Format and Enhance Posts

ParentSquare provides powerful formatting and enhancement tools to make your posts engaging and accessible. This guide covers everything from basic text formatting to AI-powered writing assistance.

Who can use this?
Admin, Teachers, Group Owners, Room Parents & anybody with individual permission to post

Text Formatting Basics

Use the text editor control panel to format your post content. Hover over any icon to see what the tool does, and click the arrow to see options for each tool.

Available formatting options:

• Bold, italics, underline
• Headings (H1, H2, H3)
• Text color and background color
• Bulleted and numbered lists
• Alignment (left, center, right, justify)
• Tables
• Undo/Redo buttons

Embed Images

Embedded images appear directly in the post and do not need to be downloaded by recipients.

Insert an Image

1. Place your cursor in the post description where you want to add an image.
2. Click Insert Image "picture" icon.
   
   
    
3. Drop image into window, or click to select from device, or click link icon to add the URL.
   
   
    
4. Click the image to reveal a menu to edit your image (replace, align, remove, insert link, display, alternative text, change size and style).
   
   
   
   

Alternative Text (Alt Text) for Images

Add alt text to support your ADA/OCR compliance efforts for accessibility.

1. Click the image, then click Alternative Text "i" icon to add alt text.
   
   
    
2. Enter a description of the image and click Save.

Generate Image Alt Text using AI

*If enabled at your school.

1. Follow the steps above, and instead of typing the description, click Generate AI suggestion.
   
   
    
2. Select the suggestion, edit the suggested selection, or click Generate another suggestion.
3. Click Save.

Require Alt Text for Images

*If enabled at your school, you must add alt text before you can send your post.

1. Add a description of each image as you insert the image.
2. Or, click Skip for now and add alt text for all images at one time.
   • "Post Now" will be greyed out if alt text is missing.
   • Click Add alt text.
     
     
      
   • Or, if alt text using AI is enabled, click Review suggestions.
     
     

Settings for Alternative Text (for Admin)

Go to Add-ons Posts Post Settings

• Admin can enable, "Require alt text for images" for all posts.
• Admin can enable, "AI-recommended alt text for images" for posts.
  • AI must be enabled at the district-level first.
    
    

Note: File sizes can be up to 1GB in size. Recommended image file types are .jpg, .png and .gif. Create your post on a web browser to add alt text for photos. Not available in the mobile app.

Embed Videos

Embed videos from YouTube, Vimeo, or Google Drive. You will need the "embed code" for the video. For YouTube or Vimeo, the URL works as well.

Note: If your video contains a copyrighted song, it will not play on the ParentSquare app. If this is the case for your embedded video, you can include a hyperlink to the video in your post so that your users can open the video in a web browser.

Get Embed Code for Google Drive Videos

• Click the 3 dots at top right, then click Open in New Window.
• Click the 3 dots at top right again, then click Embed item.
• Copy the embed code and paste in ParentSquare editor (click Insert Video icon, then </> (Embedded Code).
  
  

Embed a Video

1. In your post, click where you want to embed your video. Click the camera icon (Insert Video).
   
   
    
2. In the pop-up, paste your YouTube or Vimeo link or Google Drive Video embed code. Once embedded, click on the video to reveal a small menu that will allow you to replace or delete your video.
   
   

Add Hyperlinks

Include a link in your post by adding a hyperlink to a word(s).

1. Enter a Description and highlight the word(s) you want to hyperlink. Click More Rich (+) icon.
   
   
    
2. Click Insert Link (chain) icon.
   
   
    
3. Copy/paste the URL into the pop up box. Check the box next to Open in new tab if preferred.
4. Click Insert.
   
   
    

5. After the link is embedded, click on the selected word for options to:

   • Open the link
   • Style your selected word
   • Edit the link
   • Unlink the word

   
   

Note: Shortened URLs are not supported. Insert the direct URL in its entirety.

Attach Files

Photos, videos and files can be added to a post. File size can be up to 1GB, with a limit of 50 files.

Note: Do not add files directly to the post description box; they will not open correctly. Be sure to use "Attach Photos Or Files" under Add-ons.

1. Select Attach Photos or Files in left sidebar.
   
   
    
2. Click Select Files to Upload or Drag and Drop or Copy and Paste files to the center of the pop-up.
   
   
   
   Or, select files from Web Search, Google Drive, Google Photos or a Link in left menu.
   
   
    
3. To add another file, click Upload Files below attached files.
   
   
    
4. After you've added your file(s), click Upload. The number of attachments shows next to "Upload".
   
   
    
5. When the post is sent, the attached files appear as attachments to the post, similar to an email.
   
   

Tip: Users must sign in to their ParentSquare account to view and download an attachment. If they have not registered their account, they will not be able to open the attachments. (Unless the post has been shared publicly on social media/website/shared link.)

Edit Translations

If your school/district supports it, users can edit translations to ensure accuracy of the content.

Note: This feature is supported on the web browser and is not currently supported on the ParentSquare mobile app.

1. Add Description and any add-ons (translation available for: Sign Up Lists, Volunteer Lists, Payments, and Forms.)
2. Click Edit Translation.
   
   
    
3. To preview and edit the translation, click on each language tab and edit.
   
   
   
   Users with the specified language as their preferred language receive the edited translated content followed by the English version. All other language users receive the message as translated by Google Translate followed by English.
4. If content changes are made on the English tab, be sure to click Retranslate from English. This will retranslate the language tab(s) based on the revised content. To remind you to update the other languages, a yellow warning box pops up saying, "The contents of this post have changed. Please make sure to translate before posting."
   
