Activity Reports

Modified on Sat, Jun 27 at 9:51 PM

Activity Reports: share classroom activity with parents

Summary: Activity Reports are how you share a child's classroom activity (recorded lessons, trackers, and observations) with their parents. The Activity Reports page gives you an overview of everything eligible to appear on the current report for a given date, where you can drill into entries, edit or delete them, and preview the combined report. Reports can be sent automatically on a daily or weekly schedule set up by an administrator, or you can send a custom report for any date range yourself. Once a parent views a report in their mobile app, you can see exactly when they opened it.

Who can do this

Any assigned teacher can open the Activity Reports page for their classroom, review the eligible entries, and send a custom report. Owners and Administrators can do this for any classroom. Setting up the automatic scheduled reports (for example, a daily or weekly send) is configured by an administrator and is covered separately.

Step-by-step: review and send a custom report

Open Activity Reports. Go to the Activity Reports page for your classroom. It opens to today's date and shows an overview of every lesson, tracker, and observation recorded for that day.
Confirm the date you are viewing. Check that you are looking at the date you want. The page defaults to today.
Drill into the entries. Click any of the counts to open the actual entries recorded for that date. From this view you can edit or delete an entry without leaving the Activity Reports page.
Preview the report. Click Preview to see a combined list of all the data that will appear on the report for that date.
Switch to the Custom tab. To send a report yourself, click the Custom tab.
Set the date range. Use Today, or select the same date twice (once for the start date and again for the end date) to isolate a single day. The entries shown are the ones eligible to send for that range.
Select the child and share. Check the box next to the child's name, then click Share.
Confirm it was sent. A sent confirmation appears. Click the sent report to see the timestamp and who received it.

What an Activity Report includes

An Activity Report can include three kinds of entries recorded in the classroom:

Recorded lessons, the lessons you have documented for the child.
Trackers, the tracker entries recorded for the child.
Observations, your recorded observations.

Each student's report Mode: Draft vs. Shared

Every student's report carries a Mode that tells you whether parents can see it yet. A report in Draft mode is visible to staff only and has not gone out to families. A report in Shared mode has been published and is visible to parents and guardians. You can move reports between these modes using the batch actions: Share publishes the selected reports so they are visible to parents/guardians, and Unshare retracts them so they are visible to staff only again.

Scheduled reports vs. custom reports

There are two ways a report reaches parents:

Scheduled reports are sent automatically at a frequency an administrator sets up, such as daily or weekly. If a report is set to send daily, it goes out automatically at the configured time (for example, the end of the day), and you do not need to do anything.
Custom reports are ones you send manually for a date range you choose, using the Custom tab as described above.

What "eligible" means

The Activity Reports page shows the entries that are eligible to appear on a report for a given date. An entry is eligible because it was recorded and marked to be shared with parents. Being eligible does not mean it has already been sent. It means it will be included when the report goes out, whether on its schedule or when you send a custom report.

Finding reports you have already sent

To review reports that have gone out, use the History tab:

For automatically sent reports, leave the view on Scheduled and open the History tab.
For reports you sent yourself, click the Custom tab and then open History.
Adjust the date range to list all reports sent within that range.

Seeing when a parent viewed a report

Parents view their Activity Reports in the parent mobile app. In the report, lesson titles shown in blue are clickable. A parent can tap them to see photos of the lesson and the descriptions from the curriculum, which is a lovely way for families to learn more about the Montessori lessons and philosophy. Once a parent has opened the report, you can confirm it: go back to the report in History, open it, and you will see that it was viewed along with the exact timestamp of when it was opened.

A few things worth knowing

You can edit or delete entries directly from the Activity Reports page without navigating away.
Selecting today's date twice (once as the start and once as the end) is the quickest way to send a report for a single day.
Each student's report shows a Mode of Draft (visible to staff only) or Shared (visible to parents/guardians); use the batch Share and Unshare actions to publish or retract.
If your school uses daily or weekly scheduled reports, you usually do not need to send anything manually. The report goes out on its own.
History shows you not only what was sent, but whether and when the parent viewed it.

Recording a lesson and selecting its elements
Recording observations and trackers
Setting up scheduled Activity Reports
The parent mobile app: what families see

Watch the video

Here is a short video covering this topic for additional reference.

Activity Reports