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ParentSquare Admin Training Video

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hi everyone this is Kendra from parents squared I'm going to give us just another minute or so to let more people login and then we will get started again I'm just pausing for just a minute making sure we don't have any others joining us it looks like we're expecting a few more so I'm just going to wait another minute and then we will get started with your parents it raining today alright welcome everyone my name is Kendra Samantha and I am one of the trainers here at parentsquare welcome to your admin training our admin training agenda today are too generous to go through the general navigation and account settings the three ways to communicate within parentsquare which should be our post Direct such as alerts and notices then we're going to take a look at our explore tab with the directory calendar and resource hub after that the admin tab which covers your dashboard groups users and use permissions and last but not least we're going to cover your resources help and support so where to go after leaving training if you need any further assistance as a general overview of parentsquare in case you're not familiar parentsquare is one Central Tool it is a One-Stop shop for communication for the district school and classroom that allows for two-way parent engagement with all different stakeholders across the district we do provide a nightly data sync with your student information system so what this means is everyday our system talks to your student info mission system to get the most up-to-date information so if a parent changes contact information or you have a new student enroll into the District of the school then parentsquare System picks up all of that information so that when you are communicating you are communicating with the most up-to-date contact information for all of your users we do provide quick translation in over 100 languages so all users can show to receive the communication in the language of their choice We are one hundred percent reachable with a candle can you pause for 1 second and seems like folks can't hear you let me just put a positive see if they can try calling in as a few folks it's for people but I've been you can hear me I can't hear you yet I'm just going to ask you 10 days very fast if you can hear Kendra can you guys raise your hand okay so folks some folks can hear you okay keep going I'm just going to message these individual users and I'm going to ask them to call in okay thanks everybody all right so as with all of your communication we like to say that we are percent reachable to your audience wants any message whether it be a post a phone alert or on any type of communication that goes out from parents where you can see how it was delivered and a for some reason if anything I'm didn't get delivered correctly to a particular user this system will tell you if it was a bad email maybe it was a landline instead of a cell line I'm different things like that so that you can 100% of your targeted audience parentsquare also allows you to create targeted groups so that you're not sending communication out District school or classroom wide if you don't want you can turn it select groups of parents are students or staff and we will walk through setting up those groups today as well there are multiple ways to communicate with families today we're going to focus on our mobile friendly familiar website there's also email and push notifications as well as text notify patience and we do have apps for both the IOS and Android to activate your account you should have received an email that was custom by your school or District telling you to please go in and activate your account once you invite parents and other users they also will receive an email inviting them to go and activate their account if some reason you didn't receive the email or you have a parent who says they didn't get the email for some reason you can also just go to parentsquare.com and register your account you would enter your email a or cell phone number that you have on file with the district you can also do this by downloading the app on your phone and then registered just the same way for today's training you are welcome to just follow me through my screens or if you want to log into your account you can log into your account and follow along that way as well either way totally up to you as we go through today's presentation some of you of our to use the chop feature to communicate with my partner Evan Evan is on the line to answer questions as we go through so please hesitate to type in the chat box at and we'll take care of those and at the end Evan and I will both pause see what last questions you have before leaving today all right and I am now bumping on over to our Rincon point to school our Rincon Point School is our training environment it is where you can see all of the teachers in pools that are utilized within the parentsquare system and so on this is where we come in and play and test features as well so that you can see what it's like to be actively working in the system when you first log you're going to see that you have a menu across UPS let me see why you are not seeing my screen give me one second all right you should be seeing my screen now I apologize I don't I don't know why it froze on you so when you log into the system you it brings you to your dash and your day Josh Ward allows you to see everything as an administrator when you login all users come into the dashboard or main screen that looks like this and a cross the top you have a menu and going down the left hand side you also have your menu what you can see here is the Rincon Point School like I said was our training environment on this is kind of our face need the name of your school will appear right here and if you have a child or children in the district or school you don't have to have a separate account to be able to view everything or your particular child it is a single sign-on system it merges the two together for you so that you can toggle between your school or site as the administrator and then if for example wanted to see