The Parent/Guardian Workflow can be enabled for VETenrol to detect if the client is a minor and then prompt the user for the email address of their parent or guardian.
The parent/guardian will receive an email requesting them to authorise the registration and complete payment (if required). The registration will only be pushed to VETtrak on completion of the parent endorsement.
Choose Settings > Parent Workflow to open the Page to manage settings for this feature.
- Enable this feature by ticking the Enable workflow checkbox.
- Notice is the text presented to the user explaining why their parent's signature is being requested. The system default will be used if this is left blank.
- Subject and Body are for the email sent to the parent/guardian. System defaults are used if these are left blank. Click the Edit icon ( ) for the Body field to enter your own message. If you would prefer to adjust the system default, click the Default button to insert the default text into the body field, then click to open the editor and make changes.
- Blurb is the text presented to the minor on confirming their registration. This appears beneath the heading, "Thank You" which is a page that replaces the usual on-screen confirmation.
During the registration process, a user determined to be a minor will be presented with the following text (by default) at the final step of their registration. Payment options will not be given.
A parent/guardian, on clicking the link provided in their email, will be presented with the regular Confirm step, including the Payment Options. They will also see the regular on-screen confirmation step and receive the confirmation/receipt email.
While a parent/guardian's approval is still pending, the registration will be considered an incomplete saved registration. It will only be viewable when the status filter is used to view such registrations.
Should the parent/guardian's approval not be received, there are a number of options available:
- Cancel Registration
Where the parent has refused consent, or significant time has passed to suggest that consent is not going to be received, the registration can be cancelled. The option to cancel can also be used for duplicate pending registrations once consent has been received for one of them.
- Update Parent Email
In the case of an obvious error in the email, or receiving new details, you can edit the parent's email address and click the Update button to save the change. The notification can then be re-sent to the new email.
- Create Web Enrolment
In certain situations, it may be desirable to forgo the parent's approval and process the registration as is. For example, if the student registers just days before turning eighteen.
- Re-send notification
The notification to the parent can be resent from Registration Details, as either a reminder or due to the parent's email being updated.