How do I create access keys for contacts in enrolments?
Portal Contact Keys
- This functionality is for Enterprise systems
- At present this functionality is only available for schools using Sentral Enrolments as their administration system
- It will create a key that links a Portal user to a specific Contact ID (that is – their identity in Sentral) rather than to student(s)
Enabling the system
Contact Keys can be enabled under Portal Console > Setup Portal Console > General > Settings:
This system is incompatible with the existing Family and Student key systems. Only one system may be in use at any given time.
Associating Contacts with Students
Portal users are no longer granted access to a pre-defined ‘set’ of students via a Family Key or a single student via a Student Key. Instead, access to any student will be defined by the Has Portal Access toggle found in either:
Student Overview in Associated Contacts:
To configure a contact’s Portal access to a student:
· Ensure they are associated with the student in Enrolments, either as part of a household or as an Associated Contact
- Ensure they have Receives Portal Access on, and save the screen
· Run a Data Sync to push that information to the rest of Sentral
This means:
· Any contact can potentially be associated with any student
· A contact may be granted access to any combination of students via a single key
· Additional students may be attached to a contact without issuing extra keys
· Access to a student can be removed without revoking a key, or removing access to other students
Creating Templates
Once the Contact Key system is enabled, you will have access
to a new menu item under Portal Console > Portal Console Setup > General
called Templates.Email and Letter templates are available here for communicating with parents. Default text is provided, but the templates can be customised to your preference.
Generating and issuing keys
Once the Contact Key system is enabled, you will have access to a new menu item under Portal Console > Portal Console Setup > Parent Access called Contact Keys:
This screen will allow you to generate Contact Keys and distribute them to the contacts at your school. The page will display all PARENT- type contacts available. Note that this does not mean that the relationship of the contact to the child will necessarily be parental (e.g. grandparents, aunts and uncles, step-parents and case workers could be included as well). It means that it does not display STUDENTS or STAFF.
The page displays:
· Contact ID: The internal ID for the contact
· Contact Name: The contact’s full name
· Contact Email: The contact’s email as set in Enrolments. Note that you will need an email to be entered for the contact if you want to send a key via email. You can still print physical letters for contacts with no email address.
· Portal Username: The username associated with this contact. This should be empty when you perform first time set up, and populate with the email address the contact used once they enter their key.
· Students: The names of any students for which this user has Has Portal Access set. It may be empty if this has not been turned on for any students for this contact.
· Access Keys: The access key for the contact. Each key is single use. Each contact should only have one key.
Select All will allow you to bulk select contacts for actions. Unselect All will remove that selection.
The Actions button will allow you to:
· Generate Keys: Generate a key for any contact(s) you select
· Print Letters: Produce PDF letters containing those keys for printing and distribution
· Send Emails: Send emails containing those keys
· Revoke Keys: Revoke a key for any contact(s) you select
Note: Every contact will receive a unique letter or email with a unique key.