Check LiveSchool first. You may not need a mail merge at all.
Open Students & Families, then Overview. If any of your families already have an email address saved in LiveSchool, you will see Send Student and Family Invitations with a button like Invite 7 Families. Click See Preview to read the email first. That sends a sign-in invitation for you, and there is nothing to set up.
If you do not see that, LiveSchool does not have any family email addresses yet. Use the steps below to send codes from your own spreadsheet.
Do you have a spreadsheet of family email addresses and want to get everyone signed up at once? A mail merge is a quick way to send each family their student's signup code.
Each student has one Access Code. That same code connects the student and every family member linked to them, so a mom, a dad, and a grandparent all use the same code. You send one code per student, not one per parent.
Step 1: Get your students' Access Codes
Find Setup > Students in the left-side menu.
Click Export to download a CSV file of your students.
The Access Code column holds the signup code for each student.
Step 2: Match Access Codes to family emails
In your spreadsheet, put each family member's email address next to their student's Access Code.
If a student has more than one family member, list each person on their own row with the same Access Code. They can all use it.
Your file needs two things: an email address and an Access Code.
Step 3: Set up your mail merge
Use a mail merge tool for Gmail, such as Streak.
In Gmail, open the merge feature and create a template for your families.
Write a short greeting and tell families what the code is for.
Step 4: Insert the merge fields
Add placeholders in your template so each email pulls that family's own Access Code from your spreadsheet.
Double-check that the code field points at the Access Code column.
Make it one click
Instead of asking families to type the code, you can include a link that fills it in for them. Use this format, with your merge field in place of the code:
Families who click it land on the signup page with the code already entered.
Step 5: Review before sending
Preview a few of the emails and confirm each one shows the right family's code.
Send yourself a test email first if your tool allows it.
Step 6: Send the mail merge
Start the merge to send the emails.
Each family gets their student's Access Code and can create their account at my.liveschoolapp.com.
Prefer to send codes home on paper?
Go to Students & Families, then Access Sheets. Each sheet has one student's Access Code, a QR code, and signup instructions, ready to print and send home. This works even if you do not have any family email addresses.
To print for just the families who have not signed up yet, open Overview and click Continue Family Rollout. From there you can choose Print Access Sheets for only those families, or See Unconnected Families to view the list with their access info.
If you have questions or need a hand, reach out to support@liveschoolinc.com. We're happy to help!
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