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The letter writer screen is used to create a letter for children, account holders, or staff from a pre-created letter template.
Create a letter template
The letter that you wish to use must be created, saved and imported into Infocare prior to using this facility. The letter may be created using any standard word processing software but must be saved in "HTML" or "Web Page" format.
Once the letter has been created and saved in HTML format, uploaded the letter into Infocare using the Upload File facility under the Utilities menu.
Creating a Letter
Use the Type drop down list to select whom the letter is being created for. Options are Children, Staff, or Accounts.
Use the Category drop down list to select the category of children you wish to create a letter for.
Use the Sort Order drop down list to select the order for names to display.
If your service is part of a group, and if you have the correct level of access, use the View By drop down list to 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.
To refine the list of names, use the Search field. Begin typing the name of the child, staff member, or account holder you would like to select. As you type, a list of names available for selection will change.
Use the radio buttons to 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.
To change the order names are displayed click the 
icon.
To send a one-off email to a group of people, select the required names from the list of recipients and select the click here button.
Use the Page break between documents drop down list to select Yes 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.
Once you have selected the letter and the correct group of receipient, 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 print.
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 print 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.
Keywords
When writting a letter to use as a template, you can use "Keywords" to personalise the letter. The data that has been entered into Infocare for the corresponding keyword will be automatically populated within each letter.
Keywords are associated with various entities in Infocare (Entities refer to Children, Accounts and Staff specified in the Type drop down list).
NOTE: Some keywords for entities can be combined in the same letter and some cannot.
When using keywords to create a letter please see the details below and use the keywords associated with each entity type.
Keywords for the Centre |
|
TODAYSDATE | Will display the date the letter is created |
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 |
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 Children |
|
ADDRESS | The Primary Care Giver(s) Full names and 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 | Will display the daytime telephone number for the contact |
CONTACTEVENING | Will display the evening telephone number for the contact |
| CONTACTMOBILE | Will display the mobile number for the contact |
| CONTACTID | Will display the ID number for the contact |
CONTACTIDTYPE | Will display the ID Type for the contact |
CONTACTEMAIL | Will display the email address for the contact |
| 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 |
Example - Letter Template
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
For example, if you created a letter with the above content, using keywords, saved the letter in HTML" or "Web Page" format and uploaded the file to Infocare.
Once this letter had been selected using the letter writer function the letter would be printed as follows:
Example - Printed Letter
7th November 2025
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 2023 and made application on 02 August 2024 for a place at our service. She started with us on 10 August 2024, and she is scheduled to leave Infocare Childcare on 23 May 2028. 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
© 2018 Infocare Systems Limited