checkpoint workshop urse guideimages.acswebnetworks.com/1/322/hm_settingupheadmasteronline.pdfif you...

HeadMaster

Setting up HeadMaster Online

Copyright © 2014 ACS Technologies Group, Inc. All rights reserved. Reproduction of any part of

this publication by mechanical or electronic means, including facsimile transmission and e-mail,

without the express permission of ACS Technologies Group, Inc. is strictly prohibited.

Version 11.5

Last Updated 6/25/2014 8:37 AM

Setting Up HM Online

3

Contents Introduction – IMPORTANT – DO NOT SKIP ................................................................................. 4

Unit 1: Administrative Setup – Customizing the Template ........................................................... 6

Unit 2: Administrative Setup – Web links .................................................................................. 12

Unit 3: Administrative Setup – Customizing Registration Email .................................................. 14

Unit 4: Administrative Setup – Reports ..................................................................................... 15

Unit 5: Administrative Setup – Options ..................................................................................... 17

Unit 6: Administrative Setup - What Can Be Uploaded .............................................................. 19

Unit 7: Administrative Setup – Scheduled Tasks ........................................................................ 20

Unit 8: Parent & Student Notification ........................................................................................ 24

Unit 9: Parent View ................................................................................................................... 27

Unit 10: Student View ............................................................................................................... 35


4

Introduction – IMPORTANT – DO NOT SKIP This document covers the features and steps for setting up HeadMaster Online or Parent Portal.

Before you can begin using your parent portal, you need to populate your reserved HeadMaster

Online space with your current data by doing a manual upload. Once the manual upload is

done, all other uploads can be scheduled to run automatically.

To do a manual upload of your data:

1. On the Home screen, click File.

2. Click HM Online.

3. Click Upload.

Figure 1: Manual HM Online Upload

4. Click Next.

5. Click Upload.

6. When the upload is complete, click OK.

7. Click Close.



5


You are now ready to begin setting up your HeadMaster Online site.


6

Unit 1: Administrative Setup – Customizing the Template As the administrator of HeadMaster, you can customize how the parents see HeadMaster

Online. You must have administrator rights within HeadMaster, but your username can not be

HMAdmin. If you have not done the initial manual upload from inside the HeadMaster

software, please read the steps on page 4.

To customize your HeadMaster Online site:

1. Copy and paste this link in to a web browser: DO NOT PRESS ENTER

https://secure.headmasteronline.com/hmolweb/login.aspx?sitenumber=

2. In the web address, after the “sitenumber=”, enter your ACS 6-digit site number.

3. Press Enter.

4. Log in to HM Online using your HeadMaster administrator information.

5. Click Themes.

6. Select an existing theme, Default theme or Customize a theme.

7. If you select an existing or Default theme, click Apply.

Figure 4: Customize HM Online Template

https://secure.headmasteronline.com/hmolweb/login.aspx?sitenumber=


7

To Customize a theme:

1. Click Customize.

To Select Logo:

1. Click Select Logo.

2. To select a JPG or GIF for the logo, click Choose File.

3. Once you have chosen your logo, click Apply.

Useful Information

To successfully upload your logo it must be in either JPG or GIF format and be no larger than 300

kilobytes. Its width dimension must be no more than 960 pixels. You may use a logo any height,

however, we suggest limiting it to no more than 100 pixels.

Figure 5: Selecting a Logo

To Select Background:

1. If you want a custom background image, click Choose File.

2. To choose a Page Background Color, enter the hex# or click the color picker.

3. To choose a Body Background Color, enter the hex# or click the color picker.

4. When finished, click Apply.


8

Figure 6: Selecting a Background

To Select Menu Bar Colors:

1. Click Select Menu Bar Colors.

2. To choose a Menu Bar Background Color, enter the hex# or click the color picker.

3. To choose a Menu Bar Text Color, enter the hex# or click the color picker.

4. To choose a Menu Item Hover Background Color, enter the hex# or click the color

picker.