things with my daughter Mackenzie I could click right here and it would take me to MacKenzie's dashboard so I view everything as a parent for Mackenzie and then to get back out this whole area stays the same you just like back on for example the rink on point school to go back to your work site focusing our attention now all the way on the right hand side if you click on your name and then click on my account it's been going to load the account features or you and where you can have some change some settings 1st setting is your notification setting and to customize these you click customize your settings and then you're going to see all the things that you can customize in here your emergency alerts and notices cannot be disabled they are always going to be on you can turn off or customize anything with the gray pencil so you have your school alert and if you want to know more about what these things are you can simply hover over the eye and it will tell you what those items are your general announcements in messages as well and you can see you be notified via email text or app notifications going down to the notification frequency for our posts so when somebody post something that you are the intended audience you get a notification that a new post has been created you can be notified email text or after notifications and you have some options so if I click on the pencil next to the email it's going to ask me when I receive a new post do I want to be notified instantly where I do I want to get a digest email the digest email runs each night approximately 6 to 7 p.m. and you would get one email with a digest or a list of all the post that came in that day where you are the intended audience so either one you can change these at any time so you can set it one way you can change it and always go back but instanter digests and then you would click save the next type of setting that you can do is let's go right back is your language settings your language settings automatically default to English but if your preferred language is something other than English you can click on change this Ana screen will load with a drop down and you can choose from any one of the over a hundred different languages so that when something comes in any communication in your screens change to the language of your choice all users have the ability to update notification settings and their language setting to get back to the main screen you're just going to click on home and when you go back to home we're now going to focus our attention on the left hand side of our screen on the left hand side of our screen we have three different bullet points the first one is communicate so that's the first category were going to talk about today there are three different ways to communicate the first when is a post and all of your post land in the center of your main page here so you can see swirling down these are all different that has been created to create a new post you're going to click new post and together we're going walk through all the different fields for creating your new post the very first thing you need to do is select your targeted audience do you want this to go to the whole school or District or are there individual smaller groups that you want this to go to the important thing to note here as well as you can send it to multiple groups as well so you can hand-pick all of your groups for example if I wanted it to go to second grade then I click on it again and sixth grade for example who do I want to see this how does my second grade and sixth grade who do I want this to be visible to is it going to stop parents or students or any combination of the three next I'm going to choose my subject our back-to-school survey I'm going to type in the information for my post and then once my information is in I have the option to make my text bold italicize underline I can highlight and make things different color all of these features work very much like a word processing system that you already have on your computer I do like to point out though to make your post more inviting or I'm kind of stand out a little bit you can add pictures and videos to add a picture or a video you would just click on the icon you can drag-and-drop something that is already loaded on your computer on your desktop you can just drag and drop it or you can click and it will pull up the files on your computer and then you can pick a particular file that you would like to use so for example and then it drops it right into your post from here you can't edit your picture you can make it bigger you can make it smaller all of the different editing tools pop up as well so now that my picture is in here I want to scroll down to the bottom of the post to show one feature if you click where it says edit translation this will allow you to view all of your texts in Spanish it's translating it for you right now and now you can see it brings back to the top where you can toggle between your English version and your Spanish version as you scroll through this is all in Spanish and this is where you can click and edit if need be so you can edit the Spanish version to those users who have selected Spanish can I have an edited version as well to go back to English you could just click on English and it will take you right back to the English version keeping in mind you want to eat in the idea of making this a one-stop-shop for your families there are things that we can to our post so everything we need to know about the reopening survey can live in this post so we can do some add-ons on the left hand side you see your menu of a don the first one is a calendar entry I can put this on the calendar and I can set a time I can also make this an all day event or if I were doing an event where I have a hard start and stop time I can do a start time and then click where it says add and time to put it that way as well I can make this a repeating event on the calendar I can send a reminder reminding people either one two or three days prior to the event I can. to request an RSVP requesting or STP allows you to get very specific as well if you're doing an event where maybe you want to limit it to a hundred people you could type in