Parent Invitation Process

Within a school district or school board, each school may manages their own database of parent and contact information. A parent with children at more than one school may have different information recorded at each of the children’s schools. The information was accurate at the time it was collected, but parents don’t always update the school when information changes. The Parent Invitation process is designed to help the school district create Edsby accounts for parents by using the existing database at the schools.

Student contacts may include parents and guardians as well as doctors and babysitters, but only parents and guardians will receive Edsby accounts. The schools continue to manage parent information as they currently do, by entering information into the Student Information System.

Overview

  • Like all information, the parent and contact information is synchronized to Edsby’s Student Contact Zoom.
  • When the school is ready to invite parents to create an Edsby account, the school issues invitations from the Student Contacts Zoom.
  • Invitations are sent by email. The invitation includes the school and children’s names.
  • The Student Contacts Zoom displays the up-to-date information about which parents have registered, have declined, or have invitations pending.
  • Parents complete the registration process by clicking a link in the email.
  • When parents complete the registration process, they are added to Parents Zoom.

Parents will receive an invitation from each of schools their children attend. The first invitation a parent acts on creates an account, acting on subsequent invitation will link additional children to the existing account. Regardless of the number of children or schools, parents will only have one account to check. 

Inviting parents to join Edsby

To invite parents to create an Edsby account, navigate to the Student Contacts zoom, then

  1. Click the blue arrow and choose Invite users to Edsby.
  2. A form will appear listing the student contacts name. Click Invite.

The Student Contacts Zoom will keep a list of:

  • who has not been invited
  • who has been invited, and when
  • who has accepted the invitation and are Active
  • who has declined the invitation
  • the contact and student relationship
  • which contacts do not have Edsby Access

Filters will appear according to the data in the Student Contacts zoom. As invitations are issued, accepted, or declined the associated Account Status filters will appear.

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Parent account creation workflow

Parents will receive the following email message:

Edsby has been chosen by North Central School Board (NCSB) to help parents and guardians follow their child’s progress at school by providing updates for homework, upcoming assessments, academic performance, extra-curricular activities and more.

You are receiving this Edsby invitation from Tecumseh High because you are listed as a parent or guardian of Tom Barnes.

To create a new Edsby account, or to connect Hayden Blake to your existing Edsby account, please click here to accept.

If this message was sent to you in error, or you do not wish to join Edsby, please click here to decline.

In the above example, Mr. Barnes has been has been invited to join Edsby by the high school his son Tom attends.

  • When a parent clicks the click here to accept link, the registration form appears.
  • To create an Edsby account, the parent clicks “I don’t have an Edsby account” button.
  • The registration dialog appears, and the parent fills in the password fields and clicks Create Edsby Account.

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Once the parent clicks Create Edsby Account, the parent is logged into Edsby. The parent is shown his or her own Personal information. A parent’s ability to change the information on this form is determined by the organization.

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The parent also receives a confirmation message. The subject of the confirmation message is “Welcome to Edsby”. The email includes a link to the organization’s login screen.

Welcome to Edsby, Frazer Barnes. Your Edsby account has been activated as the parent/guardian of Tom Barnes. Edsby has been chosen by North Central School Board (NCSB) to communicate and involve you in the education of your child. Logging in to Edsby will allow you to track your child’s homework, activities and academic performance.

To login to your Edsby account go to https://ncsb.edsby.com.

This E-mail was autogenerated by the Edsby system for Tecumseh High. If you do not wish to receive notifications of incoming Edsby messages, please click here to unsubscribe.

Parent adding a child to an existing account

Parents with children in more than one school will receive an invitation to join Edsby from each school. The invitation email informs parents that they can either create a new Edsby account, or connect a child to an existing Edsby account. The email also includes the child’s name and school. In the following example, Mr. Barnes has been has been invited to join Edsby by the elementary school his son Michael attends.

Edsby has been chosen by North Central School Board (NCSB) to help parents and guardians follow their child’s progress at school by providing updates for homework, upcoming assessments, academic performance, extra-curricular activities and more.

You are receiving this Edsby invitation from Mesa Elementary because you are listed as a parent or guardian of Michael Barnes.

To create a new Edsby account, or to connect Hayden Blake to your existing Edsby account, please click here to accept.

If this message was sent to you in error, or you do not wish to join Edsby, please click here to decline.

Clicking the click here to accept link displays the registration form, however once a parent has an Edsby account, he or she clicks Login to your existing Edsby account to connect additional children. The parent enters the password and clicks Login and register as parent of . . . button.

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For every child, parents are asked to confirm their personal information. Parent Information lists all the children linked to this account.

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Example of a parent with 2 email addresses

Different schools may have different emails for the same parent. For example, Tecumseh High has Mr. Barnes email at fbarnes@focalspace.com, and Mesa Elementary has him at fbarnes@leapville.com. Mr. Barnes will receive the invitation at whatever address the schools have on record.

