This document provides an overview to the transition of portal mangement for users that will no longer use ISI, but will continue to use DnA and Parent Portal.
All ISI contacts with portal access will have to re-create their portal accounts when transitioning to DnA.
Client Options for Parent Portal Accounts After Leaving ISI
Option 1: Manually Add New Contacts as Needed
This option takes the most time/labor, but would ensure that the contacts are updated as frequently as desired/applicable.
A new contact record would be created by a staff member who would likely also send the parent the access code so that the parent can register for the portal. Staff might opt to do that at the same time the contact is created in your new SIS. See Manually Managing Parent Portal Accounts (for DnA Users) for details.
Option 2: Import parent_portal_accounts.txt File with Only New Parents/Legal Guardians
This option is most recommended and requires Districts/Charters to pull data from their SIS to work with data in mass. Importing a parent_portal_accounts.txt file will automatically create access keys.
User(s)/Admin(s) would need to query/pull new parent/legal guardian data into a file to be imported into Illuminate. It is recommended for districts/charters to process one big upload each year and then manually add new parents after that.
Step 1: Required Permissions
Enable the following permission by clicking the Admin Gear > (Users) Permissions.
- Parent Portal Management
Step 2: Prepare Your File
Create a tab-delimited file titled parent_portal_accounts.txt with the following columns:
- Parent First Name
- Parent Last Name
- Local Student ID 1
- Local Student ID 2
- Local Student ID 3
Each parent should have their own record / line in the file. In the example above, parents Clyde Smith and Susie Smith are linked to their three children. This will give both parents separate accounts but still let them see the same students.
Note: The import can support up to ten Local Student ID values per parent.
Step 3: Import Your File
Once your file is ready, go to the Admin Gear > (Data) Core Data Import & Validation to set up a one-time import. To review this process, see the guide Processing a One-Time Import.
We do not recommend automating this file as subsequent imports will create duplicate accounts for parents.
Note: Parent Portal accounts cannot be deleted in mass. Please double-check that your parent_portal_accounts.txt file contains the correct information before processing an import. If needed, please send your mass deletion request to dnasupport@illuminateed.net, where the request could take up to 2-4 weeks for processing.
Step 4: Review Parent Portal Accounts
- Click the Admin Gear > (Parent Portal) Manage Parents.
- Review the list of parents and their linked students.
- Manually adjust linked students or parent information as needed. To review this process, see the guide Manually Managing Parent Portal Accounts (for DnA Users).
Step 5: Additional Imports
We do not recommend automating this file as subsequent imports will create duplicate accounts for parents. The current tool will ADD rather than UPDATE.
If you need to add more Parent Portal accounts, create a new parent_portal_accounts.txt file with new parents only and import the new file via the Core Data Import & Validation page.
Next Steps
See our Distributing Access Keys to Parents help document for communicating portal access information to parents. To manage year-to-year portal access, refer to our Parent Portal Rollover (for DnA Users) help document.
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