Parent Share Set Up

To let parents know about the Parent Share feature, you can download our Parent Share Letter Template.

There are two ways to set up Parent Share so that you can either share observations with parents manually or instantly. By default, your account will be set to have the Parent Share review process switched ON meaning you will need to share observations with parents manually unless you change this setting.

Parent Share review process

By turning ON the Parent Share review process this allows you to check observations before sharing with Parents and manually release them at a particular time frame for example at the end of each week, month, term, etc.

By turning OFF the Parent Share review process this allows you to instantly share observations with parents at the point they are marked for Parent Share.

Admin users can turn ON/ OFF the Parent Share review process at any time by following the below steps:

    1. From the Admin area click on the plus icon  next to Modules
    2. Click on the plus icon  next to Evidence Me
    3. Click Parent Share
    4. Select ON/ OFF

Observation Objectives for Parent Viewing

PLEASE NOTE: This feature is currently only effective if parents are using the Android app or the most up to date version of the Apple app (v1.0.6).

As default Apple devices are set to conduct automatic updates so we expect that the parent’s apps will be up to date. In the event that some parents have turned off the Apple automatic updates, we would always recommend prompting your parents to ensure they are using the most up to date version of Evidence Me to ensure this feature is effective.

Observation objectives are automatically set to be shared with parents. You can turn these ON/ OFF at any time by following the below steps:

    1. In the Admin area click on the plus icon  next to Modules
    2. Click on the plus icon  next to Evidence Me
    3. Click Observation Objectives
    4. Click Objectives ON/ OFF

By turning ON objectives for parent viewing parents will see all the objectives tagged to their child’s observations excluding the age bands.

By turning OFF objectives for parent viewing parents will be unable to see any of the objectives tagged to their child’s observations.

Add Parent Email Addresses

Bulk Upload Parent Email Addresses

You can bulk upload parent’s email addresses to already existing learners by downloading and reuploading a CSV file containing this information.. The system will match the learner’s UPN’s to the parent’s email addresses and assign them to the learner’s profiles.

IMPORTANT: Learner’s UPN numbers cannot be amended during this process. The system matches existing learners via their UPN’s so if the UPN is changed/ amended using this method the system will create a new account for the learner(s) rather than update the existing learner profile.

Download CSV File

      1. Click Reports
      2. Click Learner List (CSV)
      3. Ignore Step 1
      4. Follow Step 2 and select your class
      5. Click Apply
      6. Tap Step 3 to generate the file
      7. The CSV file will generate in Step 4
      8. Click on the CSV icon under Options to open the file
      9. Save the file to your computer
      10. Add the parent email addresses.
        IMPORTANT: The system matches existing learners via their UPN so this must stay the same and cannot be amended. If the UPN is changed/ amended in the file the system will create a new account for this/ these learners rather than update the existing learner profile
      11. Save your file changes

PLEASE NOTE: All mandatory fields (Forenames, Surnames, DOB, UPN) on the CSV file must contain data for the system to recognise it when you reupload it. If any of your learners are missing data in a mandatory field please ensure to input this data

Reupload CSV File

      1. Click Learners
      2. Click the class name the learners appear in
      3. Click Upload Learners
      4. Click Browse
      5. Select your CSV file
      6. Click Upload

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The system with match the UPN numbers from the file and assign the parent’s email addresses to these learner accounts.

The system will not automatically send the invitations to parents this will need to be completed manually so that the email addresses can be checked and verified.

    1. Select Parent Share from the menu on the left-hand side of your Web Suite
    2. Select Parents

    3. Select your class from the Class dropdown box
    4. Click Send Invitation

Individually Add Parent Email Addresses

PLEASE NOTE: Only Admin Users can add individual parent email addresses.

You can add more than one parent’s email address to a learner’s account so that both parents can view and submit observations from home. However, parents will not see each other’s observations which they have submitted they will only see their own observations and the observations which the teacher has submitted.

If parents wish to be able to see all observations we would recommend that they share one login account.

    1. Select Parent Share from the menu on the left-hand side of your Web Suite
    2. Select your class from the Class dropdown box
    3. Select Parents

    4. Click on a learners name so that it highlights in blue
    5. Click on the edit icon on the settings menu bar
    6. Add a new parent by typing their email address in the Add new parent box
    7. Click on the email address to add it or click enter on your keypad
    8. Place a tick in the Send Invitation box
    9. Click Save changes
    10. An invitation will automatically be sent to the email address for them to activate their account

The parent’s status will appear as Invitation Sent and turn green and Confirmed once they have activated their account.

Example Email Invitation


Subject: Evidence Me – Activation of Joe Smith’s parent account for St Mary’s School

Welcome to the St Mary’s School Parent Suite!

You have been registered at St Mary’s School as a Parent of Joe Smith. Please follow the link from below in order to activate your user account:

Activate your account

Regards, The Evidence Me Team


PLEASE NOTE: If you’re not ready to send out the invitations leave the Send Invitation box unticked. You can come back and tick this at a later date. Until then the status of this email address will appear as Pending Invitation.

You can resend an invitation at any time by clicking Resend Invitation next to the parent account.

Add a Parents Email Address to Multiple Learners

    1. Select Parent Share from the menu on the left-hand side of your Web Suite
    2. Select your class from the Class dropdown box
    3. Select Parents

    4. Click on a learners name so that it highlights in blue
    5. Click on the edit icon on the settings menu bar
    6. Click on the drop-down arrow on the Add new parent box
    7. Locate the parent’s email address or start typing the parent email address for it to appear
    8. Click on the email address to add it
    9. If the parent has previously accepted an invitation their email address will automatically appear as Confirmed
    10. Click Save changes

Edit a Parents Email Address

To edit a parent’s email address you will need to delete the existing email address and re-add the new one.

Delete a Parents Email Address

    1. Select Parent Share from the menu on the left-hand side of your Web Suite
    2. Select the class from the Class dropdown box
    3. Click on the learner’s name so that it highlights in blue
    4. Click on the edit button on the settings menu bar
    5. Click on the delete icon   next to the email address you would like to delete
    6. Click Save changes

Please view the Parent App – help for parents to help your parents get set up with the Evidence Me Parent App.