Mr. Barnes first accepted the invitation from Tecumseh High School and created an account with a Username of fbarnes@focalspace.com. When Mr. Barnes accepted the invitation from Mesa Elementary that was addressed to fbarnes@leapville.com, he clicked “Login to your existing Edsby account”. Entering fbarnes@focalspace.com and his password added his son Michael to Mr. Barnes existing account.

To view information about both children’s school life, Mr. Barnes navigates to ncsd.edsby.com, enters the username of fbarnes@focalspace.com and his password.

Declined Invitations

The invitation has the following option: “If this message was sent to you in error, or you do not wish to join Edsby, please click here to decline.”

Parent clicking this link receive the following message.

Your decision not to join Edsby as the parent of Lucy Batista has been processed. No further communications (except security notices) will be forwarded to you.

If you no longer wish to receive notifications regarding the security of your Edsby account, click here to unsubscribe.

A parent may click this in error and there is a way to issue an additional invitation.

  1. Navigate to the Student Contact Zoom.
  2. Click the name to open the contact’s Details Page.
  3. Click Send Invitation.

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Resending invitations

When a new family enrolls at a school, the contacts will synchronize overnight and appear in Student Contacts Zoom the next morning.

Navigate to the Student Contacts Zoom, and then:

  1. Filter the list of parents to those that need another invitation. The list can be filtered by typing a name in the Search box, or clicking the gear icon and selecting names.
  2. Select Invite users Edsby.
  3. When the list of names appears, click Send Invitations.

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Parents are sent an additional invitation but they can use any invitation, not just the most recent invitation.

Cancelling pending invitations

Invitations can be cancelled if required. Navigate to the Student Contacts Zoom, and then:

  1. Filter the list of parents to those that did not need an invitation. The list can be filtered by typing a name in the Search box, or clicking the gear icon and selecting names.
  2. Select Cancel Pending Invitation
  3. When the list of names appears, click Cancel Invitations.

Of course, the person still has an email invitation in her Inbox, but the link is no longer valid. Clicking on the link will produce an error.

Resending a Welcome Message

The Parents Zoom includes the ability to resend the Welcome message to parents. The Welcome Message includes a link that will take the parent to the organization’s Login screen.

To do this:

  1. Navigate to the Parents Zoom.                                        8
  2. Choose Welcome active users to Edsby.                                                                                             9
  3. In the Send welcome message to users who have not accessed Edsby since field to a specific date. If a specific date is selected, the list of name in the To field will not change, but the Welcome Message will only be sent the parents who meet the criteria.

Parents will receive a message with the subject of Welcome to Edsby. The content of the message is as follows.

Welcome to Edsby George Batista. Your Edsby account has been activated as the parent/guardian of Lucy Batista. Edsby has been chosen by North Central School District (NCSD) to communicate and involve you in the education of your child. Logging in to Edsby will allow you to track your child’s homework, activities and academic performance.

To login to your Edsby account go to https://ncsd.edsby.com

This E-mail was autogenerated by the Edsby system for Tecumseh High. If you do not wish to receive notifications of incoming Edsby messages, please click here to unsubscribe.

Questions from parents

I didn’t get the email. I don’t have access to that email address anymore.

Confirm that the email is valid in the SIS and change the email, if necessary. The updated email address will sync to Edsby overnight.

If the email address is correct, the message may have been flagged as spam. Ask the parent to check his or her spam folder. The subject of the message is starts with “Invitation from Edsby to connect”.

Follow the instructions three sections above to resend a parent invitation. The invitation will arrive almost immediately. If the invitation message does not arrive, the invitation link can be copied into an external email message.

  1. Navigate to the Student Contacts Zoom, click on parent’s name to go to the Details page.
  2. Click Get Invite Link button and copy and paste the link into an external email message.

The parent completes the registration process by clicking on the link. The parent will receive the Welcome message once the parent has registered.

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It said that the email was already in use?

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This warning message occurs when a parent with an existing Edsby account has clicked the I don’t have an Edsby account button, instead of the Login to your existing Edsby account button. The parent can click the Back link and select the Login to your existing Edsby account button. The parent can also open the invitation message, click the link and start the process again.

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I clicked on the link, but it didn’t work.

Parents sometimes return to the invitation message and click on the link to get to the login screen. Once parents have registered, the invitation link is no longer valid.

After a parent completes the registration process, they are sent a confirmation message that includes a link to the organization’s login screen. The subject of the confirmation message is “Welcome to Edsby”. Ask parents to use the link contained in Welcome to Edsby message.

 

I can’t remember my password or Username

People with an assortment of email addresses may forget which one was used to create the account. The email and Username maybe the same, but not always. The Username can be found by following these steps:

  1. Navigate to the Parents Zoom, click on the parent name.
  2. Open the Information panel to view the Login Name.

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If the name is not listed in the Parents Zoom, the parent has not completed the invitation process. Navigate to the Student Contacts Zoom and issue an invitation.

If a parent has forgotten the password, he or she can click on the “Can’t login in?” link on the login page.

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