your limit and then it will only let so that number of people register RSVP you can also indicate how many adults and how many kids in the RSE as well you can attach the photos or files that you want to be viewable for your users you also can attached forms or permission slips if there's a form or a permission slip that pertains to this event you can attach them here and then your users can fill them out within the platform itself and send them right back to you you can ask for items asking for items if you're doing like a PGA event classroom teachers might have a wish list of items that they need and they would just type in the name of the item and set the quantity you can add multiple things to your wishlist and you can keep going to build that list you can request volunteers when you request set up the requesting volunteers it does allow you also to specify when you need your volunteer so if you have like an all day event or a multi-day event you can set up a schedule for people to go in and pick their times in which they like to volunteer event requires payment you can request payment so the parents can pay directly in the system itself as well when you have all of your add-ons added to you post you come back to the top we're going to focus our attention to the right hand side of the screen on the side of the screen you see your notification options I see right here that this is my audience so I 7 people will get notified instantly of this post 32 people will be notified in the digest email this is where I can override those options if need be I can send it to them at their preferred time or if this is something that needs to go out immediately I can send it instantly which then would override the digest setting for this particular post if I don't want send a notification I just want to post the information and I'll see it when I log into parentsquare you can also not notify under post now you have Subs options if everything is ready to go using click post now you can also create this post and then schedule it to go out at a later date and time you can save it as a draft and come back later to make edits and change before publishing it or you can preview it you can preview from here or here when you click on preview it's going to show you an example of what it's going to look like how was your post all right so now we see that we have our calendar entry at the top and this is where your users can add this information to their personal calendar they can RSVP they see all the information regarding our post your wishlist where they can sign up and again another option for RSVP at the bottom going back to the very top if you want to see a preview of the notifications or preview of your post on the web you can click right here and this will send you a test and only you as the owner of the post so it won't go out to anybody else and then you can do it and see if you need to make any changes if everything is good to go you can click post now this is a your of how your users will be notified and you click post now all right once your post has been published you brings you to this screen where you can see a list of options of what you might want to do with the post however I'm going to show you when we go back to our home screen that you have that list of options also summon a click back on home I'm going back into my home screen my post is now at the top of the list your list of post go in order with always the newest on the top the owner of the post you can click on the little gear and this gives you that menu of whether you can edit the post you can delete it you can duplicate to create another one you can send out an update disable the comments you can add somebody else to be the owner of the post if it is something where you're having people volunteer right here you can see who has volunteer and you can send them a message or you can also share this post out on Twitter or Facebook or a specified website scrolling down and looking at the bottom of her this is where you can also view your RSVPs or if you want to as an admin and somebody calls you on the phone and says hey sign me up to bring markers you can go in and add them to the sign up it is like a like on Facebook you can add a comment or you can print your post also as the owner of the post and we talked about I'm reaching 100% of your targeted users you can click the little eyeball icon where it says for example 6 notified this will give you your delivery statistics for this particular post so what you're seeing load on the screen now is that we had this go out to 53 total recipients it's letting me know email users text users an app notifications and then it breaks down the data a little more shows me how many it was delivered to if it failed or you in also confirms receipt on the app users not remember for your email users some of those people did you choose to get it as the digest email so they're not going to be notified until the digestion goes out but more importantly it's showing me who it was not able to reach at this time so if I want to know what text users failed or for example to email that bounced it been those me a list of everybody that this went to and it tells me in kind of a burgundy red color what was invalid so then I can Circle back to this particular participant and make sure but we have the most up-to-date contact information in our student information system so that the next time I try to contact them they are able to receive the information this is available for any post that you own so that you make sure you're reaching everybody that needs to be reached ticket out of here you just click back on the home screen if you had a post scheduled or you saved a post as a draft it will pop up right here and you can click there to edit or make any changes you need to the next way to communicate within the system is messages messages are direct messages and I would save these and use these to contact one two maybe three people so a very small group of people to create a new message you click where it says message and then it's going to ask you to choose either through the menu here or you can come right to where it says recipients and type in a person's name or start typing