5. To choose a Menu Item Hover Text Color, enter the hex# or click the color picker.


Useful Information

When you select a color, the color displays on the screen.


9

Figure 7: Select Menu Bar Colors

To Select Title Bar Colors:

1. Click Select Title Bar Colors.

2. To choose a Title Bar Background Color, enter the hex# or click the color picker.

3. To choose a Title Bar Text Color, enter the hex# or click the color picker.

4. To choose a Sub-Title Bar Background Color, enter the hex# or click the color picker.

5. To choose a Sub-title Bar Text Color, enter the hex# or click the color picker.

6. To choose a Panel Background Color, enter the hex# or click the color picker.

7. To choose a Panel Text Color, enter the hex# or click the color picker.

8. To choose a Panel Border Color, enter the hex# or click the color picker.



10

Figure 8: Selecting Title Colors

To Select Grid Colors:

1. Click Select Grid Colors.

2. To choose a Grid Header Background Color, enter the hex# or click the color picker.

3. To choose a Grid Header Text Color, enter the hex# or click the color picker.

4. To choose a Grid Row Background Color, enter the hex# or click the color picker.

5. To choose a Grid Row Text Color, enter the hex# or click the color picker.

6. To choose an Alternate Grid Row Background Color, enter the hex# or click the color

picker.

7. To choose an Alternate Grid Row Text Color, enter the hex# or click the color picker.


Figure 9: Selecting Grid Colors

To Select Link/Button Colors:

1. Click Select Link/Button Colors.


11

2. To choose a Link Color, enter the hex# or click the color picker.

3. To choose a Link Hover Color, enter the hex# or click the color picker.

4. To choose a Button Color, enter the hex# or click the color picker.

5. To choose a Button Text Color, enter the hex# or click the color picker.


Figure 10: Selecting Link/Button Colors

To Select Default Font and Text Colors:

1. Click Select Default Font and Text Colors.

2. To choose a Default Font, select one from the drop-down menu.

3. To choose a Default Text Color, enter the hex# or click the color picker.

4. To choose an Emphasis Text Color, enter the hex# or click the color picker.


Figure 11: Selecting Font and Text Color


12

Unit 2: Administrative Setup – Web links HeadMaster Online provides three web links to help you make HeadMaster information

available to your parents.

To access web links:

1. Go to this website:

https://secure.headmasteronline.com/hmolweb/login.aspx?sitenumber=yoursite#

2. Log in to HM Online using your HeadMaster administrator information.

3. Click Web Links.

Parent Sign In Link:

The Parent Sign In Link is the link that you put on your existing school website. Parents use this

link to sign in to HeadMaster Online.

To copy the link to put on your school website:

1. Under Parent Sign In Link, click Select Link.

2. On your keyboard, press Ctrl C.

3. Paste this link in to your existing school website.

New Family Application Link:

This link allows new families to complete the application online via the school’s website. This is

for families that are brand new to the school and are not currently in HeadMaster.


1. Under New Family Application Link, click Select Link.



Public Events/Announcements Link:

Sometimes schools want to post events on their school website that are open to the public. In

the Administrative section of HeadMaster, schools can create Events and Announcements. Then

schools can choose to make them public or private. If an event is made public, it will appear in

the section for Public Events and Announcements on the school website.


1. Under Public Events/Announcements Link, click Select Link.



https://secure.headmasteronline.com/hmolweb/login.aspx?sitenumber=yoursite


13

Figure 12: HM Online Web Links

Useful Information

If you or a member of your staff is not responsible for maintaining your school website, please

send these links to your webmaster.


14

Unit 3: Administrative Setup – Customizing Registration

Email You can customize the email that parents receive when they register their new students. This

customization is in the administrative area of HM Online. You need to have administrator rights

in HeadMaster to access HM Online.