   
    
5. Click Post Now or choose another notification option.

To add languages that you can edit, please contact ParentSquare Support.

Use AI to Rewrite Posts

*This feature requires activation for your school or district.

What is Rewrite with AI?

ParentSquare's AI-powered rewrite tool helps you write clear, readable, and easily translated posts for everyone in your community.

• Make your post easier to translate
  Keep sentences short and to the point, use active voice, check for slang and idioms, eliminate abbreviations, and use the same words consistently.
• Make your post easier to understand
  Adjust the reading level of your content to an 8th-grade reading level.
• Check spelling and grammar
  Review the text for any errors in spelling and grammar, and make the necessary corrections.

How to Use Rewrite with AI

1. After writing your post description, click Rewrite with AI at the bottom of the description.
   
   
    
2. A window explaining what the Rewrite with AI tool appears. Click Give it a Try to use the feature. (Or, click Do not show this again to skip this window the next time.)
   
   
    
3. Next, the description text will be reviewed and rewritten. Note: You cannot edit the description while rewriting is in progress. When done, review the revised post.
   • (Optional) To see the changes, click View Changes below the description.
     
     
   • Red highlights indicate deletions, and green highlights indicate additions. Click Close.
     
     
      
4. If you like the changes, click Close. If you don't like the changes, click Revert Changes, or the Undo button in the editor toolbar to return to your original post.
   
   
    
5. (Optional) You can provide feedback about whether or not you found the Rewrite with AI feature helpful.
   
   
    
6. If you make any more changes and want to use Rewrite with AI again, click Rewrite with AI again. Click Retranslate all from English at the bottom of the post to update other languages.
7. Send your post.

Frequently Asked Questions About AI Rewrite

How does Post Rewrite with AI work?
ParentSquare's AI-powered editing tool helps you write clear, readable, and easily translated posts for everyone in your community. When you create a post on ParentSquare, use this AI-powered tool to automatically edit your writing for clarity and readability. You can always review the modifications suggested before publishing your final post.

How is the revised text generated?
We use Google's Gemini to rewrite message content. ParentSquare does not transmit any personal information to this model and Google does not use any transmitted data to train their models.

Can I enable the feature for some users but not others?
The feature is turned on by site and not by user. This feature is "opt in", so a district admin needs to manually enable it for their district. District admins can also enable at their schools, and then any user that can write a post will be able to use Rewrite with AI.

Does this work in the "code view" mode?
No, the rewrite button is disabled in code view.

How does AI use our data?
All AI work at ParentSquare adheres to our strict data privacy and security standards. We do not use personally identifiable information (PII) to train our AI models. We partner with Google to run our AI models, and Google also doesn't use any customer data to train their models. Additionally, ParentSquare administrators have control over whether users in their district have access to AI features.

Is Rewrite with AI available on the mobile app?
Yes, it works with the iOS and Android apps.

Is Rewrite with AI available for Studio Editor posts?
Not yet, but it is coming soon.

Enable Rewrite with AI (District Admin)

1. District admin can enable "Rewrite with AI" for their district. From Add-ons All Features and Add-ons click Posts. Click the box for Rewrite with AI to enable for the district and click Save. To enable it at the school sites, click View/Edit for Rewrite with AI under Post Settings at Schools.
   
   
    
2. Toggle On/Off by school or Turn On/Turn Off for all schools. Click Save.
   
   

Advanced Formatting Tips

For posts using newsletter templates, you have additional formatting tools available.

Replace Images in Templates

1. To replace images, such as a school logo and newsletter banner, click the grey box – the table menu appears. Click Replace icon (double arrows). It is best to use the suggested dimensions. For example, "200 x 50" is 200 pixels wide by 50 pixels high.
   
   
    
2. Drop image in window or click to upload from computer.
   
   

Delete an Element

To delete an element, such as the school logo or text row, click the element or the side of the element – the table menu appears. Click Remove icon (trash can).

Add a Heading

1. Click the element above where you want to add a heading – the table menu appears.
2. Click the Row icon (horizontal bars).
3. Click Insert row below.
   
   
    
4. Click inside the newly created row to bring up the table menu.
5. In the table menu, click Cell Style icon (magic wand) and then Padded. Click Cell Style again and select No Borders.
6. In the table menu, click Horizontal Align icon and select Align Center.
7. Heading background color: in the table menu, click Cell Background icon (droplet) and select a color or add your own.
8. Heading text color: click the More Text button (in the editor toolbar directly below Description), then Text Color icon (droplet) and select your color.

Format Tips for Outlook Email

If your post looks right for you but doesn't look right when it is received by a user with Outlook, follow these tips. In particular, photos may appear to be the wrong size.

• Outlook does not resize images. Resize images to a maximum of 800px wide before uploading to the post.
• Test, test, test in ParentSquare and review results in Outlook when creating a template.

Copy a Newsletter Between Schools

(for non district admin)

1. Open a newsletter post after it has been sent.
2. Click Edit (gear) icon and select Duplicate.
3. In the duplicated copy, click Code View (in text editor).
4. Copy all the code.
5. Go to the other school and click New Post.
6. Click Code View (in text editor.)
7. Paste (code you copied in step 4.)
8. Click Code View again to turn it off, and now newsletter format and content should all be copied.

Additional Notes

• Photos cannot be edited once placed in the template.
• There is no "text wrap" option (a workaround would be to use columns).