Emails to Guardians Tab – 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 view reports on the guardians that have received and confirmed reviewing smartFORM email documents, and how to resend form emails to guardians.

Before You Begin

Required Permissions: Send smartFORMS to guardians

This lesson begins assuming that smartFORM emails have already been sent to guardians. To learn more about sending smartFORM emails, take a look at Email smartFORMS to Guardians.

Where to Start

The smartFORMS navigation tile.

Select smartFORMS.

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.

An example smartFORMS Emails to Guardians page, with the Emails to Guardians tab selected and labeled as step 1, the Last Sent Date 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.
Use the Last Sent Date dropdown to filter sent smartFORM emails by timeframe.
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 Not Received, and the number of guardians that have Responded, if applicable.
Select the linked numbers of Guardians, Not Received, 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 Not Received, Responded, and No Response tabs also available, if applicable.
An overview of statistics is displayed on each detail page, including the overall number of guardians emailed, the number of emails delivered, the number of emails not received, 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 Not Received tab selected and labeled as step 9, the Show only emails that can be resent checkbox labeled as step 10, the Error Details column labeled as step 11, the checkboxes to select rows labeled as step 12, and the Resend Forms to Guardians option labeled as step 13.

Select the Not Received tab to view the detail log of guardian emails that have not been received.
Select Show only emails that can be resent to filter the table accordingly.
The Error Details column displays why an email has not been received, including if the email was unable to be sent, if it was blocked, if it bounced back, or if it was not able to be received.
- Unable to send: The form was not sent due to a temporary system error. You can resend this email to try to resolve this issue.
- Blocked: An address is blocked when the recipient rejected the email. This can happen for a variety of reasons, such as an invalid email, or the email is flagged as spam. You will need to use a different email address for this guardian. Update your records before resending.
- Bounced: An email bounces when there is a temporary issue. For example, the recipient's email server may have been down when the email was sent. You can resend emails to try to resolve this issue.
- Not Received: The form has been sent, but the guardian's email server hasn't confirmed receipt of the form yet. Check back later to see if the email has been received, or if it needs to be resent.
Emails with the errors Unable to send, Bounced, and Not Received can be resent. To resend, select the checkboxes next to the desired rows.
Select Resend Forms to Guardians.

An example Resend smartFORMS popup window, with the communication settings labeled as step 14, Resend smartFORMS labeled as step 15, and the confirmation message and Got It button labeled as step 16.

Select the desired communication settings for the forms being resent. The settings originally selected for the emails will be default selected, but can be altered here as desired.
Select Resend smartFORMS.
A confirmation message displays, indicating the forms are being resent. Select Got It to close the popup message.

An example smartFORMS emails to guardians details page, with the Responded tab selected and labeled as step 17.

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 18, the Exclude students with at least one guardian response checkbox labeled as step 19, the checkboxes to select rows labeled as step 20, and the Resend Forms to Guardians option labeled as step 21.

Select the No Response tab to view the detail log of guardians that have not yet acknowledged reviewing the sent forms.
Select the Exclude students with at least one guardian response checkbox to filter the table to show only students and their guardians that have sent no responses.
Emails with no response and expired links may need to be resent. To resend, select the checkboxes next to the desired rows.
Select Resend Forms to Guardians.
Select the desired communication settings and confirm to continue with resending the forms.

Next Steps

To learn more about sending smartFORM emails to guardians, take a look at Email smartFORMS to Guardians.