To customize the email for Online Registration:

1. Log in to HeadMaster Online as an administrator.

2. Click Enrollment.

3. Enter a Subject.

4. Enter a Message.

5. Enter a Reply-to Email Address.

6. Enter a Signature.

7. Click Save or Send Test E-mail.

Figure 13: New Student Email


15

Unit 4: Administrative Setup – Reports HeadMaster Online has four administrative reports. Two reports are standard reports: System

Report and Upload Report. The other two are only available when you use HeadMaster Online

Payments: Online Payments and Bank Deposit.

Figure 14: HM Online Administrative Reports

System Log: this report displays when users have logged in and out and whether or not the log

in was successful.

Figure 15: HM Online System Log Report


16

Upload Log: this report displays the dates and times that HM Online Uploads occur and whether

or not they were successful.

Figure 16: HM Online Upload Log Report

Online Payment Report: this report displays the payments made online by the parents. You can

select a date range and also select ACH or Credit Card transactions. This report can be printed or

exported to a .CSV file.

Figure 17: HM Online Payment Report

Bank Deposit Report:

The Bank Deposit Report is only available for those clients using Online Payments. If you want

information regarding online payments, please contact your HeadMaster Sales Representative

or call 1-800-669-2509 opt 2 or send an email to [email protected].

mailto:[email protected]


17

Unit 5: Administrative Setup – Options Administration has several options to set up prior to releasing HeadMaster Online to the

parents.

To set up Options:

1. Log in to HeadMaster Online as an administrator.

2. Go to Options.

3. Click Setup Options.

Figure 18: HM Online Administration Setup Options

To set up the Student Directory:

1. While on Setup Options, click the Student Directory tab.

2. Determine if you want all parents to automatically be on the online directly and they

can decide not to display their information or if you want all parents to automatically be

out of online directory and they can decide to display their information.

3. Select the fields to be displayed on the directory.

4. Click Save.

Figure 19: HM Online Student Directory Options


18

To set up the Staff Directory:

1. While on Setup Options, click the Staff Directory tab.

2. Determine if you want all staff to automatically be on the online directly and they can

decide not to display their information or if you want all staff to automatically be out of

online directory and they can decide to display their information.

3. Select the fields to be displayed on the directory.

4. Click Save.

Figure 20: HM Online Staff Directory Options

To set up Report Options:

1. While on Setup Options, click the Report Options tab.

2. Select the reports you want to display.

3. Click Save.

Figure 21: HM Online Report Options


19

Unit 6: Administrative Setup - What Can Be Uploaded You have some decisions to make regarding what gets uploaded to HeadMaster Online.

To select what gets uploaded to HeadMaster Online:

1. On the Home screen, click Options.

2. Click HM Online.

Figure 22: HM Online Upload Options

3. Under Financial Upload, select HeadMaster Billing, ACS Accounts Receivable or None.

If you are using ACS AR, you must select a dataset.

4. If needed, enter an email address for a Billing Contact.

5. Under Upload Options, select the options you want to display.

6. Under Re-enrollment, check the box to Use Online Re-enrollment. This allows parents

to request re-enrollment for the next school year for their children.

7. You can enter a date range for the Online Re-enrollment to display.

8. Enter the New School Year.

9. Under Active Period, select the Grading Periods to be displayed. Note: This must be

changed at the beginning of each grading period.

10. When finished, click Close.


20

Unit 7: Administrative Setup – Scheduled Tasks You can schedule your data to automatically update be setting up a scheduled task. This can be

done via HeadMaster OnDemand or HeadMaster Desktop.

To set up an upload for HeadMaster Desktop in Windows 7 or Windows Vista:

1. On the HeadMaster Home screen, click Options.

2. Click Scheduled Tasks.

3. Select a dataset to upload.

4. Click Close.

5. Exit out of HeadMaster.

6. On the Microsoft® Windows® taskbar, click Start.

7. Click Control Panel.

8. Click Administrative Tools. Must View by: Small or Large icons.

9. Double-click Task Scheduler.

10. On the main menu, click Action.

11. Click Create Task.

12. On the General tab, enter a name for the task.

13. On the General tab, make the other selections you want.

14. On the Triggers tab, click New.

15. From the Begin the task drop-down menu, select On a schedule.

16. On the New Trigger window, make the other selections you want.

17. Click OK.

18. On the Actions tab, click New. Click Browse, navigate to your local HMaster directory,

select HMUtils.exe, and click Open.

