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Advanced Tool to Manage Educators for Multiple Site Locations

Advanced Tool to Manage Educators for Multiple Site Locations

On a Provider Admin's profile, the Manager Educators button is available on the I-LEAD dashboard. This tool is available for use to send emailed invites for multiple child care sites to your Educators. This will connect them to each location's roster and give them a consent form specific to that location. Educators need to be connected to all child care programs first before they attempt to complete a consent form.

Warning:
Please thoroughly check that the information entered into the invite has the Educator's correct legal name and personal information. Once an invite has been accepted by the Educator and their personal information entered, it can't be edited or reversed.

Provider Admins, follow the steps below to invite an Educator using this feature:

  1. Login into your admin account on ilead.in.gov
  2. Click the Manage Educators button (Fig 1)
  3. Click the +Invite Educators button (Fig 2)
  4. Select the program type you wish to submit email invites for (Fig 3). Note: If you own multiple types of programs {center, homes, ministries, etc.) you can only submit one program type at a time
  5. Click "Yes" if you want to send invites for all sites of a program type to your Educator(s) (Fig 4a) -OR- Click "No" to select only the specific sites you wish to send to your Educator(s) (Fig 4b). You may need to scroll down to click "Remove" on any site you don't wish to associated to these individuals.
  6. Click "Educators" at the bottom right of the page to continue
  7. Click Search for Educator to Search for an existing Educator (Fig 5a) -or- click Add New Educator to Create an educator invite for a new Educator (Fig 5b). You will need the educator's legal name, date of birth, their educator type, hire date (usually the same day as you send the invite), and email to complete this step.
    • Search for Educators (3 ways): This feature can be used to search for someone who already has already completed consent forms on I-LEAD before. There are 3 ways to search:
      • Search by Name and DOB: Enter the person's First Name, Last Name, and Date of Birth. The name on the I-LEAD account and the invitation need to match what's on the person legal ID. If you find them under a previous legal name, please direct the educator to temporarily switch their name back to their former name in their profile. Once they accept the invite, they can change their profile to their new legal name and complete the consent form. Once the consent has a Qualified status, the name will change automatically on the roster.
      • Search by Email: If an educator completed consent forms at another child care facility and still have access to the same email they use to login to their I-LEAD accounts, they can sometimes be searched by their email alone. Verify the correct email and press "Lookup" or "Search".
      • Search by SPN (Some educators have a "View Consent Form" when they login to I-LEAD and a message that says "There are no open providers for you to submit a consent form". If they click "View Consent Forms" and give you their eight digit SPN, you can find them through SPN only and add them this way without the need for an educator invite. Click "+Add" once you they appear at the bottom of the page and add the educator type and hire date.
    • Add New Educators: If you try to search by educator and the person you're looking for didn't come up in the search results box at the bottom of the screen, click Create or Lookup to begin the process of adding new Educator. Enter the Educator(s)'s information in the fields and press "My Information is Correct" if everything is accurate
  8. Once the educator's information has been entered, click Look Up, Search, or Create. Their name should generate at the bottom of the page with either an +Add for searched educators (Fig 6) or an Update & Remove button next to your Educator's name if the invite was created successfully. When added to the list of educators who need invites, there will also be a gray box that comes up in the bottom right corner briefly that says "Educator Associated: The educator was successfully associated" (Fig 7).
  9. Repeat steps 1-8 multiple times if you are adding multiple educators to the child care sites. Once they've all be added, skip down to step 10.
  10. Click Review to see which Educator(s) got an invite for which sites (Fig 8).
  11. Click Submit to send the invite(s) to the listed Educator(s) (Fig 9).

The invitations will only send to the educators' emails after steps 10 & 11 are completed.

If the Invite submitted successfully, the Educators who were invited will show on your admin page as "Pending" (Fig 10). To view this, click Home, click View Details for the site you wish to check, and scroll down to the Invited Educators section just above the Associated Educators roster. If they received the invite in their email, it will show them as "Pending". The invites expire in 3 days due to security purposes. It the Educator requires a new invite, please click "Re-Send" to send the Educator a new invite to login from.

Bright Futures Solution Center cannot send Educators invites. Only users with provider admin accounts are able to invite educator to their child care program. Provider admins, please also remember to add yourself to the Associated Educator roster so you can have access to your consent forms too.

Below is a copy of the No_reply_I-LEAD@fssa.in.gov email that educators receive and need to accept to get their consent forms.

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Step By Step Display

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(Fig 1)

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(Fig 2)

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(Fig 3)

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(Fig 4a)

-OR-

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(Fig 4b)

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(Fig 5a)

-OR-

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(Fig 5b)

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(Fig 6)

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(Fig 7)

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(Fig 8)

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(Fig 9)

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(Fig 10)