ParentSquare for Staff

ParentSquare uses the advanced Google translation tool uses context-driven translation for higher accuracy and can translate into 100+ languages. A disclaimer about the auto-translation tool is included on messages. Two-way messaging is automatically translated in the families preferred language which they chose during registration.

Two-way messaging example: An English-speaking teacher wants to send a message to a student's parent, reminding them that class projects are due. Skyward has the home language listed as Spanish, and the teacher is aware that the parent does not speak English. Using ParentSquare, the teacher types the text message to the parent in English and presses send. ParentSquare, using advanced Google translate, translates the message into Spanish so that the parent receives the message in Spanish. The parent then thanks the teacher for letting them know. The parent types that thank you message in Spanish and presses send. ParentSquare translates the message into English and the teacher receives the message in English.

If you'd like to use the direct message tool to contact a few of your parents without posting to the entire class, select "Messaging" from the left sidebar on the homepage. Here, you can select either a single parent to message or multiple parents. Just begin typing their names in the recipient field, and they'll appear as an option. If you select more than one recipient, the choice will come up to have a private message or a group message. A private message will create individual threads to each recipient, whereas a group message will create one thread where all recipients can communicate. Here is a help article on direct messaging.

Staff must update their contact information in Frontline. You cannot update this information directly in ParentSquare. It will take 24 hours for the information to update itself in ParentSquare.

You can enable office hours to let people know the best times you can be reached via Direct Messaging. Staff, parents or students who initiate a direct message with a staff user, who is currently outside of office hours, will be informed that the recipient may not respond until office hours resume. 

Set Office Hours via Website

1. Click your name in top right and select Manage Account from drop-down.
2. Select Office Hours and click Enable Office Hours.
3. Enter time and select days that you will be available to respond to direct messages. 
4. Click Save. 

Set Office Hours Using Mobile App

1. From ParentSquare mobile app, tap the three bars in the upper left, tap Account on left, and then Preferences.
2. Tap Office Hours. 
3. Tap Enable Office Hours button to turn on (or off).  
4. Select hours and days that you will be available. 

Note: If you send a message to someone outside of their office hours, the message will still be delivered when you click send. And, the recipient can choose to reply while out of office. Help article on office hours.

ParentSquare is linked to our Skyward Student Information System. Students are automicatically added to your class through Skyward. You must contact Skyward for any class changes.

We set up your classes and grades when we create your school. Groups are separate from classes and grades. For example, you can create groups for athletics, PTA, site council, robotics club, Spanish-speaking parent group, etc...Once you create a group you can send a Post or Smart Alert to that group. There are three types of groups:

• Static Group (most common): Includes members you add or it can be a self-enrollment group. You will build your group by selecting students or users, entering contacts, uploading a CSV file, or by allowing self-enrollment as in a public group.

• Auto-Update Group: Automatically updates with new members who meet conditions and removes members who do not. You will build your group based on specific fields (grade level, class, language, student attribute).

• Community Group: A self-enrollment group open to anyone outside your school. Your group will be added to your Community Groups page. More

Create a Static Group

1. From Home, click Groups in left sidebar in the Participate section. 

2. Click New Group in upper right, then select New Static Group.

3. Enter the group's information.

4. Click Advanced Options to allow group memebers to post to the group, hide the directory and make comments public.

5. Add members by using any combination of the four main add options. At the District Office, we commonly add members by uploading a CSV file. Create a CSV file with a single column of student SISIDs or staff IDs. Click 'Upload Student CSV file'. Choose the CSV file with the single column of student SIS IDs and upload the file. You can also upload multiple External Users with a CSV file of users' names and emails.

6. Click Save at the bottom of the page to save all the selections made. 

Learn more about creating different groups here.

1. ParentSquare will automatically send you an email if a user comments on your post. You will also receive an Activity Log every 24 hours after the post's creation (if there is activity) to let you know about new sign-ups and RSVPs.

   To add more features to your post see the help article and video, Add-On Options for a Post.

1. From Home, click New Post.
   
   
    
2. Click To field: enter name of class, group, grade, or school and select from list. 
   
    
3. Confidential post (optional): click the Eye Slash icon in the upper right. Learn more.
4. Who should see this?: filter your recipients even further. If you want teachers and staff associated with your class or grade level to be able to read your post, please send to staff as well as parents.
5. Subject: enter subject of message. 
6. Post or Studio Editor: use Post for typical posts and Studio Editor for newsletters. 
7. Description: use the text editor control panel to alter text formatting. Add an image, hyperlink to a website, embed a video, or insert a table. 
   
   
    
8. Select Notification Options for post. By default, it will choose "Send at Users Preferred Time." 
9. Click Post Now and a pop up window asks you to confirm post, click Post Now.
   OR, Schedule post to send at a later date, Save Draft, or Preview post. For details on these features, click links to go to other help articles.
   
   Note: If it is after 6:00 pm and you want to send out a same-day post, click "Send instantly". Otherwise, digest email and text users will receive the post the following day.
   
   
    
10. Confirm that your recipient numbers are correct and click Post Now.
    
    
     
11. See confirmation in the green bar that post was created. See other options for your post in the right sidebar. 
    
    

1. From Admin, select Classes under Data Assistant.

2. Click action menu (three dots) next to the class and choose Manage Class Staff. Manage Class Staff allows you to add other Teachers, Room Parents, or Assistants.

3. Click Add Row, fill out details and click Save.

Here is an article about best practices for teachers working in tandem with the same class.

From Home > New Post drop-down > Appointment Sign Ups and input the information according to your preferences, deleting any time slots that don’t work for you. To complete the post, in the To field, select the classes and groups that you want to sign up. 

Here is a help article on appointment/conference sign ups.

If you would like to contact one or a few of your parents/guardians without posting to the entire class, use the Direct Messages feature.

1. Select Messages from the left sidebar on the homepage.

2. Here, you can select either a single parent to message, or multiple parents. Just begin typing their name in the recipient field, and they will appear as an option.

3. If you select more than one recipient, the choice will come up to have it as a private message or a group message. A private message will create individual threads to each recipient, whereas a group message will create one thread where all recipients can communicate.

Here is a help article on Direct Messaging.

Starting in July 2025, parent and staff accounts that were combined are now unmerged. This guide explains what happens after the change, how to sign in to your other account(s), and where to find more help if you need it.

What happens after your accounts are unmerged

• If previously logged in, you will remain logged in to your staff account.
• Some previous messages, posts and other communication may stay with your staff account.
• If you’re logged in and only see your staff account, follow the steps below to connect your other account.

How to sign in to your other account(s)

1. Click your name in the top right and select + Add another account.
   
   
    
2. Enter Email or Phone Number and Password.
3. Click Sign In.
   
   
4. If the other account has the same email/phone number and password as your staff account, you will be navigated to the access page. Click the name of the account you want to sign in to. If you do not see this option, skip to the next step. 
   
   
5. Now you can easily switch accounts without signing out. Click your name, and select which account you want to open under Switch Account.
   
   

Additional Resources

• To learn how to switch accounts, see How to Switch Between User Accounts.
• To learn about which account types can be merged, see Missing a child or school in ParentSquare (combine/merge account).  
• To review FAQs, see Switch Accounts in ParentSquare.