Live register data checks
Live register checks help you make sure all the funding headcount you submit to the council is up to date. They also allow you to send notifications to parents who have out-of-date funding codes, making it easy to keep your records accurate and ensure headcount is a breeze.New Feature: Auto-Fetch Live Register
With our Chrome extension, you can now automatically fetch the live register CSV directly from the establishment portal - no manual downloads required! The extension handles the entire process automatically and provides detailed error analysis.
Chrome Extension Live Register Check
The Pigeonhole Portal Manager Chrome extension provides an enhanced Live Register Check experience with automatic CSV fetching and detailed error analysis. This feature is available for sites using the Liquid funding portal.Getting Started
Prerequisites
- Chrome Extension Installed: Make sure the Pigeonhole Portal Manager extension is installed and active
- Portal Access: You must be logged into the establishment portal in your browser
- Site Selection: Select your site and funding term in the extension
Auto-Fetching the Live Register
The extension can automatically download the current live register CSV from the government portal, eliminating the need for manual downloads.How to Auto-Fetch
In order to auto fetch, make sure you are logged into the establishment portal, and then click ‘Fetch Live Register’.
Understanding the Error Panels
The Live Register Check displays results in three categorized tabs with helpful tooltips:
If theres no errors under each tab, your good to go! You can submit your headcount in the portal, knowing that the data matches the data in pigeonhole exactly
Missing Children Tab
What it shows: Children who appear in one system but not the other- Red items: Children in Pigeonhole but missing from the live register
- Orange items: Children in the live register but not in Pigeonhole funding data
- Check if children should be added to or removed from either system
- Click on items with an eye icon to view full child details and copy into the portal
Data Mismatch Errors Tab
What it shows: Children who exist in both systems but with different information Common mismatches:- Different funded hours between systems
- Mismatched funding days (Mon-Fri allocations)
- Discrepancies in funding codes or eligibility
- Review the specific mismatch details
- Update the incorrect system to match
Funding Code Errors Tab
What it shows: Issues with extended hours codes and funding eligibility Common issues:- Expired or invalid codes
- Parents who need to reapply for extended hours
- Use the “Send Reminder” button to notify parents about code issues
- Update codes against the funding form in Pigeonhole once received
Refresh Data After Changes
If you make updates to either the portal or Pigeonhole, you can refresh the comparison:- Make your changes in either system
- Click “Refresh Live Register”
- Review updated results in the error panels
Settings and Options
Include Unapproved Funding Forms
This checkbox include funding forms that haven’t been approved yet in the comparison with the live register When to use:- ✅ Check this if you want to see all funding forms in your comparison. this can be useful as an early indication of any issues with forms, even before a parent has signed them.
- ❌ Uncheck this if you only want to compare approved, active funding
Manual Upload Fallback
If auto-fetch fails, you can manually upload a CSV:- Download CSV manually from the establishment portal (usually under the ‘Reports’ section)
- Upload file using the file input that appears after auto-fetch failure
- Process comparison as normal
Tips for Success
Best Practices
- Regular Checks: Run live register checks on a regular basis or before headcount submissions
- Parent Communication: Use reminder buttons for funding code issues
Frequently asked questions
Why isn't auto-fetch working?
Why isn't auto-fetch working?
Auto-fetch requires you to be logged into the establishment portal in the same browser. If it’s not working, verify you’re logged in, try refreshing the portal page, and retry. You can always use manual upload as a fallback option.
Why am I not seeing any data or error panels?
Why am I not seeing any data or error panels?
Make sure you’ve selected the correct site and term in the extension. The Live Register Check is only available for sites using the Liquid portal type. Also verify that funding forms exist for the selected term in Pigeonhole.
Errors are still showing after I made changes - why?
Errors are still showing after I made changes - why?
After making changes in either system, click ‘Refresh Live Register’ to update the comparison. Allow some time for portal changes to propagate through the system, and double-check that both Pigeonhole and the portal have been updated correctly.
Should I include unapproved funding forms in the check?
Should I include unapproved funding forms in the check?
Check this option if you want to see all funding forms in your comparison, including those not yet approved. Uncheck it if you only want to compare approved, active funding forms. This depends on your workflow and what stage of data you want to validate.
How do I send reminders to parents about funding code issues?
How do I send reminders to parents about funding code issues?
In the Funding Code Errors tab, you’ll see a ‘Send Reminder’ button next to errors that have valid funding form IDs. Click this button to automatically notify parents about code issues that need their attention.
How often should I run live register checks?
How often should I run live register checks?
For best results, run checks monthly or before any headcount submissions to the council. Regular checks help identify any issues with funding codes quickly, and you can send reminders direct from the extension.