This screen is used to select a group of children, account holders, or staff, and create a letter for each recipient from a pre-created letter template. 

 

The letter that you wish to use must be created prior to using this facility in Infocare. The letter may be created using any standard word processing software and should be saved in "HTML" or "Web Page" format.

 

Once the letter has been created and saved in HTML format, it should be "uploaded" into the Infocare system using the "Upload Files" facility under the Utilities menu. 

 

Using the Type drop down list, select for whom the letter is being created. Options are Children, Staff, or Accounts.

 

Using the Category drop down list, select the category of children for which you wish print a letter. 

 

Using the Sort Order drop down list, select the order in which you would like children's names to appear.

 

If your service is part of a group, and if you have the correct level of access, using the View By drop down list, you can select to use children from the entire Group, Area, Region, or Centre.  

 

Once you have completed your selection criteria, click the icon  and the relevant child, staff, or account holder names will be displayed for selection.

 

You can further refine the list of names by using the Search field. Begin typing the name of the child, staff member, or account holder you would like to select. As you type, the list of names available for selection will change accordingly.

 

Using the select radio buttons, you can select or deselect names by clicking the radio button next to the name. You can select all or deselect all names by clicking the radio button next to the column heading Child, Account, or Staff.

 

You can change or toggle the order in which names are displayed by clicking the  icon.

 

If you wish to send a one-off email to a group of people, select the required names from the list of recipients and click the here button. 

 

Using the Page break between documents drop down list, select Yes if you would like to force a page break between each letter. Alternatively, select No.

 

From the Letter drop down list, select the appropriate letter that has been previously uploaded. The letter which you wish to use must be created prior to using this facility. The letter may be created using any standard word processing software and should be saved in "HTML" or "Web Page" format. Once the letter has been created and saved in HTML format, it should be "uploaded" into Infocare using the "Upload Files" facility under the Utilities menu. 

 

Once you have selected the letter and the correct group of children which you require, click the Print button. If the contacts for any of the children selected have agreed to receive their correspondence by email, a table with all of the selected children will be displayed indicating whether they are receiving the letter by email or by printing. To send email letters, click the Email button. To print those that will need to be posted or handed to the parents, click the Print button. You can select whether each person will receive a copy of the letter by email or hardcopy or both by selecting the appropriate radio buttons associated with the person. You can select all print or email on or off by clicking on the radio buttons for Email and Print.

 

To print or email an individual copy of the letter, click the or  icon associated with the person required.

 

The letter writer uses a variety of "Keywords" to personalise the letter for each child, account holder, and staff member. Keywords are associated with various entities in Infocare (i.e., the child or the account). Some entities can be combined in the same letter and some cannot. Details are below. 

 

 

Keywords for the  Centre

 

TODAYSDATE

23 September 2004

LOGO

Will display your centre logo if loaded

IMG=image file name

This will insert an image of the filename specified into the letter (e.g., IMG=myimage.jpg)

CENTRE

The name of your centre

COMPANY

The name of your company if defined

ACCOUNT

Your bank account number

MANAGER

Your centre manager’s name if defined

POSTALADDRESS

Your Centre postal address

EMAIL

Your centre email address

TELEPHONE

Your Centre phone number

FAX

Your Centre fax number

PARENTPORTALURL

If you have subscribed to the Infocare Parent Portal Module, this keyword will insert the web address that parents can use to access the parent portal from their computers

 

 

Keywords for the Child

 

ADDRESS

The child's complete address will be used

ADDRESSLINE1

The first line of the child's address will be used

ADDRESSLINE2

The second line of the child's address will be used

ADDRESSLINE3

The third line of the child's address will be used

ADDRESSLINE4

The fourth line of the child's address will be used

SALUTATION

Will display the salutation selected for the contact in the contact update screen

PARENTSNAMES

Will display the first names of both parents for the child( i.e., Fred and Mary)

PARENTSFULLNAMES

Will display the first names and the surname of the parents for the child (i.e., Fred and Mary Smith)

FIRSTNAME

Will display the child's first name

LASTNAME

Will display the child's surname

BIRTHDATE

Will display the child's birth date

APPLICATIONDATE

Will display the child's application date

STARTINGDATE

Will display the child's starting date

LEAVINGDATE

Will display the child's leaving date

AGE

Will display the child's current age

heshe

he or she will be displayed depending on the child's gender

HeShe

He or She will be displayed depending on the child's gender (note capitals)

hisher

his or her will be displayed depending on the child's gender

HisHer

His or Her (note capitals)

himher

him or her will be displayed depending on the child's gender

ETHNIC1, ETHNIC2 ETHNIC3

Each of the child's selected ethnicities can be displayed by selecting ETHNIC 1, 2, or 3

IWI1, IWI2 or IWI3

Each of the child's selected IWI affiliations can be displayed by selecting IWI1, 2, or 3

REFERENCE

Will display the unique reference assigned to the child

TIMETABLE

Will display details of the child's current timetable

ATTESTEDHOURS

Will display details of the currently attested hours for 20 hours ECE for this child

 CONTACTDAYTIME

 

 CONTACTEVENING

 

 CONTACTMOBILE

 

