Progress Reports Parents Actually Open: Track and Resend

Sending a progress report is the easy part. The harder question for a tuition owner is: did the parent read it? A report that lands in an inbox or a WhatsApp chat and is never opened does not reassure anyone, and the first time the family hears from you again may be when they ask about fees.

TuitionDesk now helps with both halves. It drafts scheduled progress reports for the owner to approve, then shows how many parents opened the report link each week and lists the families who have not, with a one-tap Resend. This guide explains exactly what it does and what it does not do.

The workflow in four steps

Step	What happens	Who does it
1. Draft	On the schedule you choose, TuitionDesk creates a draft report for each active student	Automatic
2. Approve	You review the drafts and approve them in bulk (up to 50 at a time) or skip some	Owner
3. Send	Approved reports go to the parent through the normal send path	Automatic
4. Follow up	You see who opened the link and resend to those who did not	Owner

Everything lives under Reports > Progress Reports, and it is an owner screen: only the centre owner can manage these reports.

Step 1: choose a schedule

Under Draft reports you pick Off, Weekly (Mondays) or Monthly (1st). Weekly drafts cover the previous seven days; monthly drafts cover the previous calendar month. The job is safe to re-run: a student never gets two drafts for the same period.

When drafts are ready you get a push notification, or an email if no push reached you. Each draft stores a snapshot of the figures at the time it was created, and that exact snapshot is what the parent receives. The numbers you reviewed are the numbers that go out, not a fresh calculation made later.

Not reviewing in time? There is an optional setting, "Send automatically if I have not reviewed a report within 3 days". Without it, drafts you leave alone get a single reminder instead of being sent.

Step 2: what the parent receives

The report is sent by email, and also on WhatsApp if your centre has WhatsApp enabled (which uses your WhatsApp credits). Parents with the app also get a push alert. It carries attendance percentage, average test score, score trend, risk level, weak areas and the teacher's note where there is one. Parents can get the wording in their preferred language where your plan includes parent report languages; otherwise it falls back to English.

The message also includes a link to the child's Progress page in the parent portal. That link is what makes tracking possible, and it carries no report content in the URL itself. The parent signs in to view it.

Step 3: read the open rate

At the top of the page, Opened the report link shows the last eight weeks. For each week you see lines such as "12 of 18 opened the link" with a percentage.

How an open is counted, so you can read the number honestly:

An open is recorded when a parent views their child's Progress page in the parent portal, and it is attributed to that student's latest sent report.
It counts once per report per parent. Refreshing the page does not raise the number.
A report counts as opened if at least one parent opened it.
It measures opening the link, not reading every line. A parent who reads the email body and never taps the link is counted as not opened.

That last point matters. Treat the rate as a signal for who to nudge, not as proof that a family ignored you.

Step 4: resend to families who have not opened

Below the card, Not opened yet lists each student whose latest sent report no parent has opened, with the class, parent name and contact. You can resend one at a time, or tap Resend all and confirm.

Rule	Detail
One resend per report	Once a report has been resent, it will not be resent again
Opened reports are skipped	If the parent opens it in the meantime, a resend is refused
Batch size	Capped by your plan, never above 50 per tap. If more are waiting, the remainder stay in the list
Same message	The resend uses the original snapshot, so the figures do not change
Double taps	Safe: a second tap or second tab cannot send twice

If a resend fails for one family, for example there is no email or phone on file, that row shows the error with a Retry button and the rest continue.

A practical routine for the week

Monday: drafts appear. Skim for any student whose figures look off and add a teacher note where useful.
Approve the batch the same day.
Thursday: open the card and check the percentage.
Resend to the not-opened list, and phone the few parents who still do not respond. A short call to a family that has ignored two reports is worth more than a third automated message.
Look for patterns. If one class has a consistently low open rate, check whether parent contacts are up to date. Missing parent phone or email is the usual cause; fee reminders depend on the same parent contact details.

Plans and limits

Scheduled progress reports are not available on the Free plan; they are available on paid plans from Starter. Plan comments in the product refer to this as a Growth-tier feature while the plan configuration enables it from Starter, so please confirm on the pricing page before you rely on it for your tier. The resend batch size is 50 on every plan that has the feature (Enterprise has no plan-level limit), and each tap is capped at 50.

Frequently asked questions

Does TuitionDesk send reports without my approval? Only if you tick the automatic option, and then only for drafts left unreviewed for three days.

Can a teacher or branch admin approve reports? No. This screen is for the centre owner.

Why is my open rate low? The count only includes parents who tapped the link and signed in to the portal. Parents who read the email but did not tap are not counted, and missing contact details also lower the rate.

Can I resend a report twice? No. Each report can be resent once.

Does this track what the parent read inside the report? No. It records only that the Progress page was opened.

Try it in your centre

Add your students and parent contacts, switch on weekly drafts and see your first open rate within a week. Create your free TuitionDesk account.