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    The letter writer screen is used to create a letter for children, account holders, or staff from a pre-created letter template. 

    Create a letter template
    The letter that you wish to use must be created, saved and imported into Infocare prior to using this facility. The letter may be created using any standard word processing software but must be saved in "HTML" or "Web Page" format.
     
    Once the letter has been created and saved in HTML format, uploaded the letter into Infocare using the Upload File facility under the Utilities menu.
     
    Creating a Letter
    Use the Type drop down list to select whom the letter is being created for. Options are Children, Staff, or Accounts.
     
    Use the Category drop down list to select the category of children you wish to create a letter for. 
     
    Use the Sort Order drop down list to select the order for names to appear.
     
    If your service is part of a group, and if you have the correct level of access, use the View By drop down list to can select to use children from the entire Group, Area, Region, or Centre.  
     
    Once you have completed your selection criteria, click the icon  and the relevant child, staff, or account holder names will be displayed for selection.
     
    To refine the list of names, use the Search field. Begin typing the name of the child, staff member, or account holder you would like to select. As you type, the list of names available for selection will change.
     
    Use the select radio buttons to select or deselect names by clicking the radio button next to the name. You can select all or deselect all names by clicking the radio button next to the column heading Child, Account, or Staff.
     
    You can change the order names are displayed by clicking the  icon.
     
    To send a one-off email to a group of people, select the required names from the list of recipients and click the click here button. 
     
    Use the Page break between documents drop down list to select Yes if you would like to force a page break between each letter. Alternatively, select No.
     
    From the Letter drop down list, select the appropriate letter that has been previously uploaded. 
     
    Once you have selected the letter and the correct group of receipient, click the Print button. If the contacts for any of the children selected have agreed to receive their correspondence by email, a table with all of the selected children will be displayed indicating whether they are receiving the letter by email or by printing. 

    To send email letters, click the Email button. 
    To print those that will need to be posted or handed to the parents, click the Print button.

    You can select whether each person will receive a copy of the letter by email or hardcopy or both by selecting the appropriate radio buttons associated with the person. You can select all print or email on or off by clicking on the radio buttons for Email and Print.
     
    To print or email an individual copy of the letter, click the or  icon associated with the person required.

    Keywords 
    When writting a letter to use as a template, you can use "Keywords" to personalise the letter. The data that has been entered into Infocare for the corresponding keyword will be automatically customised within each letter.

    Keywords are associated with various entities in Infocare (Entities refer to Children, Accounts and Staff specified in the Type drop down list). 
    NOTE: Some keywords for entities can be combined in the same letter and some cannot. 

    When using keywords to create a letter please see the details below and use the keywords associated with each entity type. 
     

    Keywords for the  Centre

     

    TODAYSDATE

    Will display the date the letter is created

    LOGO

    Will display your centre logo if loaded

    IMG=image file name

    This will insert an image of the filename specified into the letter (e.g., IMG=myimage.jpg)

    CENTRE

    The name of your centre

    COMPANY

    The name of your company if defined

    ACCOUNT

    Your bank account number

    MANAGER

    Your centre manager’s name if defined

    POSTALADDRESS

    Your Centre postal address

    EMAIL

    Your centre email address

    TELEPHONE

    Your Centre phone number

    FAX

    Your Centre fax number

    PARENTPORTALURL

    If you have subscribed to the Infocare Parent Portal Module, this keyword will insert the web address that parents can use to access the parent portal from their computers

    Keywords for Children

     

    ADDRESS

    The Primary Care Giver(s) Full names and child's complete address will be used

    ADDRESSLINE1

    The first line of the child's address will be used

    ADDRESSLINE2

    The second line of the child's address will be used

    ADDRESSLINE3

    The third line of the child's address will be used

    ADDRESSLINE4

    The fourth line of the child's address will be used

    SALUTATION

    Will display the salutation selected for the contact in the contact update screen

    PARENTSNAMES

    Will display the first names of both parents for the child( i.e., Fred and Mary)

    PARENTSFULLNAMES

    Will display the first names and the surname of the parents for the child (i.e., Fred and Mary Smith)

    FIRSTNAME

    Will display the child's first name

    LASTNAME

    Will display the child's surname

    BIRTHDATE

    Will display the child's birth date

    APPLICATIONDATE

    Will display the child's application date

    STARTINGDATE

    Will display the child's starting date

    LEAVINGDATE

    Will display the child's leaving date

    AGE

    Will display the child's current age

    heshe

    he or she will be displayed depending on the child's gender

    HeShe

    He or She will be displayed depending on the child's gender (note capitals)

    hisher

    his or her will be displayed depending on the child's gender

    HisHer

    His or Her (note capitals)

    himher

    him or her will be displayed depending on the child's gender

    ETHNIC1, ETHNIC2 ETHNIC3

    Each of the child's selected ethnicities can be displayed by selecting ETHNIC 1, 2, or 3

    IWI1, IWI2 or IWI3

    Each of the child's selected IWI affiliations can be displayed by selecting IWI1, 2, or 3

    REFERENCE

    Will display the unique reference assigned to the child

    TIMETABLE

    Will display details of the child's current timetable

    ATTESTEDHOURS

    Will display details of the currently attested hours for 20 hours ECE for this child

     CONTACTDAYTIME

    Will display the daytime telephone number for the contact

     CONTACTEVENING

    Will display the evening telephone number for the contact

     CONTACTMOBILE
    		Will display the mobile number for the contact
     CONTACTID

