HANOVER SCHOOL DISTRICT 28

ParentSquare Tutorial for Teachers

Table of Contents

1. Getting Started
2. Navigation Overview
3. Creating and Sending Posts
4. Direct Messaging
5. Managing Classes and Groups
6. Parent-Teacher Conferences
7. Volunteer and Supply Requests
8. Settings and Preferences
9. Best Practices
10. Troubleshooting

Getting Started

Initial Login and Setup

• Access ParentSquare through your district’s provided login portal or directly at your school’s ParentSquare URL
• Use your school email address to log in (this is typically different from any personal ParentSquare account you might have as a parent)
• Download the mobile app for iOS or Android for convenient access on-the-go

First-Time Setup

1. Complete your profile with professional photo and contact information
2. Set your notification preferences (recommended: digest mode for posts, instant for direct messages)
3. Configure office hours to control when you receive messages from families
4. Review your class rosters – these sync automatically from your Student Information System (SIS)

Navigation Overview

Main Dashboard

• Home Feed: View all posts and updates from your classes and school
• Messages: Access direct messaging with families and staff
• Classes: Manage your individual class communications
• Groups: Create and manage special groups (clubs, sports teams, etc.)
• Calendar: View and create events
• Directory: Search for families and staff contacts

Left Sidebar Navigation

• New Post: Create posts for classes or groups
• Messaging: Send direct messages
• Classes: Access individual class pages
• Groups: Manage special interest groups
• Calendar: Add events and view schedules
• Add-Ons: Access features like conference sign-ups

Creating and Sending Posts

Types of Posts

1. Regular Posts: General updates, announcements, and information
2. Photo/Video Posts: Share classroom activities and student work
3. Document Posts: Distribute handouts, forms, and resources
4. Event Posts: Announce field trips, class parties, or special activities

Creating a Post

1. Click “New Post” from the left sidebar or dashboard
2. Select your audience: Choose specific classes, groups, or grade levels
3. Write your message: Keep it clear and concise
4. Add media or documents if needed
5. Choose delivery options:
   • Post immediately
   • Schedule for later
   • Send as urgent alert (use sparingly)

Post Enhancement Features

• Add polls to gather parent input
• Include RSVP options for events
• Request volunteers or supplies (see dedicated section below)
• Enable comments to encourage engagement
• Add translations for multilingual families

Post Best Practices

• Use clear, engaging subject lines
• Include relevant photos when possible
• Keep posts focused on one main topic
• Use the scheduling feature for consistent communication
• Tag posts appropriately for easy searching

Direct Messaging

Types of Messaging

1. Individual Messages: One-on-one communication with a parent/guardian
2. Group Messages: Message multiple families at once
3. Class Messages: Quick notes to entire class without creating a post

Sending Direct Messages

1. Click “Messaging” from the sidebar
2. Start typing recipient names in the “To” field
3. Choose message type:
   • Private messages: Creates separate threads with each recipient
   • Group conversation: Creates one thread where all can see replies
4. Compose your message
5. Add attachments if needed (documents, photos, voice recordings)
6. Send your message

Advanced Messaging Features

• Two-way translation: Messages automatically translate to families’ preferred languages
• Voice messages: Record up to 2-minute voice clips for more personal communication
• Delivery tracking: See when messages are read
• Reply directly via SMS: Families can respond via text message

Office Hours

• Set specific hours when you’ll respond to messages
• Access through: My Account → Office Hours
• Benefits: Helps maintain work-life balance while setting clear expectations

Managing Classes and Groups

Class Management

• View class rosters: Automatically synced from your SIS
• Rename classes: Make class names more user-friendly for parents
• Add teaching assistants: Include room parents, aides, or co-teachers
• Manage permissions: Control who can post and comment

Creating Special Groups

1. Navigate to Groups → New Group → New Static Group
2. Choose group type:
   • Public: Visible to all families in your school
   • Private: Only visible to invited members
3. Add group details: Name, description, and purpose
4. Add members: Search and select students/families
5. Set permissions: Decide who can post and manage the group

Group Use Cases

• After-school clubs
• Sports teams
• Special projects
• Field trip groups
• Academic intervention groups
• Enrichment programs