and it will search and find them if you add you can add like I said a few people to your list and once you add a second person it's going to ask you if you want this message to privately meaning like kind of sending an email with a beat through the BCC line or if you wanted to be a group message where everybody can comment and die and have dialogue together then you would in your message you can add a picture or a file and then click Send then after you click Send just like the post the newest message always goes to the top of your feed to view the message you can just click on it and then you see all the dialogue of this particular message your message appears very much to me like a text feed where you have your dialogue back and forth you can reply at a picture and out of file and then click reply okay then the very last way to communicate within this system are alerts and notices an alert and noticed is only available to admin users or to VIP staff and alert notice alerts a note are or smart alerts are for sending out text messages voice calls and you can also follow it up with an email if need be the reason we call him smart alert is B how's it going to go out first as a text message or a phone call and then if for some reason the text or the phone call didn't go through you can set it up that did not user would also receive an email so you are ensuring that no matter which delivery method they are getting the communication again it's going to send it as a text first followed by a voicemail and then an email to create a new smart alert uclick new smart alert and much like the post we're going to walk through our form you're going to create a title you can choose what phone number you want to appear on the caller ID from your school then you're choosing who do you want to go to much like a post it can go to the whole school individual grade levels or groups then do you want to go to stop parents or students or any combination of the three you can also add recipients by uploading a CSV file this is most often used if you have users that are outside of your parents wear system or platform that you want to be notified my community members on if you're doing something for cramps parents whatever you can upload their contact information that utilizing is CSV file going down this is where we create the body of our smart alert you type in the information and then if you click on Spanish you can see that it does translate it for you in Spanish as well so there's families that selected they're automatically going to get that Spanish translation and you can edit it if need be you can also record a Spanish version of your message clicking back to English through the phone it's going to go out first as a text message to use me as text message and a voice message for text-to-speech you're typing in the script for the computer to read or you can record your own message in recording your own message you have an option for the system to call a phone and then you pick up the phone and record your message utility phone number to call I like this feature right here where you can type in a script so that when the phone rings and you answer it you can just read the script write off the computer when you hang up your phone it will ven go right back here and you can click a play button to preview your message you can also delete and re-record if need be then you can also record from your computer just simply using the mic phone on your computer or if you have a pre-recorded message you can drag-and-drop that here as well you have the option again like I was saying if it's as somebody is unreachable this way you click here to send an email once you have everything ready to go you can click next when you click next you're looking at how everybody's going to be notified first English versus Spanish you can view your messages again if you click notify it's going to send it out immediately you can schedule it for a later date and time or you can go back into edit your message if I just click on back on alerts and notices you can see right here it's safe automatically as a draft because I didn't send it out I didn't do anything with it but also you see my list here of all the smart alerts that have already gone out if you click on the title of a previous smart alert this is where you're going to see your delivery data and again so now I can see how many user is it went to delivery statistics here as well as individual people for example right here this person the tax did not go to because it was it was a landline or it was an invalid phone number so that I would know I need to get with that user to make sure their information is up to in the student information system going back to wanting to reach 100% of our target audience going back to our home screen now talked about the three different ways to communicate within the parents we're system we're now going to focus on our explore tab the Explorer Tom shows me my directory the directory pulls up all of the information depending on your level if you're at the district level it's going to pull up the district to live the skews me the District directory and it all of the subsequent schools if you're at School level it's going to pull up your school directory with the information going down the center all of these are clickable to see an individual's contact information on the right hand side of the screen I see your different groups here so if I just wanted to look at my 5th grade directory I could click there and it would just show me fifth grade for example the other thing that I liked about our directory very user-friendly search I can search by student name parent name first name last name I can also search by phone number or email address so maybe I haven't but I'm not sure who it goes to if they're in my directory it will match it up for you or phone number for example the next one under Explorer is our calendar the calendar houses all the information from the district school classroom or groups on the calendar itself with those different categories you're going to see different colors so if it's something that came from the district it'll be in one color if it's something that came from the school School event it'll