This document outlines the step-by-step onboarding process for all new school clients (“New Builds”) joining the Unique Schools ecosystem.
It ensures a consistent, structured rollout covering technical setup, training, Attendance Form Management (AFM), payments, and launch preparation.
Initial Setup & Order Confirmation
✅ Order Confirmation Stage
Once order is received:
- Order Confirmation received
- Welcome Email sent to school (by Sharon)
- Includes James’ Calendly booking link
- Warm-Up Session booked with James
FileMaker / Dublin Team Requirements
🚨 Training cannot proceed until ALL four are complete
Under FileMaker → New Build (Dublin Team):
- ADA Done
- Info Request Sent
- Info Received
- In TestFlight
Only once all are ticked can training sessions begin.
Training Sessions (To Be Scheduled)
Training sessions must be scheduled based on the features signed up for.
📅 Required Training Types
- General App Training
- Attendance Form Management (AFM) Training
- Payments Training (if applicable)
- 1st Install Meeting (scheduled after above trainings)
👉 1st Install should ideally be a few days before launch.
Technical Setup (New Build Configuration)
🛠️ Wonde & Tyro Integration
- Wonde Invitation Sent
- Wonde Invitation Accepted
- Added to Wonde/Tyro Dashboard
- Map Classes
- Add Attendance Codes
- Add Absentee Codes (Explained & Unexplained)
- Add Unexplained Codes (only those used to export unexplained absence)
⚙️ System & App Configuration
Set Access & Permissions:
- AppSupport
- Attendance email access
- Set up Session Roll Calls (under ARF)
- Assign “Please Check” responsible person
- Add PRO email (pending items notifications)
- Schedule Attendance Guide reminders
- Ensure icons added to CloudCam
- Ensure all required boxes ticked in FileMaker
- Ensure Launch Date flagged in FileMaker
- Confirm Stripe setup (if using Shop)
- Add Bursar to Shop permissions (if applicable)
General App Training
🎯 Objective
To train key stakeholders on how to use the App and CMS.
Attendees Required:
- Admin Staff
- Attendance Officer
- PRO
- Year Heads
- Any other relevant staff
Covered in Session:
- App download & registration
- Parent experience overview
- Administrator App features:
- Notifications
- Gallery
- CloudCam
- Consent Forms
- Medical Forms
- Shop
- Picture Permissions
- Desktop Dashboard:
- Notifications
- Personal Notifications
- Year Head Dashboard
- School Administration
- Launch steps & onboarding process
- Agree official launch date
Post-Meeting Updates (FileMaker)
- App Champion identified
- Full vs Limited Access assigned:
- Principal / DP / YH / Office / PRO
- Launch Date confirmed
- Launch Email shared with school
- If any item cannot be completed → Create WIP task.
Attendance Form Management (AFM) Training
🎯 Objective
To review current attendance processes and transition to new AFM workflow.
Required Attendees:
- Admin Staff
- Attendance Officer
- Year Heads
Covered in Session:
- Parent app registration
- Attendance notes (Absence / Late / PTL)
- Administrator App:
- Attendance Reports
- Approve PTL
- Parent Notes
- Digital Sign-In Device
- Desktop Dashboard:
- Year Head Dashboard
- Please Check
- Attendance Alerts/TUSLA Notifications
- Anomalies
- Detention
Configuration Checklist:
- ARF send-out time agreed
- Please Check assigned
- PTL approval responsibility confirmed
- AFM point-of-contact identified
- Attendance codes agreed
- Attendance System access granted (if required)
- Parent Note assignment confirmed
- Parent guide scheduled (first 3 weeks)
- Confirm DSI device received & installed
Unique Payments Training (If Applicable)
💳 Objective
Train bursar/finance team on Shop & reconciliation.
Required Attendee:
- Bursar / Financial Officer
Covered in Session:
- Current payment processes
- Creating payment items
- Assigning to users
- Instalments setup
- Monitoring payments
- End-of-month reconciliation
- Posting to Sage (or accounting package)
- Marking cash payments
- Processing refunds
- O/S balance reports
Pre-Meeting Requirements:
- Stripe account set up
- Bursar added to Shop permissions
- Instalment failure notification email configured
Welcome Notification (Parent Launch Message)
To be scheduled on launch day.
Template:
“Your School Name” is delighted to announce the launch of our new App. The App is the schools' official platform for current parents/students and provides a “Single Point Of Engagement” on all school related matters. The App is intuitively designed, easy to use and packed with features which will centralise your engagement with the school and digitise many of the current paper based processes. The main features include:
Communications
All communications for parents will be published through the App. This includes general school News, important Notifications, individual Personal Notifications, Notice Boards, Photo Galleries, school calendar and Notes from Parents.
Attendance Notes
Going forward all Attendance Notes (Absence, Late and Permission To Leave) must be sent through your App before 08:30 am. This will allow school staff time to process your form(s). Forms submitted after 08:30 may not be processed until the following day.
Forms
All forms and documents which require your approval and signature can be submitted through the App.
Access VS Ware/Tyro
Parents can access their students VSware/Tyro account in "one tap" through the side menu on the App.
Payments
The App payments solution will send an Alerted Notification to parents when a payment is due. Simply “Tap” the notification and the payment will open, add to cart and checkout - simple!
Booklist, Uniform, Sports Suppliers
Centralised access to updated booklists and our online Uniform and sportswear can be found.
Resources
The information and resources sections of the app puts frequently referenced information at your fingertips.
Guardian(s) Mobile numbers
The school must have current mobile numbers for both parents/guardians to enable you to download the App.
Video Overview
Please take 2 minutes to view this quick video tour of the App. Video here.
Attendance Explainer Video
Please take a few minutes to view this quick video of how to Submit Attendance Notes. Video here.
Support
The App developer, Unique Schools, will provide technical support directly to parents. Please email support@uniqueschools.ie with any App related queries providing your name, mobile number, our school name and the nature of your query.
Download
The App is available for both Android and Apple and can be downloaded from links below. Simply download and register with your mobile number.
Apple Link
Android Link
Add Parent Explainer Document
Includes:
- App overview
- Attendance note instructions (before 08:30am)
- Forms
- VSware/Tyro one-tap access
- Payments
- Resources
- Download links (Apple / Android)
- Support email
- Video links
- Parent Explainer Document
1st Install Meeting
🎯 Objective
Final readiness check before go-live.
Key Checks:
- ✅ App Installation
- Main App downloaded
- Administrator App downloaded
- Desktop Dashboard access confirmed
- ✅ Roles & Responsibilities confirmed
- PRO (communications) confirmed
- AFM contact confirmed
- Please Check & PTL Approvers confired
- Year Head responsibilities clarified
- ✅ Sign-In/Out Procedure Agreed
- ✅ Training Gaps Identified
- ✅ Launch Dates Finalised:
- Onboarding Launch
- AFM Go-Live
Launch Phase
Launch Includes:
- Welcome Notification sent
- Attendance Guide reminders scheduled
- Parent Explainer shared
- AFM process live
- Monitoring registration rates
- AFM team aligned on agreed ARF time
Ongoing Monitoring (Post Launch – First 3 Weeks)
- Track parent registrations
- Monitor ARF volume
- Ensure PTL approvals handled
- Check Please Checks processed
- Confirm DSI being used correctly
- Confirm attendance write-back functioning
Summary Flow
- Order Confirmed
- Warm-Up Booked
- FM Requirements Completed
- Technical Setup
- Training Sessions
- 1st Install
- Launch Notification
- Go Live
- Monitor & Support
Feel free to reach out to us directly via email or book a free Zoom training session via the button below