Category: SchoolBench®

The “Winter is Coming” Release

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Winter is coming SchoolBench release

Parashift will be launching version 9 of SchoolBench this week. Our move to more regular releases continues unabated and winter is no exception. For schools yet to joint the SchoolBench family, “as Ygritte said “you know nothing Jon Snow”.

The GOT inspired release includes two great new features and some minor bug fixes.

New Features

Information Continuity – Attach metadata from your original digital asset to derivative versions.

SchoolBench metadata mapping to derivative

Naming Captions – To assist the identification of multiple people in photos, SchoolBench now enables users to further classify people by location (e.g. row) as well as their position in the school e.g. student/teacher, all of which is then presented in a legend associated to the image

Naming Caption

Naming Caption



EduTech Sydney June 6-7th 2019

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EduTech 2019

Parashift, the makers of SchoolBench will be at the 2019 EduTech conference in Sydney 6-7th June.

Come to our stand #541 and meet SchoolBench’s Technical Director, Peter Lesty for an insightful and deep dive into the technology being adopted by schools all across Australia, as well as hear what on the cards for the future.

Parashift’s EduTech 2019 Special Discount


SchoolBench Parent Portal is Released

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Designed by and for schools, the Parent Portal helps to build a closer rapport with your community by publishing more regularly a child’s educational journey, securely, safely and directly to their parents.

The Parent Portal can be provided to the school either as a standalone portal or embedded into your existing portal as an iframe.

To provide the school’s parent community with a seamless experience, the portal supports theming with the use of your School’s logo and colours. And with a simple and clean interface for parents, the portal automatically organises the photos by year and by child – handy for those families with multiple children.

Both automated publishing to parents and a more tailored approach can be adopted, with the community relations team curating the images before publishing.

SchoolBench’s Parent Portal connects the dots, by identifying the students through SchoolBench’s built-in facial recognition engine. Together with the student management system and event calendar integrations, children and their activities are identified and connected to their parents, all the while taking into account media consent, so that images featuring children with restrictions are not openly published.

To book a demo email us at or call 1300 769 809


SchoolBench Parent Portal

SchoolBench Parent Portal


Parent Consent – The Case for School Photo Management

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Parent and children reviewing photos

Communication teams are increasingly demonstrating the day-to-day value of their school through photos, and as the saying goes, “a picture tells a thousand words”.

This development has necessitated large amounts of time being spent trawling through a vast array of folders in Explorer or Finder. Feedback from our client schools has this between one to two days a week which also includes the manual task of correctly identifying the students so that parent privacy considerations can be applied.

Parashift’s research into photo school management and particularly the privacy views of parents has highlighted that parents’ concerns to privacy are in fact layered and speak more to control than actual risk.

When delving deeper into this, we found that parent concerns are greatly diminished with internal publications such as newsletters, bulletins and end-of-year books. Where they have the majority of concern is with public communication such as social media and traditional advertising, such as billboards. When we drilled down, the primary objection pertained to social media with fears of cyberbullying, predators (reinforced in regular news coverage) and special family situations

For school marketing with parents with highly restrictive requirements, we have found they too can often be used. A need for control has the parent imposing a restricted policy to the school; however, a personal request with an explanation of the image’s intended use, including the controls you have in place to protect the child will dramatically increase your chances. An example of a control is removing all metadata for identification reasons.

The simple permission classification of opt-in and out has the school limiting their creative content as well as their communities’ intimacy potential with the school. Surprisingly we found less than 3% of assets created are actually ever used.

In next month’s blog, we’ll cover off a multi-tiered permission approach when managing parental consent that takes into account the modern-day challenge.

SchoolBench Summer Release 2019 is here

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Summer Release

In case you didn’t notice, Summer is here! Anyway, we did, so it’s time for SchoolBench Summer Release to help you organise the new school year’s photos.

For clients, simply visit your Admin Panel tomorrow, and click the Updates button to receive access.

Here’s a summary what will be available, with more information made available in your online documentation.


         For the School Marketeers

Facial Recognition Management

  • Management of the bounding boxes for facial recognition has been made easier. Users can now make bulk changes to an image such as unassigning, removing and verifying people.

Event Suggestions

  • Like any busy school, sometimes events overlap. If SchoolBench is unsure about what event a photo relates to; it will provide you with a suggestion or a list of options should multiple events be on at that time.

Sort Order

  • Users can now edit their search results by sorting in the order of their preference.

SchoolBench Share Drive & Photoshop

  • Accessing your images in a Share Drive and applications like Photoshop has been overhauled, and now better reflects the folder and file layout you are familiar with.

Custom Tags Protection

  • Due to the growing usage of custom tags, SchoolBench now protects these amendable fields automatically when applying new custom tags.


     For the System Administrators…


Single Sign-on (SSO)

  • You can now implement SSO via Kerberos and Open ID Connect. This supports transparent login on premise and also using cloud providers like Azure AD and Google.

Nested LDAP Groups

  • LDAP now supports nested groups, so you can reflect your permissions and roles much easier.

Trigger LDAP Sync

  • Rather than waiting a day, you can now trigger LDAP Group/User Synchronisation from the Admin Panel whenever you make major changes.


Footnote: As SchoolBench is often an on premise solution; if you experience any issues upgrading due to your local environment, our support team is here ready to help. Merely log a ticket at


Rabbit Season! Duck Season! No, it’s SchoolBench Spring Release Season… Fire!

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SchoolBench Spring Release

Parashift is pleased to confirm SchoolBench Version 7 (aka Spring Release) will be made available next week. To upgrade, simply visit the Admin Panel and click the Check for Updates button after the 15th of November.

As SchoolBench is a collaborative project with school marketers, the Spring release includes a number of new features and enhancements to existing functionality, as requested by our client schools, as well as a few bug fixes.

New Features

  • Newly created signature images will now initiate an automatic scan of your existing image repository to identify even more people.
  • A popular request has now been actioned. New signature image logic extends auto tagging and facial recognition to teaching staff and school guests.
  • To help improve accuracy with SchoolBench’s machine learning, verifying a student’s image will become easier with a pop up of their signature image, so you can run a visual comparison and make the right decision even easier.
  • Another popular request has been keyboard shortcuts – we’ve listened!
  • SchoolBench’s Admin Panel can now run tests on your Synergetic database to check for errors and report them back to you.
  • A new Published To field makes it easier to track where images have been used, either in the Yearbook, on Facebook, or in newsletters. Of course, you can also filter on that field, making publication analysis now a breeze.
  • The Admin Panel allows you to configure SSL for your SchoolBench site to improve security through encryption. 

Feature Enhancements

  • Parent Permission, Tags and Published To fields now includes auto-suggestion to minimise the proliferation of names for the same classification.
  • The Date and Size values in the table view have been formatted to make them more easily understood.




Australia’s fourth oldest school, Pulteney Grammar, has a rich history to share through SchoolBench

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Established in 1847, Pulteney Grammar School is the second oldest independent school in South Australia, and the fourth oldest in the nation.

At its original Pulteney Street address, 27 students were taught geometry, spelling, geography, mapping, accounting and fretwork from 1848. The initial intake expanded to more than 250 by Christmas of that year.

Whilst originally offering co-education, after the resignation of headmaster Reverend W.S. Moore and his wife Elizabeth, head of the girls’ education, in 1884, the school became single-sex, teaching boys only. Pulteney was revitalised in 1999, when it again opened its doors to female students, and the coeducational experience continues to strengthen the experience offered to all students at the school.

the School is justifiably proud of its long and esteemed history and traditions, in 2018 it is a future-focussed school that offers its approximately 900 students (ELC through to Year 12) a dynamic, inclusive and forward-thinking education that uses every opportunity to leverage all that its Adelaide CBD location provides.

Forms 1A & 1B Mid Year 1933

Forms 1A & 1B Mid Year 1933


SchoolBench Supporting Archivists

With more than 170 years of history, Pulteney’s Archives understandably contain a considerable amount of photographic history, collateral, data and historical documents, which are managed by the School’s Archivist, Sam Cooper.

Ms Cooper explains that her role is to manage and make findable non-active records, “so everything beyond day-to-day running of the School”.

“This can range from governance items, such as finance and administration documents, to items donated to the school by past students,” said Ms Cooper.

“It covers objects as diverse as trophies and uniforms, as well as documents and images, both in print or digital.

“Before SchoolBench, material would come to me to be accessioned – a form is completed, the item is stored, described and boxed with a number. An ongoing concern has been deciding what we need to keep and what we don’t. The process is very paper-based and looks old school in its approach.”

In speaking to Sam about the challenges in her role, she explained; “My biggest challenge is keeping on top of the diverse and incomplete nature of the material we receive.”

Girls at Pulteney Street School c 1884

Girls at Pulteney Street School c 1884


“Often, requests are difficult to field – they come as “do you have pictures of 1960”, and this is then followed by much to-ing and fro-ing trying to understand the purpose of the query and the kind of results that are expected.”

SchoolBench was installed at Pulteney Grammar in February 2018, to support the School in securing and electronically storing their extensive and rich history captured in audio, video and pictorial files.  This extends to both Pulteney’s Community Relations team and Archives, where Ms Cooper works.

Ms Cooper went on to say, “while photographs are a small part of our entire collection, they are the most frequently requested and used.”

“Pleasingly, SchoolBench helps make Archives part of the school, as opposed to being a separate entity. Through its security and its central storage, SchoolBench has made self-service possible, which is a huge time saver for me, as I could spend up to 70% of my time fulfilling requests.”

“Prior to SchoolBench, after the image was scanned, we had to generate a thumbnail and load it into the database, with each step being very manual.  With SchoolBench, it’s just dragging and dropping. It extracts the information and puts it in the right places, and it even creates the thumbnail as well – I just uploaded 500 images yesterday, and it took no time,” said Ms Cooper.

If you would like to explore SchoolBench’s suitability for storing your school’s archives, contact Parashift or visit our website to arrange a demonstration for your school or college.




SchoolBench at the Educate Plus Conference in Auckland

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Parashift’s Henri Guillaume and I attended the Educate Plus conference in Auckland this month, and what a fabulous conference it was!

Coincidentally, being our first Education Plus, it was also my first trip to the land of the long white cloud, but alas, we were too busy to play tourist. We were there for four days and based at Sky City in the heart of the city.

Each day, the conference delegates kick-started their morning with a keynote speech. Day one, Corrinne Armour discussed Fearless Leadership, and day two, Sally Thibault spoke on Women in Leadership – The Reality, The Challenges, The Possibilities. Two very impressive and passionate speakers.

Parashift held a stand, and over the conference, pleasingly we were well visited by people from all other Australia and New Zealand, with great discussions on SchoolBench and the challenges faced in school marketing.

A highlight of the conference was the Gala Evening held at Eden Park. The event had the theme of wearing your team’s colours; however, some preferred to use the opportunity to frock up. An entertaining night that allowed people to let their hair down and enjoy each other’s company in a more relaxed forum.

Educate Plus Gala Evening
Judy-Ann Quillian from Loreto, Neil McWhannel of Educate Plus,
Kieren Fitzpatrick & Henri Guilluame of Parashift

3 Tips to Tracking School Published Photos

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Tracking School Published Photos

One of the challenges that schools face today is tracking their published photos. Considering how many times you post every week, and how many channels that you publish to, if faced by a parent to immediately remove all images of their child, how would you go about it?

The reason for their change of heart can vary. They may be disgruntled with the school, there could be a change of family situation, be media-shy, and perhaps the school itself requires the change due to a recent event that could cause embarrassment.

Will you have to drop whatever you are doing and begin a long game of hide and seek? Keeping in mind that Murphy’s Law might have you doing this, at a time not of your choosing, and when other deadlines are also pressing.

Proper governance requires that records are kept in a way that image/photo management continues after publishing. There are many ways to do this, from using a simple spreadsheet all the way to using an image management system to track – the key is to start!

Here are three suggestions to help you effectively track your published images:

1. WHAT did you publish?

We search by context, so it makes sense to store by context. Is the image a school building, a particular student, a school event and when was it taken? Cataloguing what is in the picture will help you find it again down the track.


  • Year: 2018
  • Term: 3
  • Term Week: 2
  • Student: Name
  • Teacher: Name
  • Event: Scuba Diving
2. WHERE did you publish       ?

