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How to Invite Educators in I-LEAD

How to Invite Educators in I LEAD

On a Provider Admin's profile, the Invite Educator button is available when you click the View Details button of the site you're inviting the Educator(s) to. Use this to send emailed invites for that particular child care program to one or more Educators. This will connect them to that location's roster and give them a consent form specific to that location. 

Warning: 

Verify the Educator's correct legal name and personal information before sending an educator invite. Once an invite has been accepted through the Educator's email and their personal information is submitted, it can't be reversed.

Each I-LEAD user must use an email that isn’t used by anyone else. I-LEAD accounts aren’t meant to be shared as they contain personal information & training unique to that user. Failure to follow this rule could result in tangled accounts and incorrect data on consent forms that can't be 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. On the I-LEAD Dashboard, scroll down to the Provider's section. Make sure you're on the Providers I Administrate section. 
  3. Click View Details next to the site you invite your staff to (Fig 1)
  4. Click Invite Educators to the right side of the Invited Educator section (Fig 2)
  5. Click the box next to the license's program type if its not already selected. Then click Yes to only select an invitation for the one license location -or- click No to select which licensing locations of the same type you wish to add the educator(s) to.
  6. Once the selections are made, click Educators in the lower right hand corner to proceed. (Fig 3)
  7. Click Search for Educator to Search for an existing Educator (Fig 4a) -or- click Add New Educator to Create an educator invite for a new Educator (Fig 4b). 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.  (Fig 5)
  8. Once the information has been added, click +Add (Fig 6) or Invite next to your Educator's name to add them to the list. Any educator that is added successfully will receive a message in the bottom right 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 this child care site. 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 invites will only send once steps 11 and 12 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. For instructions on how to accept the educator invite, please click HERE.

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Should you have any additional questions or concerns, please reply to this message or contact the Brighter Futures Solution Center directly by calling 1-800-299-1627.

Visual Step-By-Step Instructions

Find the License's "View Details" Button under "Providers I Administer" (Fig. 1)

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Click "+Invite Educator" (Fig. 2)

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Select Each License to Invite Staff (Select "Yes" for All or "No" for a single license) (Fig. 3)

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Search for an Existing Educator (Fig. 4a)

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-OR-

Enter a New Educator (Fig. 4b)

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Enter their Legal Name and Hire Date (The current date if nothing prior) (Fig. 5)

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Click "+Add" (Fig. 6)

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Scroll down to view those added to list (Fig. 7)

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Repeat Above Process if Other Staff need added to License(s) or press "Review" to move on (Fig. 8)

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Press "Submit" if the List of Invited Educators Match the List of Licenses They are Added to (Fig. 9)

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Check "Pending Invites" and "Pending Associated Educators" to see if Invites were Sent (Fig. 10)

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