be a different color classroom a color and then you're different groups maybe sports teams things like that that are associated with you remember when we created our post we also added it to our cat Nerf and there's that that lives on our calendar as well everything within the calendar is clickable to open the information go back to the top you can sync this counter to an already existing Google Calendar so if your school or District uses already a Google Calendar you can sync the two together so that they will talk back and forth also if you want to create I knew you would just click here and walk through the fields for creating that event upcoming events always live on the right hand side and right here in our drop down menu if you don't love you all your events on the calendar you want to just look maybe at the 5th grade events you can sort your calendar based on the different groups as well next add photos videos or files through this system to have these available for any users for example classroom teachers can load photos videos are files and just go out to their classroom participants but this is where you can keep those to house those next our links and the links are quick links to websites that you would like to have available for your users to add a new thank you would click on add length if you have a link that maybe you need to update or you decide we no longer use that you can click here to manage your links when we go back to the home screen also show you where these are docked for all of your users as well on the home screen the resource hub is a place where you can collaborate with all users across the platform where you can upload a variety of files videos pictures you can see and hear you have your resources all resources across the school or ones that I've just been shared with you maybe it's a resource that is privately shared with just you everything can go into folders to keep it all kind of like a neat filing cabinet to add a resource you would click add resource and then decide are you adding a video audio image link a note or a file and then it would add it to your resources if you ever want to open the folders to find information if you just click on the folder it to show you all of the information within that folder that is everything under Explorer next we're going to go to our participate area look at participate I want you to kind of shift your brain just a moment and think about how am I going to participate within parentsquare so me as the use are not as an admin the am I participate in what groups play a part of what things have I signed up for or RSVP any forms for permission slips that I need to fill out holes that I might be involved with payment it's for me to get my fundraiser information at the school so we have a fundraiser or logging volunteer hours going back to the top we have now through participate Explorer and communicate one of your attention now on our admin tab when you click on admin it is going to look good for you your data dashboard I'm going to scroll through the screen you can also jump to any of these categories by clicking on the left hand side your overall snaps shows you who your users are based on students staff and teachers or parents it's also going to show you how many are contact tubal right now remember we're going for that 100% all of these are clickable so I can see the list of the actual participants for example I have four people that it's showing I don't have any contact information coming over for my student information system so I can click on says no contact and it is going to load a list of those for parents or students so you can see these four kids I have no information for I can get with those parents get their info Mission updated and then again it will sink that night and you shouldn't have that issue with this parents anymore it also breaks it down into the different languages used by your users your reach and deliverability shows you how your how you are reaching your users your future use it shows you what features you and your staff for utilizing Within parentsquare your interaction shows you the parents interaction and how parents are interacting your distribution allows you to see school post class post and group post as well as a breakdown by grade level so you can see for example 8th grade post the most often second grade not have quite as many post going I'm in your top authors what teacher or staff member is sending out the most information who's sending out there a little again I swear for the page you can jump to any of them by clicking on the individual title next is school information I like to call the school screen kind of like a set-it-and-forget-it but if any of your School contact information for the school itself changes this is where you would come in and edit it groups this is where we can manage our groups and create new groups our groups are categorized so that they are easily accessible or easy to find you're not scrolling through a list here to create a new group you would click new group in creating a group you can create a new static group or a new auto up group if you were creating a new auto update group let's talk about that for a second a new auto update group is going to let you create a group based on certain conditions and those conditions are going to talk to your student information system so maybe I wanted to create a group for my ESC family's so anybody she was flagged in your student information system lesbian ESC or my third grade families anybody who's a third grader would automatically be loaded into this grip the nice thing about that is well have a new family come in or a scam leave then the group would automatically be updated a new static group allows you to handpick the individual people in the group not necessarily based on in a can a new static group could be for like a club or a sports team or you just want to end of Julie Place those people in the group you would name your group you can provide a description what category would it fall under so this for example would be a school club you can decide whether it's public or private public laws anybody in the system to find that information and read the information and