The Request Management module enables you to cover the functionality of Request for information updates by parents.
In this way, you can request information from parents on an ad hoc and targeted basis, and easily track the progress of information updates.

Creating a new request

To set up a new request, open the Request management module, then select Repository.
Before creating the request, make sure it relates to the desired school year (selection at top right), then :

• Click on Add
• Choose the desired input mode : Standardclick on "Standard" to create a form for the various members of the family group (students + guardians), Studentfor a specific entry for each student, Manager for a specific entry for each manager (more information in the article dedicated to update request modes)

• A label (also visible from the Parents portal) and a description
• Activated: activating a request will enable it to appear on the Requests module dashboard. At this stage, the parent will not yet see the form appear, until he/she has been notified (see article "Accessing and notifying parents of the update request")
• Visibility: define which profile(s) can access the request (also requires access to the Request Management module, to be configured in the Configuration module). Parents are not concerned by this permission, as they will have access to the forms for which they are the recipients.

Form configuration Based on the standard form configuration model (same principle as in the Admission or Student and Parent Management modules), you can add different types of information to the form, relating to the student, supervisor or family, as well as various explanatory texts appearing on the screen.

To do this, select the request from Application management / Repository , then click on the Configure form button.

General parameters allow you to modify the explanatory texts appearing on the registration form. You can also activate a "Checkbox", which corresponds to a confirmation dialog box when the form is sent (e.g. message of acceptance of specific conditions).



The Student, Manager and Family tabs allow you to configure the information appearing on the form, by entity type: Student, Manager or Family.
You can configure :

• Form sections to group together the information requested
• Fields to be entered by parents, whether mandatory or not. Each field refers to a property defined in the Eduka Configuration module. Until all mandatory fields have been entered, the parent will not be able to submit the form.
• Dynamic information corresponding to data that cannot be entered, but can be displayed in read-only mode
• Static labels that allow you to enrich your form with explanatory text

The Import function lets you retrieve form sections set up, for example, on your registration or re-registration forms, enabling you to quickly set up the update form.

documents can also be requested. These documents must be referenced in the Documents module, so that they can be requested in the request.

Add recipients to the request

From Request management / Repository , select the request, then click on the Configure form button .
On the General parameters tab, an Add students button opens the standard student selection window.

Provided the corresponding tabs have been set up correctly, on the Parent form, a tab will be displayed for each student selected from the form's recipients, as well as a tab for each person in charge associated with these students, and a family tab.

Note: if you are only requesting Responsible or Family data, you will select here the students linked to the desired Responsible or Family.

Notify parents when a form goes online

To notify parents that a form has been put online, there are various options available, which can be combined.
These can be configured from Request management / Repository / select request, then click on the Send.... button.


The resulting screen shows the various options for communicating the form to parents:

1. Display of a warning zone on the Parent portal

This option lets you display a clickable banner on the home screen of the parent portal. The text displayed is entirely configurable; click on edit text to enter the text of your choice.
On the Parent side, clicking on this banner opens the form to be filled in. This will disappear once the form has been completed and sent.




2.Generate notifications on the Parent portal

The notification generation option lets you notify parents on their Eduka portal:

• Via a notification displayed in the notification center in the top right-hand banner. Clicking on the notification opens the form
• By a full-screen notification: this is a pop-up window that appears each time a page is loaded in Eduka to remind the parent to fill in the form

Notification in the notification center:


Full-screen notification :


The Clear notifications option allows you to delete all form-related notifications from the Parents portal.

3.Send e-mail

This function allows you tosend an e-mail from Eduka's E-mail module. This requires you to have access to the E-mail module and an e-mail account set up (contact your Administrator if this is not the case).
Still from the same screen, click on the Write e-mail button, which will automatically open a new window, creating a new e-mail in the E-mail module. A pre-configured (and editable) text is displayed, including a link that will take the parent directly to the form to be filled in. Under the "Recipients" tab, the parents of the pupils concerned by the request are pre-selected.



4. Manual mailing

If you'd like to carry out a manual mailing (via MS Office suite, Word and Excel for example), you can extract an Excel file containing all the information required for your mailing.
You will need to include the link to the form in your mailing. This can be found by clicking on the text "This is the link to be included in your mailing".

Track parent responses

To track parents' responses, access the dashboard in the Application Management module.
You'll find :

• "Recipients with no entries": the number of families who have not yet sent the form
• "Seizures awaiting processing": number of families who have completed and sent the form
• "Validated/rejected entries" : the Request Management module offers advanced features for managing the processing of requests. For example, it would be possible to define tasks following the submission of a form by a parent. At the end of processing, these requests would be assigned the status "validated" or "rejected".

Clicking on one of the numbers on the dashboard will take you to the details of the entries:

Task validation

Once the parent has sent in her completed form, you need to check whether or not the data entered is correct, and then validate the entry.

As you can see, there are a number of statuses for each entry.

Deleting an entry

You can delete an incorrect entry. If you tick the "remove from recipient list" box, the target person will be removed from the selection made in step 2 (See here); otherwise, the entry will be moved back to "Recipients not entered".

Adding validation tasks

When a new update request is created, a first task is created by default, "Verification of entry", but you can add more depending on your needs, in the scenario where several people each have to validate part of the request or form.
To add validation tasks, go to Request management / Repository / Select request, then click on the Configure tasks button and finally on the Add button .
For each task added, you must specify the person who will be responsible for validating it. You can also add fields to be completed or documents to be supplied for each task added.


As soon as the form is submitted, all the tasks created appear, and you can only change the status of a task if the previous one has been validated.

Remind parents who have not replied to the form

Parents who have not replied to the form can be reminded by using one of the notification methods described above, and ticking the option below: