Email smartFORMS to Guardians – eduCLIMBER

Guardian smartFORM emails allow organizations to communicate aspects of student information, such as screener scores or intervention updates, to guardians and families, and to meet state or local requirements. This lesson walks through how to securely send smartFORMS to guardians via email, and what guardians will see when they receive a smartFORM email.

Before You Begin

Required Permissions: Send smartFORMS to guardians

This lesson begins assuming that students' guardians have been created or imported into eduCLIMBER. To manually create guardians, take a look at Create and Manage Guardians. To upload a file of guardian information, take a look at Upload Student Guardians.

Having students' Home Languages configured is an optional step, but allows users to translate smartFORMS into the student's Home Language before sending them to guardians to view. To learn more, take a look at Configuring Home Languages.

Where to Start

The smartFORMS navigation tile.

Select smartFORMS.

An example smartFORMS Student Forms page, with the smartFORM checkboxes labeled as step 2, and the Set up guardian emails bulk action labeled as step 3.

Select the checkbox next to one or more Student Forms.
Select Set Up Guardian Emails.

Email Configuration and Review

An example Review Students, Guardians, & Forms page, with the summary labeled as step 4, the table of linked students, guardian contacts, and number and name of linked smartFORMS labeled as step 5, and the Continue button labeled as step 6.

A summary of the number of students, the number of associated guardian contacts, and the number of smartFORMS to be sent, based on which smartFORMS were initially selected to be emailed, appears at the top of the table.
The review table displays the student names, their associated guardian contact emails, the number of forms set to be sent to those guardians, and the names of those smartFORMS. Review this information to ensure that the list of included students is correct, the guardian contacts are up to date, and the desired forms are linked.
Select Continue to move to the next step.

The Choose settings screen, with the settings checkboxes labeled as step 7, and the Back and Continue buttons labeled as step 8.

Select the desired Communication Settings.
- Check the first box to translate linked smartFORMS into the student's home language, if it is a language other than English, if Home Languages have been configured.
- Check the second box to require guardians to acknowledge that they have reviewed each form.

Selecting the translation option will translate the linked smartFORMS into the configured home language, but does not translate the email the guardian receives, nor the security questions guardians must answer to access the linked forms.

Select Back to return to the previous step. Select Continue to save these settings and move to the next step.

The Preview email screen, with the Email Message tab selected and labeled as step 9, and the email preview labeled as step 10.

The preview of the Email Message is selected by default.
Review the preview of the email that will be sent to guardians, ensuring the language is updated according to the selected communication settings, and note the document expiration date. This email message cannot be edited.

The Preview email page, with the Security Questions tab selected and labeled as step 11, and the questions preview labeled as step 12.

Select the Security Questions tab to view the preview of the security questions that guardians will be prompted with upon opening the emailed forms.
Review the preview of the security questions. These security questions cannot be edited.

The Preview email page, with the Linked smartFORMS tab selected and labeled as step 13, the preview of the linked documents labeled as step 14, and the Back and Continue buttons labeled as step 15.

Select the Linked smartFORMS tab to preview the forms access page that appears once the security questions have been answered correctly.
Review the preview of the linked smartFORMS, ensuring the correct number of linked smartFORMS and the correct form names, and noting the document expiration date.
Select Back to return to the previous step. Select Continue to move to the next step.

The Review Summary and Send screen, with the summary information labeled as step 16, and the Back and Email Forms to # Guardians buttons labeled as step 17.

Complete a final review of the the smartFORM email settings.
Select Back to return to the previous step. Select Email Forms To # Guardians to proceed with emailing the forms.

The Sending smartFORMS confirmation message.

A confirmation message appears once the emails are sent. A notification will be sent once the emails have sent, and the status of those emails can then be viewed under the Emails to Guardians smartFORMS tab.

What Do Guardians See?

An example auto-generated email from the guardian view, with the View Documents button labeled as step 1.

When guardians receive a smartFORM email, the email will display the district name via eduCLIMBER in the title, with the auto-generated email that appeared in the email preview. The guardian can select View Documents to continue.

An example security question popup screen, with the security questions labeled as step 2, and the Submit button labeled as step 3.

The guardian will be prompted to answer the security questions for their student.
Once entered, they can select Submit to continue.

An example banner message noting that response is requested, with the I Reviewed This Document button labeled as step 4.

The delivered smartFORMS will appear. If the guardian acknowledgement setting was enabled, the above message will appear as a banner on each smartFORM. The guardian must select I Reviewed This Document to notify the district that the forms have been viewed.

District users looking to test and preview guardian emails or provide a demonstration by sending smartFORMS to an internal email should close all other eduCLIMBER browser tabs before selecting View Documents from within a guardian email to ensure that the process functions as intended.

Next Steps

To view smartFORM email batches that have been sent to guardians, and if those emails have been received and reviewed, take a look at Emails to Guardians Tab.