There are three main ways you can invite parents to ClassTag: 

1. Enter students’ names and parents’ email addresses or mobile numbers manually

2. Cut and paste students’ names and parents’ email addresses or mobile numbers from a spreadsheet 

3. Print flyers with individual parent sign-up codes to join. 

First, here is a video to help you navigate the Directory page. 

NOTE: You might need to use a combination of these methods to get 100% of parents connected. 

First, decide how you'll invite the parents.

How you choose to invite parents to ClassTag depends on whether or not you have good email addresses or mobile numbers available to you. If you have updated contact information for parents, then inviting them via email or SMS is a great idea because they will start receiving your communications right away even before they join your class on ClassTag.

You will be able to see which parents haven't been able to join and give out flyers to them at parent/teacher meetings or open house. You can even send flyers home with students at the start of the school year containing ClassTag information.

No matter what method you use, the very first thing you need to do is to create a list of your students on ClassTag. It is important to have all information in the directory and signups neatly organized by family.

If you have the parents’ email addresses or mobile numbers, you can add this information in your Directory so that the system will send a notification to parents to join your class on ClassTag. If you have both email and mobile number for a parent, you can decide to include only one contact or both. Once you provide an email address, you will see an option to add a mobile number for that same parent or vice versa. Keep in mind that when you include both contacts, the default communication channel will be email.

Please note!

Parents' email addresses and mobile numbers will only be visible to you, and not to other parents. Once parents join ClassTag, they can select to make their contact information visible to other parents or not. This puts parents in control of their own privacy and that becomes one less thing you have to worry about.

METHOD 1: Enter Students’ Names and Parents’ Email Addresses or Mobile Numbers Manually

1. Make sure you’re on your “Directory” tab of your class.

2. Check if the number of students in your class is correct. You can change the number by clicking on the pencil icon.

3. Once you have the correct number of students set in your directory, click the icon on the right hand side of your “Class Directory” then click “Add a Student”.

4. Enter the student’s First and Last Name and click the “Add” button.

5. After you click the “Add” button, you will see what we call a “Student Profile”. To add the parent’s email address or mobile number, click the button next to “Guardians”.

6. Enter the parent’s email address, choose the language from the drop-down menu, then click “Send Invitation”. NOTE: The system will use the language that you set when it sends the notification to the parent.

7. If you have the parent’s mobile number, click “Add in another way” and choose “Add via Phone”.

8. Enter the parent’s mobile number, choose the language from the drop-down menu, and then click “Send Invitation”.

NOTE: You can also add both the email address and mobile number when inviting a parent. If you receive an error, it means that both credentials already belong to different ClassTag users. To solve this, please add just one credential (email or mobile number) and not both.

9. After clicking the “Send Invitation” button, it will redirect you to the Student Profile Page. For this example, we’ll use the parent’s email address. If you need to invite another parent’s contact info for the same student, click the icon next to the “Guardians”. Otherwise, click the x mark on the upper right side to close the window.

10. The first student with his/her parent’s credential will now be added in your Class Directory. Continue adding the rest of your students one at a time by clicking on the icon on the right hand side of your “Class Directory”.

METHOD 2: Cut and Paste Students’ Names and Parents’ Email Addresses or Mobile Numbers from a Spreadsheet

1. Prepare a spreadsheet of your class directory using this format:

  • First column should have the students’ first names
  • Second column should have the students' last names
  • Third column should have the parents’ email addresses or mobile numbers.
  • If you need to add a second guardian for a specific student, please add the contact info on the fourth column.

Here's a sample:

NOTES:

  • The system only accepts one credential per user. It's important to only provide one credential per parent and add only either email address or mobile number. We recommend an email address, but a mobile phone is also acceptable if there's no email address.
  • If you need to add a second communication method to a parent's profile, please do the steps below first and then follow the instructions on this separate article (steps 2-6).
  • If you need to add a second guardian for a specific student, please add the contact info on the fourth column.
  • Please note that adding another email address or mobile number on the fourth and succeeding columns will create another user with a parent role and will not associate it to the parent contact info on the third column.

