The way families are introduced to Educa shapes how confident and engaged they feel throughout their child’s time in your centre. This guide shares practical steps to help new families feel connected from day one and make onboarding simple, consistent, and easy to repeat.
A simple onboarding sequence (recommended)
Before you invite families: Confirm parent/guardian consent and prepare your “How We Communicate” overview
Day 1 / first week: Publish a welcome story
Week 2: Gentle check-in if they haven’t logged in or seem unsure what to do next
1. Confirm parent/guardian consent (before inviting families)
Before adding families to Educa, centres must ensure parents have given consent, as outlined in Educa's Terms & Conditions.
Consent typically covers:
Permission to create and share digital learning documentation (including photos/videos if applicable)
Who can access the child’s content (parents/caregivers, additional invited family members)
Any preferences or restrictions (for example, “no public-facing images”, or limits on who can be invited)
Practical tip: If you don’t already have a consistent process, our sample parent consent form can be adapted to suit your centre's needs. Include it in your enrollment pack so it’s handled once, up front.
2. Share a “How We Communicate” overview (set expectations early)
Families need to understand what to expect from your centre's communication. It helps to give them a short, clear guide to what they’ll receive and how to contact you.
What to include (keep it to one page):
What you’ll share: learning stories, group updates, event notices, plans (if used)
How often: a rough rhythm (for example, “weekly stories” or “highlights throughout the month”)
How to message you: what to use for day-to-day messages vs general announcements
Response expectations: your typical reply window (so families aren’t guessing)
Urgent matters: confirm your preferred urgent-contact method (so Educa isn’t used for emergencies)
Privacy basics: explain that access is controlled by your setting and the people you invite, and that some posts may be shared to a group (where relevant)
Practical tip: Many centres create a simple one-page PDF they share with new families during enrolment or orientation. This becomes a reference they can revisit without searching through emails.
Copy-ready template:
How We Communicate in Educa
You’ll receive: [learning stories / group updates / notices / plans]
Frequency: [e.g., weekly / fortnightly / throughout the term]
Messages: Use [Conversations/Message Board/your chosen method] for [examples].
Response time: We aim to reply within [timeframe].
Urgent matters: Please contact us via [phone/office] for anything time-sensitive.
Who can see content: [brief note on individual vs group posts, if you use both]
3. Publish a welcome story
A welcome story helps families immediately understand what “learning documentation” looks like in your space.
What a good welcome story includes:
1–3 photos (keep it light)
A short note on how the child settled in or what they enjoyed
One warm observation that feels specific to their child
A simple closing line inviting them to comment or say hello
Practical tip: Keep it short and personal. The goal is confidence and connection, not a perfect story.
4. Set expectations for family involvement
Families engage more when they know what’s encouraged and what’s optional.
Cover these areas:
Inviting additional family members: Be clear whether families can invite grandparents/other caregivers themselves, or whether they should ask your team to do it. This avoids confusion and keeps access tidy.
Commenting and contributing: Let families know comments are welcome and genuinely useful (they help educators understand interests, routines, and home context).
Optional next step: invite families to share from home
Some centres invite families to post a Family Story once they’ve settled in. It’s a simple way to include the family voice and capture moments that happen outside the centre.
If you choose to enable this, it can help to mention:
What kinds of posts you’d love to see (for example: family traditions, weekend highlights, milestones)
Whether teachers will respond and how often (so expectations stay realistic)
5. Give families time to explore
Some families log in immediately; others take a while. A gentle nudge can help without adding pressure.
A simple follow-up (after ~2 weeks if needed):
“Just checking you were able to access Educa and see [Child’s Name]’s welcome story. Let us know if you’d like a hand.”
If they still haven’t logged in, common fixes:
Confirm the email address used for the invite is correct
Ask them to check junk/spam folders for the invite email
Resend the invite if needed
The Outcome
When families understand what to expect and see an early example of learning in your setting, they feel informed, reassured, and more likely to engage in meaningful ways.
Need support?
If you’d like help shaping your “How We Communicate” guide or refining your family onboarding process, message us via the chat or contact support@geteduca.com.
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