When meeting school marketing teams, I often recall my time at school during the 80’s, where there was much less communication between the school and the community than now. We would receive the occasional newsletter and the end-of-year book, and not much else.

Nowadays, in addition to printed material, schools publish to parent portals, websites and social media channels of all kinds. Furthermore, the frequency has increased dramatically, to multiple times a week and even several times a day. Keeping track of where school images are published is key to having them either updated or removed.

3. WHEN was it published?

Newly published items can quickly hide historical content stored on websites, and more particularly on social media. However, it doesn’t mean the image has disappeared; you just have to go back further to locate it sometimes. Leaving it there means it can suddenly resurface: Facebook, for example, stores images in chronological order of publishing, but can be brought forward on newsfeeds, as reminders and on actions such as likes and comments.

Knowing when the image was published will assist you in also determining the parent’s consent rights at the time of release. And this could come in very handy, should the matter have the potential of becoming litigious.

If you would like to read more with regards to image management, here is a case study from our website on how a SchoolBench client, Seymour College, manages their images: Seymour College Case Study


5 Rules – Communication Strategy for Student Facial Recognition

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5 Rules – Communication Strategy for Student Facial Recognition Technology

A common question we receive about student facial recognition technology with schools, is “what do we tell our school community, particularly the parents, and how?”

Facial recognition technology is not new: we are all familiar with it – Apple and Samsung use facial recognition to unlock some of their phones. It’s when you consider just how many images a school can produce each week, and then multiply this by the number of student faces involved, facial recognition really comes to the fore!

Interestingly, Australia’s Privacy Act includes biometric data, but at the time of this article, facial recognition is not considered biometric data. This could however quickly change, and therefore, it would be prudent to treat the information with this in mind. 1988 Privacy Act

Following is a list of five rules to help schools build a communication strategy with their community while launching student facial recognition technology.

5 Rules for a Communication Strategy

Rule 1. Be open and honest

Parents can be sensitive to a school using facial recognition to identify students in images, or anyone else, for that matter. A particular demographic in your school with a heightened sensitivity will be new parents with their first child.

Being open and honest with parents drastically reduces the stress and fear that parents could feel if they found out about it through other means. Parents, by the very nature of placing their child at your school, display a faith that your institution will take care of their child, their pride and joy. To maintain this trust, simply tell them upfront.

Rule 2. Tell them why

Simon Sinek, the author and motivational speaker, is famous for saying ‘Start with why’ – it’s all about the children!

In today’s world of hypersensitivity to threats, both real and potential, there is a paradox with our ever-growing need to communicate to the world at large. Student facial recognition technology enables a school to identify students with a high degree of accuracy. And by knowing who the students are in the images, the technology helps the school meet the parent’s wishes more accurately as to what can and cannot be published.

Rule 3. Communicate the security protocols you have in place

As we are talking about student information, it comes as no surprise that parents will be concerned. So be proactive in telling them the safeguards you have in place. You already hold information about their child, so the school already has extensive experience in keeping it safe.

Highlight your protocols, such as:

– all images are stored on school premises,

– unpublished photos are not accessible through the Internet, even for staff,

– access on a needs only basis, and naturally,

– all actions are trackable.

Rule 4. Gain consent

Each year, schools obtain parents’ approval to use of images of their child. It may be a simple opt in and out, although schools are steadily moving towards a more extensive classification system by breaking permissions down to web, promotional and publication permissions. The 1988 Privacy Act requires any organisation over $3 million in annual turnover to obtain consent when keeping personal information. So other than being polite and attuned to your community’s needs, it’s the law.

Rule 5. Provide the ability to opt out

Family situations like broken families and unwanted media attention are just two examples of why a parent may change their consent. By letting them know how things are managed when they change, you how that you are prepared and that you have the child’s interest at heart. Again, if that’s not enough to inspire you, know it’s also the law.

If you think there could be additional rules to follow, or if you have experiences you would like to share, to help schools navigate this sensitive minefield, we’d love to hear your thoughts and experiences.

And one thing before you go, if your school uses Synergetic, you may be interested in reading our last blog on how Synergetic and SchoolBench work together to help schools. 3 Reasons SchoolBench integrates with Synergetic Student Management System