Parent-Teacher Conferences

Setting Up Conference Sign-ups

1. Go to Add-Ons → Conference Sign-ups
2. Select your classes and groups
3. Set conference details:
   • Date range
   • Time slots
   • Duration per conference
   • Location (in-person or virtual)
4. Configure options:
   • Allow parents to see available times
   • Send reminder notifications
   • Include preparation instructions

Managing Conference Schedules

• View all appointments in calendar view
• Send reminders to families who haven’t signed up
• Make manual adjustments as needed
• Send follow-up messages after conferences

Volunteer and Supply Requests

Adding Volunteer Requests to Posts

1. Create a new post about your activity or event
2. In the left sidebar, select “Request Volunteers”
3. Specify details:
   • Number of volunteers needed
   • Specific tasks or roles
   • Date and time requirements
   • Any special qualifications

Adding Supply Requests to Posts

1. While creating a post, select “Ask for Items”
2. List needed supplies:
   • Item name and quantity needed
   • Specific brands or requirements
   • Deadline for contributions

Managing Sign-ups

• Track participation in real-time
• Send reminders to families who haven’t responded
• Manually add families who contacted you outside the system
• Send thank you messages to volunteers and contributors

Settings and Preferences

Personal Account Settings

Access through: Click your name → My Account

Notification Settings

• Posts: Choose instant notifications or daily digest
• Direct Messages: Recommended to keep on instant
• Alerts: Always remain on for emergency communications

Language Settings

• Set your preferred language for the interface
• Note: Your outgoing messages will automatically translate for recipients

Privacy Settings

• Profile visibility: Control what information families can see
• Contact preferences: Set how families can reach you

Class-Specific Settings

• Posting permissions: Control who can post to your class feed
• Comment moderation: Choose to approve comments before they appear
• Member visibility: Decide if families can see other class members

Best Practices

Communication Guidelines

1. Be Professional: Use appropriate tone and language
2. Be Timely: Respond to messages within 24-48 hours during school days
3. Be Clear: Use simple, direct language
4. Be Consistent: Establish regular communication patterns

Engagement Strategies

• Post regularly but avoid overwhelming families
• Use visuals – photos and videos increase engagement
• Ask questions to encourage family participation
• Celebrate student achievements publicly when appropriate
• Share learning objectives so families understand classroom goals

Time Management Tips

• Use scheduling to prepare posts in advance
• Create templates for common messages
• Batch similar communications together
• Use digest mode for notifications to avoid constant interruptions

Building Community

• Encourage family participation through polls and questions
• Share classroom culture through photos and stories
• Recognize parent volunteers publicly
• Create opportunities for families to connect with each other

Troubleshooting

Common Issues and Solutions

“I can’t see all my classes”

• Check with your administrator – rosters sync from your SIS
• Verify you’re logged in with your school email address
• Contact IT support if classes are missing after 24 hours

“Parents say they’re not receiving my messages”

• Check delivery reports in your message history
• Verify parent contact information through school office
• Remind parents to check spam/junk folders
• Encourage app download for better delivery

“I have both parent and teacher accounts”

• Contact ParentSquare support at [email protected]
• Request account merge with both email addresses and phone numbers
• This will combine your parent and teacher access in one account

“Translation isn’t working correctly”

• Remember translations use Google Translate and may not be perfect
• Include a disclaimer about auto-translation when needed
• For critical communications, consider having messages professionally translated

“I’m getting too many notifications”

• Adjust notification settings to digest mode for posts
• Keep direct messages on instant notification
• Set office hours to limit when you receive messages
• Use filters to organize your communications

Getting Additional Help

• Check ParentSquare Help Articles: Available after logging in
• Contact your school’s ParentSquare administrator
• Reach out to ParentSquare Support: [email protected]
• Join teacher training sessions offered by your district

Quick Reference

Essential Daily Tasks

• [ ] Check direct messages
• [ ] Review any new class posts
• [ ] Respond to family communications
• [ ] Post any daily updates or reminders

Weekly Tasks

• [ ] Create weekly newsletter or summary post
• [ ] Review and respond to volunteer sign-ups
• [ ] Check conference scheduling if applicable
• [ ] Plan upcoming posts and communications

Monthly Tasks

• [ ] Review notification settings
• [ ] Update class information as needed
• [ ] Archive old posts and messages
• [ ] Plan special events or communications

Emergency Communications

• Use urgent alerts only for true emergencies
• Include clear instructions for families
• Follow up with additional information as needed
• Coordinate with administration for school-wide emergencies