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 They also allow you to send notifications to parents who have out-of-date funding codes, making it easy to keep your records accurate and ensure headcount is a breeze.

View our video guide to running live register checks

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

1. Chrome Extension Installed: Make sure the Pigeonhole Portal Manager extension is installed and active
2. Portal Access: You must be logged into the establishment portal in your browser
3. Site Selection: Select your site and funding term in the extension

The Live Register Check is only available for sites using the Liquid funding portal. If your site uses a different portal type, you’ll only see the Funding Forms tab.

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:

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

What to do:

• 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

What to do:

• 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

What to do:

• 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:

1. Make your changes in either system
2. Click “Refresh Live Register”
3. 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:

1. Download CSV manually from the establishment portal (usually under the ‘Reports’ section)
2. Upload file using the file input that appears after auto-fetch failure
3. Process comparison as normal

Tips for Success

Best Practices

1. Regular Checks: Run live register checks on a regular basis or before headcount submissions
2. Parent Communication: Use reminder buttons for funding code issues

Frequently asked questions