You can send report cards to parents and students by sending them an email, or by sending it through the Parent Portal or Student Portal.
Want to upload and send out bespoke custom report cards you've set up externally, such as in Microsoft Word? Use our External Report Cards feature!
Please note that sending report cards can take longer than expected if sending these during peak times. For more information, check our FAQ here.
Editing the email template
To check or change how the email will look, it's a good idea to check the template.
Accessing and editing the Report Card Template
Go to School > Communications > Templates.
Click on the Report Card Template to see or edit what is contained in the email template.
After making any changes to the text or merge fields, select Save Email Template Changes or Reset Email Template to default to revert this template to the original version we set up.
Sending Report Cards by email
Go to Students > Report cards and select your report.
Sharing all students' reports
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For Standard and Long report cards: On the Report Cards tab, click one of the green buttons on the right-hand side: Email all reports to primary guardians or Email all reports to students.
Top Tip: Can't see the buttons? Make sure you've added students to the Report Cards tab.
- For Custom Report Cards: On the Share Reports tab, click Email to primary guardians or Email to students.
- For External Report Cards: On the Share tab, click Email to primary guardians or Email to students
Use the From drop-down box to select who to send the report card as (providing you are a Permitted Sender).
Choose how to combine the emails, then click Send email at the bottom of the slide over.
The signature at the bottom of the email is determined by the sender's name and job title. To see how to change this if it's incorrect, take a look at the Can we change our email signature or disclaimer? section of this FAQ article.
Sharing only certain students' reports
Tick the boxes next to the students to select, then click the Bulk action button to select to email the reports to parents/guardians or students.
Use the From drop-down box to select who to send the report card as (providing you are a Permitted Sender).
Choose how to combine the emails, then click Send email at the bottom of the slide over.
The signature at the bottom of the email is determined by the sender's name and job title. To see how to change this if it's incorrect, take a look at the Can we change our email signature or disclaimer? section of this FAQ article.
Sending Report Cards via the Parent Portal or Student Portal
- Go to Students > Report cards, then select your report.
- Click Share Reports:
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For Standard and Long report cards: On the Report Cards tab, click Share Report Cards (the green button on the right-hand side).
Top Tip: Can't see the button? Make sure you've added students to the Report Cards tab
- For Custom Report Cards: On the Share Reports tab, click Share on Parent Portal or Share on Student Portal
- For External Report Cards: On the Share tab, click Email to primary guardians or Email to student
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- On the slide-over, tick the Add the report card to the parent portal or student portal boxes as required and click Save Changes.
FAQs
What do report cards shared on the Student/Parent Portals look like?
You can see how this looks here:
Downloading a Report Card from the Parent Portal or Arbor App
Can we un-share Report Cards?
To remove report cards from the Parent Portal and Student portal, click the Share report cards button, untick the boxes, then click Save changes.
Please note that:
- Parents or students may have seen and downloaded the report card before it was removed.
- If you have shared the report cards by email, it is not possible to withdraw them.
It is not possible to unshare or recall emails sent through arbor, including report cards.
Can we remove the staff member's name from the bottom of the email template when we email out report cards to students or guardians?
No, when you share a report card via email, an email signature automatically populates; this cannot be removed.
The signature that appears depends on who you send the report cards as:
- If you send the report card as yourself or the school, your name and role are added to the signature
- If you send the email as another staff member, their name and role appear
As such, the only ways to remove a staff member's name from the bottom of the email are to either:
- Set up a dummy staff profile with a name and role you are happy to share. For example, you could set the staff member's name to the name of your school, their role to something generic like Administrator and the email address to the school's main address.
- Temporarily change your own name and job role to something you are happy to share, and then change this back once you have sent out the report cards.
What do the ticks and crosses mean in the Shared via email column?
The Emailed to column will only show as a tick when all recipients have been sent the report card successfully.
If you see a cross in this column, the email has not been sent to one or more guardians. They may be missing an email address or have an incorrect email address logged on their profile.
Which guardians will receive the email?
When sharing Report Cards via email, the email and report card will be sent to all Primary Guardians linked to the student.
- Guardians who are Legal Guardians but not Primary Guardians will not receive the email. If you need to send them the report, you would need to send them an individual email and attachment. You can view more information about guardian statuses here: Assigning family as Primary or Legal Guardians
- Primary Guardians who are unsubscribed from communications will receive the email. You can view more information about unsubscribing from communications here: How do I stop communications being sent to this guardian?
Please see our FAQ here for more on this.
Where can we see the sent emails?
The emails sent will be marked as Public (not Private), so they can be seen in the main school Communication Log and on Communication Logs on the Student and Guardian Profiles. Further details here: Public or Private
Comments
You should not be offering either 1 or 2 as a satisfactory work around. The solution is to allow Report Cards sent from the school like other communications with parents.
Hi Paul, thanks for your comment. To pass this feedback onto our team, please submit it here: https://portal.productboard.com/arbor-education/1-arbor-development-roadmap/c/24-report-cards-improvements
Hi Paul, just wanted to let you know that you can now choose who to send the email from!
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