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Register parent contacts

For each student, register parents’ email addresses as contacts. When a parent chooses to receive emails from the confirmation email, check-in and check-out notifications and messages from the school start arriving at that contact.

Parent contacts are available when your school has the “Check-in & messages” add-on (How check-in and check-out works).

  1. Open the student’s parent contacts

    In the enrolled table of the [Students] tab, in the row of the student whose contacts you want to register, select [Open] in the “Parent contacts” column.

    1. Select this to open the “Parent contacts” screen for this student.
    The enrolled table in the Students screen, and the button for opening parent contacts

  2. Select [Add contact]

    On the “Parent contacts” screen, select [Add contact].

    1. The contacts registered for this student, and the status of each (step 4 below).
    2. Select this to open the screen for entering an email address.
    The “Parent contacts” screen for a student

    You can register more than one parent contact for a student (there is a limit; if you exceed it, the screen tells you). The same email address cannot be registered twice for the same student. The same email address can be registered for siblings.

  3. Enter the email address and register it

    Enter the parent’s email address and select [Add contact]. A confirmation email is sent to the registered address.

    Before or after registering, please let the parent know that a confirmation email will arrive from the school, and ask them to open the link in the email and select [Receive]. Until they do, no notifications arrive.

    When the parent opens the link in the confirmation email and selects [Receive], the status of the contact becomes “Receiving”. Until the parent does so, neither check-in and check-out notifications nor messages from the school are sent to that contact.

    1. Teacher, PC

      1. Enter the parent’s email address.
      2. Select this to register the contact and send the confirmation email.
      The screen for adding a contact

      The parent receives a confirmation email.

    2. Parent, smartphone

      From
      Soroban Portal
      Subject
      [Soroban Portal] Confirm notifications from Soroban Technology Abacus School
      Soroban Technology Abacus School has registered this email address to receive check-in and check-out notifications and messages from the school. To receive them, open the link below and press the button. If you don't recognize this, don't press it (nothing will be sent unless you do). The link expires in 7 days. https://portal.abacus.sicorp.jp/app/notice#stc.C1.1794096000.cF9asNOXtJyV2Vw421vAwlY67oGr8siLSL0H5bxHtMc This email was sent automatically. Replies to it can't be received. -- Soroban Portal https://portal.abacus.sicorp.jp/en/

      The parent opens the link in the email.

    3. Parent, smartphone

      1. When the parent selects this, they start receiving notifications from this school.
      The parent’s screen for confirming that they want to receive notifications

      The status of the contact changes.

    4. Teacher, PC

      1. A contact where the parent has chosen to receive emails.
      A contact whose status has changed to receiving

    The confirmation email is sent in the display language of the teacher’s Soroban Portal. The link in the confirmation email expires. A parent who opens an expired link is asked to contact the school to have the confirmation email sent again. In that case, please resend the confirmation email (step 5 below).

    The confirmation email, and the parent’s screen before they select the button, show only the school name, not the student’s name. After the parent selects [Receive], the student’s name appears on the next screen and in later notifications. If the email address is mistyped, the student’s name and check-in and check-out times could reach someone else, so please check the address carefully before registering it.

    If the confirmation email could not be sent, the contact is registered with the status “Awaiting confirmation”, and a message in red is shown on the screen. Please wait a while and resend the confirmation email.

  4. Check the status of each contact

    Check the status of each contact in the “Status” column of the “Parent contacts” screen.

    1. The parent has not yet selected the button in the confirmation email. Nothing is sent to this contact.
    2. Emails cannot be delivered to this address. Nothing is sent to this contact.
    3. The parent has stopped receiving emails. Nothing is sent to this contact.
    4. Sends the confirmation email again (step 5 below).
    5. Deletes this contact (step 6 below).
    The “Parent contacts” screen with contacts in different statuses

    Notifications cannot be sent to a contact marked “Undeliverable”. Please ask the parent for another email address and register it as a new contact. If a parent reports an email from the portal as spam, that address also becomes “Undeliverable”. If the parent selects [Receive] or [Receive again] from a link sent to that address, this mark disappears, because it is now known that emails reach that address.

    Buttons on the parent’s screen

    When a parent opens the link in a confirmation email or a notification email, the following buttons are shown, depending on the status of the contact.

    Status of the contactButtons on the parent’s screenAfter selecting
    Awaiting confirmation[Receive], [Don't receive]Becomes “Receiving” or “Stopped by the recipient”.
    Receiving[Stop receiving]Becomes “Stopped by the recipient”.
    Stopped by the recipient[Receive again]Returns to “Receiving”. No confirmation email is sent.

    Check-in and check-out notifications and messages from the school include a link for stopping them. Parents can also stop them with the unsubscribe button of their email app (such as Gmail). Receiving or stopping changes together for all contacts with the same email address in the same school. For example, if a parent who registered the same email address for two siblings stops receiving emails, the notifications and messages from the school for both children stop.

  5. Resend the confirmation email

    [Resend confirmation email] is shown for contacts whose status is “Awaiting confirmation” or “Stopped by the recipient”. Select it to send the confirmation email to that contact again. Nothing is sent to that contact until the parent opens the link and selects [Receive].

    If you resend to a contact that is “Stopped by the recipient”, the contact returns to “Awaiting confirmation”, and one confirmation email reaches the parent even though they had stopped receiving emails.

    You cannot resend to the same contact repeatedly in a short time. There is also a limit on how many confirmation emails one school can send per day. When you reach the limit, the screen tells you, so please wait a while before selecting the button again. A parent who stopped receiving emails can also start receiving them again on their own, from the link in an email they received.

  6. Delete a contact

    Select [Delete] in the row of the contact, and select [Delete] on the confirmation screen. Notifications for this student no longer reach the deleted contact. If the same email address is also registered for a sibling, notifications for the sibling continue to arrive. Links in emails previously sent to the deleted contact can no longer be used.

Contacts of withdrawn students

Withdrawing a student does not delete the contacts. While the student is withdrawn, nothing is sent to those contacts, and you cannot add contacts or resend confirmation emails. When the student is re-enrolled, sending starts again. Deleting the student also deletes the contacts.

When the add-on is unavailable

When the “Check-in & messages” add-on is unavailable (for example, it has not been added or the subscription was canceled), the reason is shown at the top of the “Parent contacts” screen. You cannot add contacts or resend confirmation emails. You can view and delete contacts. During this time, parents receive neither notifications nor messages. For how to resolve each reason, please see “How check-in and check-out works”.

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