Emailing Through Gradebook

Modified on Wed, Feb 28 at 1:03 PM

There are two distinct types of Email in the Genesis Gradebook.

It is possible to send individual emails/progress reports to one or more contacts for a single student, and it is possible to configure distribution lists that include set of email contacts for more than a single student and send progress reports to that list "en masse."

The different types of Email are originated in radically different locations in the Gradebook:    

  • The “individual” emails are sent from each student’s “Contacts” screen.  This is the  Gradebook>Gradebook[Student Summary]>Contacts screen that is located, with a student’s other personalized Gradebook screens, “beneath” the spreadsheet.
  • The Email Distribution lists are accessed, configured and used via the Gradebook>Setup>Email/Progress Reports>Available Email Lists tab.

Gradebook Setup > Email Lists

The Gradebook>Setup>Email Lists screens allows you to create contact lists of email addresses and the gives you the ability to email out Progress Reports for your students to those contacts.

This feature insures that Parents, and the School Staff are always kept in touch with the progress of the students.


Available Lists


The Gradebook>Setup>Email Lists>Available Lists screen will display any lists that you have created for your gradebooks.

The types of contacts that can be automatically included in the lists are the following:




A student's counselor. Set via Student Data>Modify Student>Demographics>Required.

Vice Principals

A student's vice principal. Set via Student Data>Modify Student>Demographics>Required.

Case Managers

A student's case manager. Set within a student's IEP record via Student Data>Modify Student>Special Ed.

Legal Residence Contacts / Guardians

Your district has complete address and contact information for all of your students. If the administration has entered the email address for any of the contacts associated with the student's Legal Address, you will be able to see this contact.  In Contacts v2, all guardians are listed.

Gradebook Contact

This is the email address that you provide for your student's on the Gradebook>Gradebook>Student>Student Data.

Student Email

This is the primary email address in your districts records for the Student contact from the Student Data>Demographics>Contacts screen.

504 Coordinator

Staff are marked as 504 coordinators via Staff>Staff>Modify Staff by checking off "504 Coordinator." They are connected to students via the tracking record on the Student Data>Modify Student>Tracking>Other>Student 504 screen.

Once a list is created, you can then use that list to send out mass emails or progress reports.

Because there can be so many available email addresses for a student in Genesis, there is no simple “one-click” email to all students in the class without some configuration required.

The reason is that it is  necessary to ensure you are not sending email to addresses to which it should not go.

Creating Your Lists

The lists are created right from the bottom of the Gradebook>Setup>Email Lists>Available Lists screen.

Here are the fields that you need to complete and a quick explanation how they are used in list creation:



Email List Name

This is just a friendly, descriptive name.

Include these email addresses

This is a series of check boxes that include the contact types that are described above. By checking the boxes, then that contact type will be added to the list for every one of your students.

Once you have selected a name and the contact types to include in the Email List, just click on the "Add Email List" button and the list will be created.

The contacts are not added into the list until you actually view your list by hitting the View icon on the right hand side of the list table.

Updating Your Lists

Lists are updated by making the changes that you require on the Gradebook>Setup>Email Lists>Available Lists screen and then hitting the disk icon on the right hand side of the list your are updating.

Note: Your changes to the list do not immediately affect the contacts within the list (If they have been created by viewing the contacts). If you need to reconstruct your list with the default contacts you set up, then see the View Contacts section.

Viewing the Contacts in Your List

Once you enter Gradebook>Setup>Email Lists>View Contacts screen, the list contacts will be automatically created for you.

You will see a list of all the students in the Gradebook that you are viewing (Drop down at the top of the screen) and the contacts who are included in the list.

There can switch the list that you are viewing at any time by changing the value in the "Select Email List" drop down at the top of the screen, and you can view students who do not have contacts in this list by changing the "Students To Display" drop down.

Adding contacts to your list

If a student has additional contacts, then you can add them at any time to your list by clicking on the icon immediately after the student's name (This icon does not appear if all of the students contacts are already in the list).

This icon will pop up a small window that displays any contact for the student (See picture below).

In order to add a contact, simply click on the check box next to the name, and then hit the "Add contacts to list" button.

If a student is not appearing in your list that is in your class, then make sure to change the filter on top to include all students.

This way you can add contacts from that student to the list.

Removing contacts from your list

Contacts can be easily removed by clicking on the trash can icon at the far right of the contact's column.

Rebuild Course List with Defaults

If you have mangled your email list with lots of contacts that you did not want, you can always rebuild your list based on the default contacts that you set up on the Available Lists screen.

Just click on the "Rebuild Course List with Defaults" to remove all your extra contacts and rebuild the list.

List Creation - Under the Hood

Once you view a list for the first time, or you hit the "Rebuild Course List with Defaults" link, several thing happen under the hood. First, all active students for your gradebook's are gathered and each student will be analyzed in the following way:

  • If you have selected any of the school personnel types, then Gradebook will automatically grab the email address that has been entered for the contact by the school administration. If no email address exists for the contact, the the Gradebook will not include that contact in the Email List.
  • If you have chosen a Legal Residence Contact, then Gradebook will automatically grab the email addresses that exist for any of the contacts on a students LR Address record. If none exist, then no contacts will be added.
  • The same is true for the Gradebook Contact. If you have not entered an email address for a student, then that contact is skipped for that student.

Sending out Emails and Progress Reports

Mass Emails

Sometimes you may want to send out an email to your entire class.

In the Genesis Gradebook, we provide you with a easy and quick way to do just that.

First you have to select the emails that you want to deliver the email to by clicking on each of your contacts check boxes.

If you want to select all of the contacts, simply click on the check box at the top of the list and the Gradebook will check off every contact for you.

Next you find the link labeled "Send Email to Selected Contacts" on the bottom left hand side of the screen.

When clicked, the Gradebook will pop up a window to compose your new email.

Each email will be sent individually so the people who receive your email will not be able to see the other recipients for privacy reasons.

You also have the ability CC recipients.

By default, the CC field will be populated with the email address in your Gradebook>Home>User Profile screen.

Progress Reports

A powerful tool that this screen provides is the ability to create Progress Reports from your Email List.

You begin by selecting the contacts for the students that you want to send to.

You can do simply by clicking on the check box at the top of the list and all contacts get automatically checked.

Once you have selected the proper contacts, you click on the "Create Progress Reports" button on the bottom right hand side of the screen.

Once clicked you are moved to the Email Progress Reports screen.

Email Progress Reports


The Email/Progress Reports Screen allows you to view and send out progress reports to the contacts that you selected from the View Contacts screen.

  • Choose the contacts that you would like to email a Progress Report to and click the 'Create Progress Reports' button

Other options:

  • "Generate an email line based on selected emails (Comma Separated)"
  • "Generate an email line based on selected emails (Semi Colon Separated)" 
    • If you click either option, a popup will appear with the contact emails you have checked off, with each email separated by a comma or a semi colon.  You can then copy and paste emails into your email client etc.
  • "Rebuild Course List with Defaults" - By clicking this, the email list will get rebuilt with the correct emails

Previewing your Reports

After you click "Create Progress Reports" on the previous screen, you will be able to select the Marking Period, enter the Email Subject, and enter text in the "Email Body."  

You can then Email the Progress Reports and/or PREVIEW the Progress Reports.

You can also see what the "From Address" will be when sending this email.  Hover over the "i":

  • Click the 'Preview Progress Report' button and a PDF Progress Report will open up:

Emailing your Reports

  • Fill in the email subject and body and click the "Email Progress Reports" button, and Genesis will send them out to each selected contact

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