19. In the Add arguments data field, type UPLOAD and click OK.

20. On the Conditions and Settings tabs, make the other selection you want.

21. Click OK.

To set up a scheduled upload to HeadMaster Online in Windows XP:

1. Log in to HeadMaster, and navigate to Tools > Options > Scheduled Tasks.

2. Select a dataset.

3. Click Close, and exit HeadMaster.

4. On the Microsoft® Windows® taskbar, click Start > Control Panel.

5. Double-click Scheduled Tasks.

6. Double-click Add Scheduled Task.

7. The Scheduled Task Wizard displays. Click Next.

8. Click Browse, navigate to your local HMaster directory, select HMUtils.exe, and

click Open.

9. Click Next, and continue through the wizard. Carefully read the instructions on each

screen.


21

10. In the Run dialog box, enter a space after HMUtils.exe and then type the word UPLOAD.

For example, the run dialog should look similar to the

following: C:\HMASTER\HMUtils.exe UPLOAD

11. Click Finish.

To set up a scheduled upload to HeadMaster Online in HeadMaster OnDemand:

1. On the HeadMaster OnDemand window, click Schedule Tasks.

Figure 23: HM OnDemand Schedule Tasks

2. Click Add.


22

Figure 24: Setting Up Schedule Tasks

3. From the Select a Task to Schedule drop-down menu, select HeadMaster Online

Upload.

4. Select what time you want the service to run.

5. Select the days you want the service to run.

6. If you do not live in the Eastern Time zone, you need to click Adjust.

7. When finished, click OK.


23

Figure 25: Setting Up Schedule Tasks

Useful Information

You can set up as many scheduled tasks per day as needed.


24

Unit 8: Parent & Student Notification Parents and students can access HeadMaster Online to view a variety of items:

Feature Parent Student

Overview X X

My Profile X X

Homework X X

Academics X X

Attendance X X

Behavior X

Schedule X

Calendar X X

Reports X X

Enrollment X

Lunch X

Useful Information

Parents can see information for their children. Students can see information about themselves.

Parents and students can go directly to the HeadMaster Online Web site or they can click the

HM Online link on your current school Web site. But before they can access HeadMaster Online,

you must provide them with a username and a password. When parents and students are

entered in HeadMaster, a HeadMaster Online username and a password is randomly generated

for them.

To deliver usernames and passwords to parents:

1. On the Home screen, click Correspondence.

2. Click New.

3. Enter a Name.

4. Under Document Type, select Parent.

5. Enter a Description. This is not required.

6. Enter any Notes. This is not required.

7. Click Create. The Rich Text Editor opens.

8. Type the letter to the parents.

Useful Information

The Correspondence should contain login instructions for HeadMaster Online.


25

9. Add Online Username and Online Password merge fields to the letter.

Figure 26: Correspondence - Parent HM Online letter

10. When your letter is complete, click OK.

11. To preview the letter, click Preview.

12. To print the letter, click Print.

13. To email the letter, click Email.

Useful Information

To generate letters for students, repeat the above steps but select the Document Type of

Student.


26

Here is a sample Parent Letter. You can copy and paste this in to Rich Text Editor and customize

it for your school.

<DBTEXT>FAMILY MAILING NAME</DBTEXT>

<DBTEXT>ADDRESS LINE 1</DBTEXT>

<DBTEXT>CITY, STATE ZIP</DBTEXT>

RE: HeadMaster Online

Dear <DBTEXT>FAMILY MAILING NAME</DBTEXT>,

Greetings in the precious name of our Lord and Savior Jesus Christ. It is our prayer that each of you had a

wonderful Christ-honoring summer! This system will allow you as parents to see your children's grades,

discipline records, homework and assignments, schedule and school events calendar. Please read this letter

carefully as it will explain many of the options available to you.

