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Documentation Index

Fetch the complete documentation index at: https://pigeonholeapp.co.uk/docs/llms.txt

Use this file to discover all available pages before exploring further.

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Approving & Managing Funding Forms

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Approving and rejecting forms

Once parents have submitted their form, you will be notified by email and the status in the funding form list will change to ‘Awaiting Approval’. From here you can click the ‘view’ (magnifying glass) icon on the form to view the form. View button on a submitted funding form The view page allows you to either reject or accept the form:
  • Approve: Finalize the funding form and sign for its completion.
  • Reject: Return to parents with comments for corrections.
Approve and reject buttons on a funding form Once the form has been corrected and resubmitted by the parent, you will be notified by email and the form will be available for approval again.
The form data is used within our Chrome extension integration to provide live check data and also allow you to easily copy data into portals. It’s vital that the form data is correct to stop any issues submitting funding claims at a later stage.

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Manually updating forms

For various reasons, some parents might not be able to complete and sign a form online. Pigeonhole makes this easy to manage by providing pre-filled forms for each child that a parent can sign, and you can then scan and upload the form to Pigeonhole. Manual forms also allow the parent to sign the forms with you, so you can show them the form and get it signed off. In order to create a manual form:
  1. From the Funding Forms page: Go to the Funding Forms page and click “Add Funding Form”.
  2. Select the child and make sure ‘Manual Upload’ is selected.
Manual upload option on the add funding form dialog 3. The form will now show in the list with the manual icon. Manual form icon in the funding forms list
  1. Click the Edit (pencil) icon to edit the form
  2. Verify the funding hours and chargeable hours sections that have been pre-filled and click ‘Save’.
  3. You can also at this stage fill in any other information (Parents’ NI Numbers, DOBs, extended codes), and any proof of date of birth if required. This will then be pre-filled on any further form renewals.
For new forms, you only need to input the DOB type and number. You don’t need to upload the DOB if you have already seen it.
  1. You will now see a ‘Download Form for Completion’ button. This generates a personalised form for that child pre-filled with all the information.
Download form for completion button
Optionally at this point, instead of signing and returning the form, parents can sign the form on your device.
  1. When you have received the signed form back, click ‘Upload Completed Form’ to upload the form that has been signed.
  2. Finally, submit the form for approval. You can then approve and sign for the form as you would on a normal funding application.

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Converting forms to a manual form

You can easily switch a funding form between “manual” and “online” modes, depending on how the form will be submitted. Convert to manual option in the more actions menu To convert a form to a manual form:
  1. Go to the Funding Forms list and find the form you want to change.
  2. Click the More Actions (…) icon next to the form.
  3. Select ‘Convert To Manual’ To convert a manual form back to online:
  4. Go to the Funding Forms list and find the form you want to change.
  5. Click the More Actions (…) icon next to the form.
  6. Select ‘Convert To Online’
Switching between manual and automatic modes allows you to choose the workflow that best fits your situation. For example, use manual mode if a parent cannot access the online form.

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Renewing forms

When a funding form is due to expire, you can easily create a new form based on the previous data. Next to the approved form, select ‘Renew Funding Form’ under more actions (…). This will create a new form pre-filled with all the child’s details, with everything copied from the previous form. Renew funding form option in the more actions menu In the funding form list, you can use the ‘Expires’ filter to easily see which forms are expiring soon. Expires filter on the funding forms list

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Copying forms to other children

The Copy To feature allows you to duplicate an existing funding form to another child. This is particularly useful for siblings or children with similar funding arrangements, saving significant time on data entry. How to use Copy To:
  1. Navigate to the Funding Forms list page
  2. Locate the form you want to copy
  3. Click the More Actions (…) button next to the form
  4. Select Copy To from the dropdown menu
  5. Select the target child from the list
  6. A new funding form will be created for the selected child with all funding and charge data copied from the original
Copying a funding form to another child using the Copy To feature
The Copy To feature copies all funding and charge to the new childs funding form. This is useful if you are not using the Pigeonhole invoicing system and are managing funding forms manually.