2. When you’re ready to upload the data, go to the “Directory” page of your class.

3. Check if the number of students in your class is correct. You can change the number by clicking on the pencil icon.

4. Once you have the correct number of students set in your directory, click the icon on the right hand side of your “Class Directory” and then click “Add a Student”.

5. Click “Copy From a Spreadsheet”.

6. A page that looks like a spreadsheet will show up.

7. Paste the details from your spreadsheet and then click “Import”.

NOTE: By default, the language is set to “English”. If you need the system to send the notification using a different language, (e.g., Spanish), click the drop-down menu next to the parent's contact info and choose the correct language.

8. A message similar to below will show up. This means that the information is being uploaded on ClassTag.

9. The students’ names and parents’ credentials will now show up on your class Directory page.

What happens when the student has already been added in a different classroom that is connected to a school?

When uploading details from a spreadsheet, the system will automatically check if there are duplicate students who have already been added in other classrooms that are connected to the school. The system will check for the student’s first and last name and provide three options.

For example, let’s try to upload this spreadsheet.

The students above were already added in different classrooms that are connected to the school.

After clicking on "Import", this will show up:

There options that can be done here:

  • Use Existing Student → the same student and parent who are already listed in the different class will be added in this new class.
  • Create Another Student → the student’s name and parent’s contact details that were added in the spreadsheet will be added in this new class. It will not use the student’s name and parent’s contact details that are already existing in the different class.
  • Skip this Student → no student will be added in the class.

After clicking the "Apply" button, it will say "Processed x students from y student records". For this example, it will say "Processed 0 student from 3 student records" since we're uploading 3 students.

Here's what it will show after the upload.

  • For Carrie Castillo, we used the "Use Existing Student" which is why it imported the same student and parent that are already existing in a different class.
  • For David Gray, we used the "Create Another Student" where it used the details from the spreadsheet and not the student's name and parent's name from the different class.
  • For Jerome Foster, it wasn't imported because we used "Skip this Student" option.

METHOD 3: Print Flyers With Individual Parent Sign-up codes to Join

If you don’t have the parents’ email addresses or mobile numbers or if you have incomplete parent’s information, you can still ask them to join ClassTag by using ClassTag Flyers.

ClassTag is designed to help you go paperless and save a lot of time with amazing automation of follow-ups and reminders, but all this magic works if parents are invited and join. Flyers have individual code for each family and can be sent home with your students or distributed at one of your parent or open house meetings. Please follow these steps:

1. Prepare your students’ names in a spreadsheet.

2. When you’re ready to upload your students’ names, go to the “Directory” page of your class.

3. Check if the number of students in your class is correct. You can change the number by clicking on the pencil icon.

4. Once you have the correct number of students set in your directory, click the icon on the right hand side of your “Class Directory” then click “Add a Student”.

5. Click “Copy From a Spreadsheet”.

6. A page that looks like a spreadsheet will show up.

7. Paste the students’ names on the first column then click “Import”.

8. A message similar to below will appear. This means that the system is importing your students’ names.

9. After you click on “Import”, you will be redirected to your Class Directory where you can see all your students’ names.

10. To print the flyers, click the icon on the right hand side of the “Class Directory” then click "Add a Student".

11. Click “Download and Print Parent Invitations”.

12. Click “Select All” or choose a specific student.

13. By default, the flyers are in English. If you need to change it to a different language, click the drop-down menu on the right hand side. When you’re ready to print the flyer, click the “Print” button on the upper right hand side.

14. A pdf file similar to below will be exported that you can print and give to your students and ask them to give it to their parents so they can join your class on ClassTag.

Once parents have the flyers, they need to go to classtag.com/activate and enter the code they received from you.

If you need any help, please feel free to reach out to our Support team by clicking the live chat button on the lower right side or sending an email to support@classtag.com.

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