portal pupil records list ................................... 134
parent, access...................................... 155 record search ............................................. 98
parent, feedback .................................. 303 boarding house .................................... 132
parent, login history .............................. 303 custom pupil group ............................... 115
parent, password.................................. 303 custom search........................................ 98
print delete searches .................................... 126
address labels, parent letters ............... 171 donations ............................................. 108

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extra curricular activities ....................... 113 add ......................................................... 31

former pupil spouse.............................. 112 delete ..................................................... 34
interests ............................................... 111 edit ......................................................... 33
occupation............................................ 110 understanding the security options screen
........................................................... 31
parent profession ................................. 121
settings ...................................................... 12
results .................................................. 134
sibling
saved searches .................................... 124
manage sibling information .................. 244
set or form ............................................ 107
report ..................................................... 70
surname ............................................... 127
sms
university .............................................. 110
history .................................................. 305
year group ............................................ 129
pupil ..................................................... 216
references
statistics
details .................................................. 256
applicant ................................................ 93
send request ........................................ 169
pupil ....................................................... 92
reports
student
applicant details ................................... 192
add an applicant ..................................... 64
applicant enquiry .................................... 80
census ................................................. 258
applicant notes ..................................... 194
contacts ............................................... 233
boarding status ...................................... 74
export records ...................................... 178
prospectus send ..................................... 80
family ................................................... 244
pupil age ................................................ 74
generate reports ................................... 184
pupil contact ......................................... 184
list ........................................................ 187
pupil list ................................................ 187
record, add ............................................. 54
pupil manager ........................................ 70
record, delete ....................................... 154
pupil photos.......................................... 188
record, edit ........................................... 138
pupil statistics......................................... 92
record, search ........................................ 98
pupil/student notes ............................... 190
records, bulk edit .................................. 150
pupil/student reports, setup .................... 35
records, export ..................................... 178
sibling..................................................... 70
records, using ...................................... 220
RLT .......................................................... 308
statistics ................................................. 92
S
understanding the records list .............. 134
scholarship............................................... 293
T
add a record ......................................... 294
text
delete a record ..................................... 296
history .................................................. 305
edit a record ......................................... 295
pupil ..................................................... 216
school bus................................................ 298
timetable
security options .......................................... 30
print a timetable ................................... 204

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view a timetable ................................... 202 pupil photographs................................. 232

transport .................................................. 298 pupil photographs in bulk ....................... 16
U V
unique pupil numbers/UPN .............. 153, 228 vaccination ............................................... 280
university visa .......................................................... 267
alumni destinations .............................. 290 W
upload wizard
applicant records .................................... 67 export pupil records.............................. 178
pupil documents ................................... 300

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