To sign on to HeadMaster, please type in

https://secure.headmasteronline.com/hmolweb/login.aspx?sitenumber=yoursite#

(A high speed or DSL connection will work best, but is not necessary.)

Once you get to the login page you will be asked to enter a Username and Password. Included

with this letter is a Username and Password for each parent. These Usernames and Passwords

are not case-sensitive. You will be asked to change your password.

After entering the required sign-in information you will see the Parent Page. This will show tabs with the pages and information available to you. (If there are children listed on this page that are

not yours, please contact us.)

You may choose several things from this page including: Complete Profile, Academics,

Attendance, and Behavior. You will also be able to access your child's Schedule as well as the

School Calendar. Any option that is underlined is a link to more specific information about that

child. You may also chose to click on one child's tab and this will open a page specific to that

child.

An upload is done (enter # of uploads) daily to make sure that information posted by the teachers

is available to you in a timely fashion. If something seems to be askew, we encourage you to

contact your child's teacher first.

As with any system there may be some glitches and possible errors. We are working diligently to rectify these and appreciate anything that you might bring to our attention.

It is our intent that this information system helps keep you informed and up-to-date even better than we

have ever done in the past. If you have any questions concerning HeadMaster Online, please do not

hesitate to contact the school office.

Below, please find your account information.

Username: <DBTEXT>ONLINE USERNAME</DBTEXT>

Password: <DBTEXT>ONLINE PASSWORD</DBTEXT>

Sincerely,

https://secure.headmasteronline.com/hmolweb/login.aspx?sitenumber=yoursite


27

Unit 9: Parent View

Views Available to Parents

Overview:

All class activity for each student, along with current average for that grading period

Announcements and Events

Billing

Attendance and Behavior

Figure 27: HM Online Overview page


28

My Profile

Parents can update their primary family information.

Figure 28: HM Online - Parent Profile

Homework

Figure 29: Student Homework


29

Assignments and Grades

Figure 30: Student Academics - Assignments with Grades

Attendance for both school and class

Figure 31: Student Attendance

Behavior

Figure 32: Student Behavior


30

Student Schedule

Figure 33: Student Schedule

Calendar

Figure 34: HM Online Calendar


31

Billing

Figure 35: Family Billing Report

Report Cards

Figure 36: HM Online - Student Report Card


32

Progress Reports

Figure 37: HM Online - Student Progress Report

Skills Report

Figure 38: HM Online - Student Skills Report


33

Student Directory – Administration can choose or choose not to display this.

Figure 39: HM Online - Student Directory

Staff Directory - Administration can choose or choose not to display this.

Figure 40: HM Online - Staff Directory


34

Lunch Calendar – Order Lunch: these items can be display or not be displayed

Figure 41: HM Online - Lunch Menu

Lunch Calendar – Preorders

Figure 42: HM Online - Lunch Preorders


35

Unit 10: Student View Students can also access a variety of their school information via HeadMaster Online.

Overview:

Figure 43: HM Online - Student Overview

My Profile:

Figure 44: HM Online - Student Profile


36

Homework:

Figure 45: HM Online - Student Homework

Academics:

Figure 46: HM Online - Student Academics


37

Attendance:

Figure 47: HM Online - Student Class Attendance

Calendar:

Figure 48: HM Online - Student Calendar


38

Reports – Report Card:

Figure 49: HM Online - Student Report Card

Reports – Progress Report:

Figure 50: HM Online - Student Progress Report


39

Reports – Student Directory:

Figure 51: HM Online - Student Directory

Reports – Staff Directory

Figure 52: HM Online - Staff Directory

checkpoint workshop urse guideimages.acswebnetworks.com/1/322/hm_settingupheadmasteronline.pdfif you...

Documents