    Will display the ID number for the contact 

     CONTACTIDTYPE

    Will display the ID Type for the contact

     CONTACTEMAIL

    Will display the email address for the contact

     

    When composing letters for the Child, you are also able to include keywords for the Centre

    Keywords for the Account Holder

     

    REFERENCE

    Will display the reference unique for each account holder

    BALANCE

    Will display the current balance of the account for that account holder

    PAYERADDRESS

    Will display the address of the account holder as it is entered in the contact update screen

    PAYERADDRESSLINE1

    The first line of the account holder's address will be displayed

    PAYERADDRESSLINE2

    The second line of the account holder's address will be displayed

    PAYERADDRESSLINE3

    The third line of the account holder's address will be displayed

    PAYERADDRESSLINE4

    The fourth line of the account holder's address will be displayed

    PAYERSALUTATION

    Will display the salutation selected for the account holder in the contact update screen

    PAYERNAMES

    Will display the first names of the account holders (i.e., Fred and Mary)

    PAYERFULLNAMES

    Will display the first and last names of the account holders (i.e., Fred and Mary Smith)

     

    When composing letters for the Account Holder, you are also able to include keywords for the Child and the Centre

    Keywords for the Contacts (to be used for the Parent Portal Letter)

     

    USERNAME

    If you have subscribed to the Infocare Parent Portal Module, this will insert the Username, which is the email address assigned to that contact in the Parent Portal Letter

    PASSWORD

    If you have subscribed to the Infocare Parent Portal Module, this will insert the system generated password for the appropriate Contact in the Parent Portal Letter

    CONTACTSALUTATION

    Will display the salutation selected for the contact holder in the contact update screen

    CONTACTNAME

    Will display the first name of the contact (i.e., Fred)

    CONTACTFULLNAME

    Will display the first and last names of the contact (i.e., Fred Smith)

     

    When composing letters for the contacts (Parent Portal Letter), you are also able to include keywords for the Centre

    Keywords for the Staff

     

    FIRSTNAME

    Will display the staff member's first name

    LASTNAME

    Will display the staff member's surname

    ADDRESS

    Will display the staff member's address

    STAFFMAIL

    Will display the staff member's email address

    STAFFPHONE

    Will display the staff member's phone number

    STAFFMOBILE

    Will display the staff member's mobile phone number

    ETHNICITY

    Will display the staff member's ethnicity

    BIRTHDATE

    Will display the staff member's date of birth

    STARTINGDATE

    Will display the staff member's starting date

    LEAVINGDATE

    Will display the staff member's leaving date

    JOB

    Will display the staff member's job title

     

    When composing letters for the Staff, you are also able to include keywords for the Centre

    Keywords for the Parent Enquiry module letters

     

    CENTRE

    Will display the name of your Centre

    CENTRETELEPHONE

    Will display your Centre telephone number

    CENTREEMAIL

    Will display your Centre email address

    LOGO

    Will display your Centre logo

    USERCOMMENTS

    Will display any comments entered by the Centre staff

    LEARNEDFROM

    Will display the contents of the "learned from" field

    STATUS

    Will display the status of the enquiry (i.e., New, Contacted, Tour Scheduled, etc.).

    ORIGIN

    Will display the origin of the query (i.e., website, walk-in, email, etc.).

    LOCATION

    Will display the location care is required (if appropriate)

    REFERENCE

    Will display the reference assigned to this query

    PARENTFIRST

    Will display the parent's first name

    PARENTLAST

    Will display the parent' last name

    PARENTPHONE

    Will display the parent's phone number

    PARENTMOBILE

    Will display the parent's mobile number

    PARENTCOMMENTS

    Will display any comments entered by the parent

    FIRSTNAME

    Will display the child's first name

    LASTNAME

    Will display the child's last name

    GENDER

    Will display the child's gender

    BIRTHDATE

    Will display the child's birth date

    APPLICATIONDATE

    Will display the date the enquiry was received

    STARTINGDATE

    Will display the requested starting date for the child

     
     Example - Letter Template
     
    TODAYSDATE 
    ADDRESS 
     
    Dear SALUTATION
     
    Re: FIRSTNAME SURNAME
     
    I notice from our records that FIRSTNAME was born on BIRTHDATE and made application on APPLICATIONDATE for a place at our service. HeShe started with us on STARTINGDATE, and heshe is scheduled to leave CENTRE on LEAVINGDATE.  Please would you confirm hisher dates are correct?
     
    PARENTSNAMES you are welcome to visit our centre at any time.
     
     Yours sincerely
     
    IMG=signature.jpg

    Centre Manager
      
    For example, if you created a letter with the above content, using keywords, saved the letter in HTML" or "Web Page" format and uploaded the file to Infocare. Once this letter had been selected using the letter writer function the letter would be printed as follows:

    Example - Printed Letter 
    7th November 2025
    Mr C and Mrs R Marsett
    29 Foxtail Close
    Browns Bay
    Auckland
     
    Dear Mr and Mrs Marsett
     
    Re: Amelia Marsett
     
    I notice from our records that Amelia was born on 23 May 2023 and made application on 02 August 2024 for a place at our service. She started with us on 10 August 2024, and she is scheduled to leave Infocare Childcare on 23 May 2028.  Please would you confirm her dates are correct?
     
    Chistopher and Rose, you are welcome to visit our centre at any time.
     
    Yours sincerely

     Centre Manager
     
     
     
    For further information or assistance please call
    0508 INFOCARE (0508 463622) or email help@infocaresolutions.co.nz
     
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