The Online Re-registration and Data Verification platform streamlines the process of updating learner and parent information. Parents can confirm whether their child will return the following year (securing placement) or verify that their current contact and biographical data is accurate — replacing hard-copy forms with a digital workflow.

My School > People  >  Learners > Learner Year-End: Re-Registration

Note: If you have already processed the Re-registration step within the Admin Year-End module, do not use a Re-registration campaign. Run a Data Verification campaign instead.

Step 1: Create a campaign

1. Click Add Campaign.

2. Enter a clear Name (e.g. Grade 8 Re-registration 2025). Creating campaigns per grade or register class makes managing submissions easier.

3. Select the Type of Campaign: Re-registration or Data Verification.

4. Choose Send messages via: SMS, Email, Email and SMS, SMS else email, or Email else SMS. Schools are billed per SMS (approx. R0.29 per 160 characters).

Step 2: Set up the message template

• Set up subjects and bodies in both English and Afrikaans.

• Use the tag buttons on the right to personalise the message (e.g. [[ParentName]]).

• You must include the unique parent link. Under the Other tag category, click Link. Ensure there is a space before and after any tag fields.

Step 3: Select fields

Choose which fields parents can see and which they can edit. Legal documents (e.g. Contract with School, Indemnity) can be displayed but cannot be signed digitally — these must still be printed and signed manually. Set whether the OTP is sent via SMS, Email, or Both.

Step 4: Set the audience and publish

1. Select the register classes that should receive this campaign.

2. Use the Reactions tab to view recipients.

3. Send a draft email/SMS to yourself to verify the layout and link.

4. Click Publish Campaign. Once published, the campaign template and settings cannot be edited.

Step 5: Process submissions

1. Go to the Submissions tab.

2. Click View/Edit Submission for a learner.

3. The screen shows the Current Value in d6+ and the Submitted Value from the parent. Select the submitted value to overwrite the existing data.

4. Click Submit to update the learner's profile live.

Frequently asked questions

Can parents use the same link for siblings?

No. Each learner has a unique, encrypted link. Parents with multiple children receive a separate email or SMS per child to ensure data integrity.

What if a parent did not receive the message?

Go to the Reactions tab. If no date or time appears in the Sent column, verify the parent's contact details, update them if needed, and use the Re-send function.

When should I close a campaign?

Only close a campaign once you are certain all relevant parents have submitted their forms. Closing a campaign prevents further submissions.