Every time a parent calculates fees and asks for an email copy, PortalHQ saves the submission — their name, contact details, the children they entered and what was calculated. The submissions list is a lightweight lead pipeline for prospective families and an audit trail for current ones.
Where to find submissions
Go to Fee Calculator → Fee Submissions. The list shows every submission across all time, most recent first.
Each row shows:
- Parent name and email.
- Submission timestamp.
- Whether the parent identified as a current parent or a prospective one.
- Whether they opted in for follow-up.
- A summary of the children they entered.
Click a row to see the full submission — every child with year level, campus, entry year and the calculation result.
Exporting submissions
The Export action produces a CSV of all submissions. Useful for:
- Importing into a CRM or spreadsheet for the enrolments team to work through.
- Reporting on calculator usage over time.
- Following up parents who haven’t progressed to an enrolment enquiry.
Identifying lead quality
Two flags help triage submissions:
- Is current parent — the parent self-identified as already having a child at the school. These are usually parents projecting fees for the year ahead, not new enrolment leads.
- Opted in — the parent ticked the box to receive follow-up communications. Without this, contacting them outside the immediate calculator email isn’t appropriate.
For lead-generation purposes, focus on submissions where Is current parent = no and Opted in = yes. These are the prospective parents who want to hear from you.
Deleting submissions
If a submission needs to be removed — duplicate, test entry, parent request — use the Delete action on the row.
For routine privacy maintenance, consider deleting submissions older than your data retention policy (often 12 or 24 months). The calculator works the same regardless of historical data.
EnrolHQ integration
If your school has the EnrolHQ integration enabled, every submission also creates a lead in EnrolHQ — one lead per child, with a reference back to the original submission.
This means:
- The enrolments team works the lead in EnrolHQ, not in PortalHQ.
- The Fee Submissions list is the source-of-truth audit trail for what was calculated.
- A duplicate submission from the same parent doesn’t duplicate the EnrolHQ leads if EnrolHQ matches on email.
Check the EnrolHQ lead by ID if you want to see the follow-up activity for a particular submission.
If the integration isn’t enabled, you don’t see EnrolHQ in the list at all. Submissions are still saved in PortalHQ — they just don’t flow downstream.
Data privacy
Submissions contain personal information — parent contact details and child year levels. Apply the same care as you would to enrolment data:
- Limit who can see the submissions list to staff with the fee calculator permission.
- Don’t share exports outside the team that needs them.
- Honour deletion requests from parents promptly.
The privacy text shown to parents on the calculator (set in Calculator Settings) should reflect how you actually handle the data — review it whenever your retention or sharing practices change.
Using submissions to improve the calculator
Patterns in the submissions can flag setup issues:
- Lots of submissions where the calculation came out wrong or zero — usually means a year-level fee is missing or a campus is unmapped. Open a few full submissions and check the children entered against the fee schedule.
- Spike in submissions for a year level that isn’t usually popular — could be a marketing campaign working, or a misconfigured fee that’s attracting attention for the wrong reason.
- High drop-off rate (lots of submissions vs. low follow-up enquiries) — the calculator may be working as intended, but consider whether the email content is doing enough to convert curiosity into enquiry.
The submissions list is a small but useful signal alongside your other enrolment analytics.