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Data Collection Tab Settings

Data Collection in Edulink One has two sections:

  1. The Update Information section allows parents, employees and learners to see the information the school has about them. They can update their information if it is out-of-date, using the Update Information icon on their homepage.
  2. The second section is Data Collections, which is for authorised employees only. Any changes to information submitted by parents, employees or learners need approval from Data Managers— they must review and authorise the changes before they can be written back to SIMS.

It is recommended that you select at least one (you can have more) employee who acts as the Data Manager. Therefore, the responsibility for reviewing all information changes rests with the selected employee. The Data Manager must accept or reject the changes made in their Data Collection icon.

Setting Up Data Collection

To set up Data Collection, you must log in to the Edulink One app or website and locate the Administration Settings in the cogwheel at the top of the homepage. Next, you need to click on Administration to access the Setup tabs.

Subsequently, click on the Data Collection Tab to configure Data Collection.

Data Collection Tab

To enable data collection for your specific users, select your groups in the Enable Data Collection dropdown menu. You can select from individual employees or from Fixed User Groups, which you can create in the User Groups Tab.

Enable Data Collection and Manager Settings

Manager Settings

Managers-Employees: The employee selected manages all data collections related to employees.

Data Managers Employees

Managers-Student/Parent: The employee selected manages data collections related to learners and their parents.


Email managers when submitted: Turn ON to allow emails to data managers, alerting them when a data change has been submitted.

Email Managers when submitted (Data Collection)

Blocked contacts: If you have any parents who should NOT have access to information, such as student contact details including addresses, it is recommended that you block them in the Blocked contacts setting. This will remove their access to this section.

Reasons to include a parent in this section (those that are not already subject to a court order), maybe separation or divorce. For instance, one child’s parent may have expressed that they do not want their address disclosed to the other parent. Any contact included in this setting will not have access to this section. Additionally, they will not have access to the address or contact details of their child in the Account Info section of Edulink One’s user interface.

Personal Details

Title: This allows you to collect data on the users’ preferred titles, such as Miss or Mrs.

Preferred Forename: Allows collection of preferred forenames from Parents, Learners, Teaching Staff and All Employees. Tick the box of the group(s) to enable data collection.

Preferred Forename

Preferred Surname: Allows collection of a preferred surname from Parents, Learners, Teaching Staff and All Employees. Tick the box of the group(s) to enable data collection.

Preferred Surname

Contact Information

Emails: Permits collection of emails from Parents, Learners, Teaching Staff and All Employees. Tick the box of the group(s) to enable data collection.


Telephones: Enables collection of telephone numbers from Parents, Learners, Teaching Staff and All Employees. Tick the box of the group(s) to enable data collection.


Family Contacts: Allows these user types to see family contact information from Parents, Learners, Teaching Staff and All Employees. Tick the box of the group(s) to enable data collection. It is recommended that you limit this setting to those who need access.

It is recommended that parents who should not have access to addresses and personal information are included in Blocked contacts.

Update Family Contacts: This allows parents to update family contact information on Edulink One. Turn ON if you would like to enable this setting.

Only these priorities: Allows only parents of a certain priority to update their contact information in Edulink One. Parent Priority data is pulled from SIMS.

Only these priorities

Cars, Addresses and Moving House

Cars: Allows collection of vehicle data to either All Employees or Teaching Staff. Tick the applicable group.


Addresses: Tick the box of the user group(s) to allow the collection of addresses.


Enable address move cohabitees: Turn ON to enable all cohabitants to move to another address (all family members from a household), e.g. Mother and two children at the school. The parent would need to click the ‘Move’ button in Update Information in the user interface.

Update Family Contacts: moving all family to a new address


Travel Mode: Allows collection of travel modes (parents only), e.g. car, walk, bus etc…

Travel mode

Travel Route: Allows collection of travel routes (parents only). The travel route is the way the learners travel to arrive at school.

Travel Route

Dietary Information

Dietary Needs: Allows collection of dietary needs (parents only), e.g. allergies, vegan, halal…

Dietary Needs

Weekly Meal Pattern: This allows the collection of weekly meal pattern data (parents only). The categories parents can choose from are absent, cash cafeteria, home, ‘other school’, packed lunch or school meal.

Weekly Meal Pattern

Medical Information

Medical Practices: Allows collection of the registered medical practice(s) (parents only).

Medical Practices

Medical Conditions: Allows collection of medical condition information (parents only).

Medical conditions

Disabilities: Allows collection of disabilities information (parents only).

Disabilities field

Ethnic, Religious and Language Information

Ethnicity: This allows you to collect ethnicity information (parents only).


First Language: This allows you to collect information regarding the primary language spoken to the learner since infancy, both at home and in their community (parents only). You may also include second languages here if the learner speaks an additional language to English at home.

First language field

Home Language: Permits you to collect information regarding the language spoken at home (parents only).

Home language field

Religion: Authorises you to collect information regarding religion or religious practices (parents only).


Nationality: This allows you to collect information regarding nationality (parents only).


It is recommended that if the learner is over the age of 11, they participate in the decisions regarding their identity.

Parental Consents: Grants permission to collect parental consents (parents only).

Parental Consents

Restrict Consents: Select the consents you want to collect by ticking the box beside the consent (copyright permission, internet access, photograph student, sex education, data exchange). This will restrict parental consent to the selected consents only.

Restrict Consents

Enable Category Information

Enable Category Information: Turn ON to write descriptions of the data categories to provide parents with further information on how to update their data. The categories are Basic Category, Travel Category, Dietary Category, Medical Category, Parental Consent Category, Ethnic/Cultural Category, Contact Details Category, Family/Home Category, Cars Category, and Addresses Category.

Enable Category Information

Enable Category Example

Parent View of Ethnic/Cultural Category Information

The default setting of Enable Category Information is blank. To reset to default, click the Set Default button. You will be asked to confirm this action. Then, select Yes to confirm or No to cancel any changes.

Set Default Confirmation

To save the settings, click the Save button at the bottom of the page.

Save Button

MIS Compatibility

MIS Compatibility
Updated on 1 September 2022

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