• Overview

    Updated: 1 year, 7 months ago

    Staff have the ability to create co-curricular fixtures (such as practice times and fixtures). PortalHQ will display a personalised calendar to parents, teachers and students. You can mark the roll, allow parents to sign-up and pay for different sports/activities and run reports of teams and activity groups. This is a very deep module with lots of functionality for running your co-curricular activities with ease.
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  • General Overview of Groups and Teams

    Updated: 1 year, 7 months ago

    An Activity Group is an activity that is tied to a specific term and year. For example Basketball in Term 1, 2024.
    Content Students are assigned to teams within an Activity Group.Staff can allocate the students to teams within an Activity Group from the activity group detail page.Staff and coaches can be assigned to an Activity Group within the activity group’s detail page. Staff have more permissions than coaches - a staff can … Read full article

  • Setting up Teams

    Updated: 1 year, 7 months ago

    Content Navigate to the Teams list pageAssign an activity to the team - this enables the team to be found when assigning the team to an Activity Group. Read full article

  • Setting up Activity Groups

    Updated: 1 year, 7 months ago

    Content Create a new Activity from Settings > Manage Activities. Here you can define the name, its category, pricing for Signups and which Year Groups are available to sign up to in the activity Signup form for parents.Activity categories can be set up from Settings > Manage Activity Types. Set "Show … Read full article

  • Assigning Staff, Coaches and Students to Groups

    Updated: 1 year, 7 months ago

    Content Navigate to an Activity Group detail pageClick on the Actions button for one of the teams and click 'Assign Staff' or 'Assign Coaches' depending on which user type you would like to add. Staff will have more permissions in PortalHQ than coaches. Coaches could be external contractors who only need … Read full article

  • Assigning Teachers in Charge to Activities

    Updated: 1 year, 7 months ago

    Content Navigate to an Activity by clicking on “Activity Settings” from an Activity Group detail page.Click “Assign TICs” and assign staff using the formTICs have permission to mark rolls for the entire activity’s groups. Read full article

  • Setting up Participating Schools

    Updated: 1 year, 7 months ago

    Content From the Teams page navigate to Opposing Schools & TeamsAdd opposing schools. Here you can set the team, activities and venues associated with the school.Set one of the participating schools as the ‘Default School’ - this is your school that appears in the Home team column when setting up fixtures. Read full article

  • Setting up Venues

    Updated: 1 year, 7 months ago

    Content Navigate to Venues to create new venuesAdd venue information and assign activities to the venue. Read full article

  • Setting up Fixtures

    Updated: 1 year, 7 months ago

    Fixtures can be created from the “Sports Fixtures” menu item. Here you can view all the current Activity groups that have a fixture category for staff to add fixtures sessions to.
    Content Note: There is a Term filter to see different term activity groups.Published fixtures then appear in the Mobile App and website for parents to see.Navigate to Sports FixturesSelect a session date and activity group to create fixtures for. Click the 'Manage' button to create fixtures.Select a participating school to create … Read full article

  • Creating known Absences

    Updated: 1 year, 7 months ago

    Content Explained absences can be created from the “Explained Absences” menu item. Click the “Record Absence” button to record a new absence for a student. Absences will appear on the roll on the day they are marked. These absences appear in the roll - students with an explained absence float to … Read full article

  • Recording Parental Permission Flags

    Updated: 1 year, 7 months ago

    Content Navigate to the Parental Permissions page.Here staff can view and add Parental Permission Flags which appear in the roll for staff/coaches to see. These can be permissions for the student to leave a venue early, or any you create.Create new permission categories here. Read full article

  • Using The App

    Updated: 1 year, 7 months ago

    Coaches and Staff have access to the PortalHQ Mobile App on their phone, where they can login using their existing PortalHQ login, view any sessions they have been assigned to and mark the roll on the day of a session.
    Content Staff or coaches who have been assigned to an activity group can mark the roll for a particular session on the day. On the day of the session staff will navigate to the Roll Marking link inside their PortalHQ Mobile App on their phone. Here they can view all students … Read full article

  • Administering the Rolls and Attendance

    Updated: 1 year, 7 months ago

    Co-Curricular Admin have access to view the marked rolls and attendance by navigating to the “Rolls” link in their PortalHQ menu. Here they can view session rolls, check who marked the roll, when the roll was marked completed, view attendance and filter for unexplained absences to follow up with.
    Content Navigate to the Roll Report pageHere staff can view completed and incomplete rolls. Staff can view attendance and follow up with any unexplained absences. Read full article

  • Setting up Activity Content

    Updated: 1 year, 7 months ago

    Content Navigate to Activity Content in the menu.Here Co-Curricular Admin can view and set up content (images, descriptions, pricing) and manage viewing access for activity groups shown to Parents in the activity signup experience. Read full article

  • Managing Signups

    Updated: 1 year, 7 months ago

    Content Navigate to the Signups menu item.Here Co-Curricular Admin can view all signups of an activity group and allocate the student to a group or to a team from one place. Staff can also edit the signup to change the activity group the parent has chosen for their child for example.Signups … Read full article

  • Setting up Automatic SMS for Unexplained Absences

    Updated: 1 year, 7 months ago

    If your school wants to automatically notify parents via SMS when their child is marked as unexplained at a session on the roll by the staff or coach, you can setup SMS notifications.
    Content Navigate to an Activity Group detail pageClick on “SMS Settings”. Fill in a message for the SMS and a delay in minutes for the SMS sent out to parents after an unexplained absence has been marked in the roll. Read full article

  • Sending Alerts

    Updated: 1 year, 7 months ago

    Content To create an alert for an activity group, navigate to the Alerts menu itemDefine which session, activity group or team to send the alert toDefine a subject and message of the alertChoose a notify methodClick Preview Recipients to view the parents tied to the session/activity group/team of the alert.Click Send … Read full article