 CONTACTFAX

 

 CONTACTID

 

 CONTACTIDTYPE

 

 CONTACTEMAIL

 

 

When composing letters for the Child, you are also able to include keywords for the Centre

 

 

Keywords for the Account Holder

 

REFERENCE

Will display the reference unique for each account holder

BALANCE

Will display the current balance of the account for that account holder

PAYERADDRESS

Will display the address of the account holder as it is entered in the contact update screen

PAYERADDRESSLINE1

The first line of the account holder's address will be displayed

PAYERADDRESSLINE2

The second line of the account holder's address will be displayed

PAYERADDRESSLINE3

The third line of the account holder's address will be displayed

PAYERADDRESSLINE4

The fourth line of the account holder's address will be displayed

PAYERSALUTATION

Will display the salutation selected for the account holder in the contact update screen

PAYERNAMES

Will display the first names of the account holders (i.e., Fred and Mary)

PAYERFULLNAMES

Will display the first and last names of the account holders (i.e., Fred and Mary Smith)

 

When composing letters for the Account Holder, you are also able to include keywords for the Child and the Centre

 

 

Keywords for the Contacts (to be used for the Parent Portal Letter)

 

USERNAME

If you have subscribed to the Infocare Parent Portal Module, this will insert the Username, which is the email address assigned to that contact in the Parent Portal Letter

PASSWORD

If you have subscribed to the Infocare Parent Portal Module, this will insert the system generated password for the appropriate Contact in the Parent Portal Letter

CONTACTSALUTATION

Will display the salutation selected for the contact holder in the contact update screen

CONTACTNAME

Will display the first name of the contact (i.e., Fred)

CONTACTFULLNAME

Will display the first and last names of the contact (i.e., Fred Smith)

 

When composing letters for the contacts (Parent Portal Letter), you are also able to include keywords for the Centre

 

 

Keywords for the Staff

 

FIRSTNAME

Will display the staff member's first name

LASTNAME

Will display the staff member's surname

ADDRESS

Will display the staff member's address

STAFFMAIL

Will display the staff member's email address

STAFFPHONE

Will display the staff member's phone number

STAFFMOBILE

Will display the staff member's mobile phone number

ETHNICITY

Will display the staff member's ethnicity

BIRTHDATE

Will display the staff member's date of birth

STARTINGDATE

Will display the staff member's starting date

LEAVINGDATE

Will display the staff member's leaving date

JOB

Will display the staff member's job title

 

When composing letters for the Staff, you are also able to include keywords for the Centre

Keywords for the Parent Enquiry module letters

 

CENTRE

Will display the name of your Centre

CENTRETELEPHONE

Will display your Centre telephone number

CENTREEMAIL

Will display your Centre email address

LOGO

Will display your Centre logo

USERCOMMENTS

Will display any comments entered by the Centre staff

LEARNEDFROM

Will display the contents of the "learned from" field

STATUS

Will display the status of the enquiry (i.e., New, Contacted, Tour Scheduled, etc.).

ORIGIN

Will display the origin of the query (i.e., website, walk-in, email, etc.).

LOCATION

Will display the location care is required (if appropriate)

REFERENCE

Will display the reference assigned to this query

PARENTFIRST

Will display the parent's first name

PARENTLAST

Will display the parent' last name

PARENTPHONE

Will display the parent's phone number

PARENTMOBILE

Will display the parent's mobile number

PARENTCOMMENTS

Will display any comments entered by the parent

FIRSTNAME

Will display the child's first name

LASTNAME

Will display the child's last name

GENDER

Will display the child's gender

BIRTHDATE

Will display the child's birth date

APPLICATIONDATE

Will display the date the enquiry was received

STARTINGDATE

Will display the requested starting date for the child

 

 

 

For example, if you created a letter with the following content and uploaded the file to Infocare:

 

TODAYSDATE 

ADDRESS 

 

Dear SALUTATION

 

Re: FIRSTNAME SURNAME

 

I notice from our records that FIRSTNAME was born on BIRTHDATE and made application on APPLICATIONDATE for a place at our service. HeShe started with us on STARTINGDATE, and heshe is scheduled to leave CENTRE on LEAVINGDATE.  Please would you confirm hisher dates are correct?

 

PARENTSNAMES you are welcome to visit our centre at any time.

 

 Yours sincerely

 

IMG=signature.jpg

 

 

Centre Manager

 

 

Once this letter had been selected using the Infocare letter writer, with at least one child selected, it would be printed as follows:

 

03 September 2004

Mr C and Mrs R Marsett
29 Foxtail Close
Browns Bay
 Auckland

 

Dear Mr and Mrs Marsett

 

Re: Amelia Marsett

 

I notice from our records that Amelia was born on 23 May 2004 and made application on 02 August 2004 for a place at our service. She started with us on 02 August 2004, and she is scheduled to leave Infocare Childcare on 23 May 2009.  Please would you confirm her dates are correct?

 

Chistopher and Rose, you are welcome to visit our centre at any time.

 

Yours sincerely

 Centre Manager

 

 

 

For further information or assistance please call

0508 INFOCARE (0508 463622) or email help@infocaresolutions.co.nz

 

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