Guardian smartFORM Emails (Beta) – 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 how to view reports on the guardians that have received and confirmed reviewing those documents.

The Guardian smartFORM Emails feature is currently in beta testing, and is only available to select districts. Only districts included in the beta testing will be able to access Guardian smartFORM Emails. As this feature is in beta testing, the details outlined in this article are subject to change. Keep checking back to stay updated with feature changes, and the full feature release!

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.

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

Whether selecting smartFORMS to email from the Student Profile page or the smartFORMS page, users are taken through the process to review the selected forms, choose email settings, and preview the email to be sent.

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 checkbox to require guardians to acknowledge that they have reviewed each form.
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.

smartFORMS Emails to Guardians Tab

A log of all batches of guardian emails sent can be viewed under the Emails to Guardians tab on the smartFORMS page, along with details regarding guardian responses and the ability to resend guardian emails.

An example smartFORMS Emails to Guardians page, with the Emails to Guardians tab selected and labeled as step 1, the Sent This School Year dropdown labeled as step 2, the Form Template dropdown labeled as step 3, the table headers labeled as step 4, and View Details labeled as step 5.

Under smartFORMS, select the Emails to Guardians tab.
Select the desired time frame to view sent smartFORM emails. The default is Sent This School Year.
Use the Form Template dropdown to filter the sent emails by included smartFORM.
The log table of sent emails includes the Last Sent date, the user the emails were Sent By, the smartFORM Template, the number of included Guardians, the number of emails successfully Delivered, the number of emails that were Undeliverable, and the number of guardians that have Responded, if applicable.
Select the linked numbers of Guardians, Undeliverable, or Responded, or select View Details to view further data and available actions for a batch of emails.

An example smartFORMS emails to guardians details page, with the Guardians tab selected and labeled as step 6, the statistics summary labeled as step 7, and the table headers labeled as step 8.

The Guardians tab is selected by default, displaying the full list of guardians included in the email batch, with the Undeliverable, Responded, and No Response tabs also available, if applicable.
An overview of statistics is displayed on each detail page, included the overall number of guardians emailed, the number of emails delivered, the number of undeliverable emails, and, if applicable, the number of guardians that have responded, and those with no response.
The table of guardian email details includes the Student name, the Guardian Email, the smartFORM Form Name, the School, the Email Sent date, if the guardian has Responded, if applicable, and the date the Link is Valid Until.

An example smartFORMS emails to guardians details page, with the Undeliverable tab selected and labeled as step 9, and the Error Details column labeled as step 10.

Select the Undeliverable tab to view the detail log of guardian emails that were undeliverable.
The Error Details column displays why an email was undeliverable, included if the email was unable to be sent, if it was blocked, or if it bounced back.
- Unable to send: An email is considered unable to send when the recipient guardian's email address is invalid due to a typo, or because the email address is incorrect or inactive. The guardian's email will need to be updated before smartFORM emails can be received.
- Blocked: An email is considered blocked when it's prevented from reaching the recipient's inbox due to a permanent issue, such as the email or sender being marked as spam. The guardian will need to unblock the email or sender, or the email address will need to be updated before smartFORM emails can be received.
- Bounced: An email is considered bounced when it is prevented from reaching the recipient's inbox due to a temporary issue, such as the recipient's inbox being full, issues with the email server, or a too large email or file size. A bounced email can be resent at a later time.

An example smartFORMS emails to guardians details page, with the Responded tab selected and labeled as step 11.

If guardians were required to acknowledge reviewing forms in the original batch of emails sent, select the Responded tab to view the detail log of guardians that have responded, including the date each responded.

An example smartFORMS emails to guardians details page, with the No Response tab selected and labeled as step 12.

Select the No Response tab to view the detail log of guardians that have not yet acknowledged reviewing the sent forms.

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 learn more about setting up guardian emails, take a look at Upload Student Guardians or Create and Manage Guardians.