participate private allows only the members you choose to be a member of that group as an ad setting these groups up you can select different staff members or maybe the PTA president for example to be an owner on the group and then it would allow them to have admin access to this group individually so they can post and they can make changes to the script to add members by selecting students you would just come through and lick your random people that you want to be part of this group and you're going to notice that when you click on them and it automatically pulls over their parents or their Guardians associated with that students they will also be added into this group you can scroll down and click save you can add other group members by uploading a CSV file enter an external users or add members by their role so maybe you want to add just administrators or staff or parents you can look it up that way as well and then you would click save to create your group once your group is created it will fall under the category that you play sit under and you can always go down to that category to find your group and then update the group's information by managing it or delete it if it's a group he no longer why the next area is your users this is where you can invite new users and also see which users have that you've already invited have registered their accounts by teachers parents and School staff for example you can see here all my teacher users this teacher has not registered their account yet I could click the individual invite here to have that email be generated to go out inviting her to register her account or if I have multiple users that are unregistered it will populate here I can click this button and it will send it out to all unregistered users user perm sense allows you to sets different user specifications for number in the system you can search for the person's name here on the first screen is where you can view who has what access you can also assign by clicking on the assign tab you would search your user and then you can check off what features and permissions you would like them to have and then click assign the rest of the information on the admin tab your data integration and data assistant just gives you a high-level view you really won't use these very often I'll give you a high-level view of your grade levels your students or staff classes and rosters as well as the data integration talks about the integration pulling over from your student information. Your add ons screen is where you can learn more about all of the features and settings for parents wear for your particular site so for example if it I post this is not where I come in and creative house but if I click on it it's going to share with me what features first it's going to tell me about creating a post and what a post has but also what features are on for that particular Communication in parents where they threw all the different ones here at let you know that information on the Don's screen it also allows you to create your forms and permission slips that you want to be available or to create templates so that your posts can have a template grade level or a school newsletter might have a particular template you can create those within the add-on screen as well I'm now going to go by to my home screen I have just a couple more things to show you all right I'm back to the home screen here in the center are all of your posts and just like the calendar this menu over here allows you to select the different groups that you're so maybe you want to only see the post for teachers maybe you only want to see them for the basketball team and it will customize this screen under that view so that you know everything just available to the particular the default is always showing everything my school classes in groups so that is customizable as well or filterable I guess I did want to point out again on the right hand side this is where you all of the different things that you are associated with you going down just like I mentioned the links this is where all the links are kind of duct on the home screen for your users you can also search post let's say you remember an event and you can't remember where it is you don't want to scroll down through a whole bunch of things so you can come up here and search tell the system to search the post it's going to go through and look at every active post that's relevant to you as the participant and find the post associated with that particular word when I click on four examples of here's all the post that deal coffee and then I could click on the post to see the information to change everything to Spanish very quickly I can go right here and it will change my whole screen to Spanish so that I can see what it's like for my Spanish users OraQuick translation if you have reminders Papa they show right here with the bow I heard again is showing appreciation or the like and I want to focus our attention lastly to the? Your? Allow create a contact the school directly this is usable I'm on the app as well as the website and this is where you can find our help resources all users within the parents wear platform access all of this information you can email us chat with us or give us a call if you click here this will open up a new tab in your browser and take you directly parentsquare help site where it is searchable based on the user type parents and students teachers administrators are parents where features and are classes and training our help desk is available 4:30 a.m. to 9 p.m. at this time I have given you lots of information on how to utilize the parents wear platform weave through all the different ways to communicate Explorer participate as well as our admin features in our add-ons I am going to pause to see if you have any questions I need this time if you don't have any questions I do thank you for your participation today please don't hesitate to reach out via are different Health Options if you have questions following training and I thank you again for exploring parents where and all of its features with us today if you're on for your time today I hope you have a rest of your day

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