Paritor Support: How can I email all current users in a database?

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Paritor Support: How can I email all current users in a database?

If you’re looking to email just current pupils within your database, there are various ways to do this, depending on the quality of your database management.

If you archive your pupils as soon as they’ve finished studying with your service, you can use this singular approach:

  • Select Pupils from the top
  • Extract Pupils
  • Click Extract Pupils button from the top
  • Once the report has loaded, click on the yellow filter icon along the top
  • Scroll and find the column ‘Archive
  • Click in the column header on the filter icon and select ‘blanks

This will only show you non-archived pupils in your database.

  • You can email their Debtors by clicking the Email icon at the top and selecting Create email.

If you don’t archive your records once the pupil has left, you can run a report to show current pupils, but this has to be based by tuition type. As you will need to run this report for each tuition type, it’s possible that some parents will receive this email more than once e.g. if they have a pupil in school tuition and centre tuition.

To run these reports go to:

  • Pupils from the top bar
  • Extract Pupils
  • Click the Pupils tab
  • Select One row per pupil activity
  • Select your tuition type
  • Click Extract Pupils

You need to be careful running this report as it will return a row of data for each activity that the pupil is in, during the term the report was run for. Clicking the Email option now would result in pupils who are in more than one lesson getting an email per activity. You will need to remove these duplicates but you can do this quite easily:

  • Once the data has loaded click the PupilNo column
  • Drag it to the grey area at the top of the report where it says ‘Drag a column header here…
  • Double click the first row that appears
  • Find the column ‘Parent1Email
  • Drag it to the grey area at the top of the report where it says ‘Drag a column header here…
  • Click ‘Create Summary Dataset
  • On the new data click Email icon at the top and selecting Create email.

Please note that this email will not get recorded on the Correspondence tab. This is because you’ve had to create a new set of data.

Repeat the processes for the other types of tuition report – Centre tuition, group memberships.

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