Forms Reports

Updated April 17, 2026 23:28

The ParentSquare Forms Report shows who has and hasn't completed a form or permission slip, letting teachers, admins, and group leaders track responses in real time. View submitted form data, sort and search responses, view attached files, download e-signed forms, fill out a form on behalf of a parent, and export or print results for record-keeping. Reports update as parents submit, so you can follow up with outstanding users via reminder before a deadline.

Who can use this?
Admin, Teachers, Group Owners, Room Parents, and anybody with permission to post at Districts and Schools.

After a permission slip or form has been sent to parents, the Forms Report allows you to view submitted data and see who has completed or not yet responded. From the report, you can sort and search responses, view attachments, download e-signed forms, and export or print results.

Access the Forms Report

There are two ways to access the Forms Report.

Option 1: From Your ParentSquare Feed on Home

Click the Options icon (gear) in the upper right of the post and select Forms > View Report.

Option 2: From the Post Detail

Click the form name in the Forms/Permissions box in the right sidebar.
Click Forms > View Report in the right sidebar.
Sort and search by any column. Click Export CSV or Print to download or print your report. For large forms, the report may be generated in the background and sent to you by email when it's ready.

Download or Print a Forms Report

From the Forms Report, you can download or print the report in several ways:

Export CSV — downloads responses as a spreadsheet file.
Print — creates a PDF version of the report for printing or saving.

Print a PDF (Async PDF Generation for Large Forms)

When a form has more than 200 responses, selecting Print will generate the PDF in the background. You will receive an email with a download link after the PDF is ready.

Note: ParentSquare generates a new PDF up to once per hour. If a PDF has already been generated within the last hour, the system will automatically download the most recent version instead of creating a new one.

Export a CSV (Async CSV Generation for Very Large Forms)

When a form has more than 3,000 responses, exporting the CSV will generate the report in the background. Instead of waiting for it to generate in real time, you will receive an email when the CSV is ready to download.

Search and Navigate Report Results

Pagination

If your form has more than 300 responses, the Forms Report is split into multiple pages to improve performance. Use the page controls at the bottom of the report to move between pages.

Search Within a Column

To search responses, use the search/filter options available for an individual column. This improves search speed and helps you find results faster in large reports.

Tip: If you need to search across all responses or use additional filtering (like sorting or advanced analysis), exporting a CSV may be helpful.

Forms Sent by District

When districts send out a district-wide survey or form post, site Admins have access to the Forms Report at their school to view recipients and manage responses.

Note: Site Admins and Principals will not be able to use a link to access the form, unless they also have district-level access. To access the form and Forms Report for their school, they will need to scroll back in their feed to locate the post, and then access the Forms Report via the gear icon as normal.

Access the Forms Report the same way as a form sent by school. Follow the steps above.

Forms Report: Forms With Student Information Required

The option Require Student Information will auto-populate student information and allow parents to fill out a form for each of their children.

The Forms Report shows Total Invited, how many Completed the form, how many are Awaiting Reply, and how many have responded under All Responses.
Export CSV file of completed responses.
Print report with list of students, parent information, and approval status, followed by the completed forms (with answers to form questions) for each student.
Note: For large forms, printing and exporting may be generated in the background and delivered by email when ready.
Note: If a form was completed for a student prior to being removed from ParentSquare, they will still show in the report with the indication "Deleted Student" next to their name. Only staff users will be able to see the form responses for inactive/deleted students. Non-staff users will only see form responses for active students.

Awaiting Reply Options

Click Awaiting Reply. This provides a list of all users that have not yet completed the form. A few options are available on this screen:
- Export CSV of all users who have not responded.
  Note: For large forms, exporting may be generated in the background and delivered by email when ready.
- Send Reminder to send a reminder to those who have not filled out the form.
- Mark Completed if a parent completes the form offline, to move this student to the "Completed" list.
- Fill Form to complete the form on behalf of a parent/guardian (see below).

Forms Report: Forms Without Student Information (Voluntary Forms)

When you uncheck Require student information for a form that is voluntary to complete, the Forms Report will display many of the same options as above. Voluntary forms can be sent to staff, parents, and/or students (if StudentSquare is enabled).

The Forms Report shows Total Distributed, how many Completed the form, and how many are Awaiting Reply.
Export CSV file of completed responses.
Print report with list of users, followed by the completed forms (with answers to form questions) for each user.
Additional tab: Some forms may include an additional All Responses tab. This tab appears when a form is shared publicly or receives submissions from users outside the original target audience of the post. The All Responses tab includes all submitted responses, including those from users who were not part of the intended audience. Contact information may be limited or unavailable for some respondents. As a result, totals in All Responses may be higher than the counts shown in Total Invited, Completed, or Awaiting Reply.
Note: For large forms, printing and exporting may be generated in the background and delivered by email when ready.

Awaiting Reply Options

Click Awaiting Reply. This provides a list of all users that have not yet completed the form. A few options are available on this screen:
- Export CSV of all users who have not yet replied. Note: If you are having trouble exporting a Forms Report via CSV file, make sure your web browser cache has been cleared.
- Send Reminder to send a reminder to those who have not filled out the form.
- Mark Completed if a user completes the form offline, to move this user to the "Completed" list.
- Fill Form to complete the form on behalf of a parent/guardian (see below).

Fill Out a Form on Behalf of a Parent/Guardian

Staff members with Forms Report access can complete a form on behalf of a parent/guardian. This helps in situations where the parent is unable to complete the form and would like to have a staff member complete it over the phone or in person. The Forms Report will clearly indicate whether the parent or a staff member completed the form.

In the Forms Report, click the number above Awaiting Reply.
Locate the student and click Fill Form on the right.
Enter the Student Name.
Fill in form responses. The example below shows "Yes" for "Has my permission...".
Check the box for "I have permission to submit this form on behalf of the user selected."
Click Save.
A notification will be sent to the parent/guardian to confirm that a form was filled out on their behalf.
The Forms Report will show that the form was completed and who filled it out.

View Attachments

In the Forms Report, if you checked the box to allow or require attachments, there will be a column for attachments.

Click the file name to view the attachment.
It will open in a new window. Save or print if needed.

Download E-signed Forms

Forms that require a signature can be downloaded as PDFs. All signed forms will include a signature certificate unless bulk downloaded without certificate.

Note: This only applies to forms created after April 13, 2023.

In the Forms Report, select one or more rows.
The Download option will become available. Click the Download drop-down and select Download for PDFs without certificate, or Download with Certificate.

Note: To download all forms, first deselect offline completions and pending signatures before clicking Download.