Automated GOLD Family Observation Requests
On the first of the month, WebRun checks Teaching Strategies GOLD for any child whose portfolio is missing family input for the current checkpoint period, drafts a short request email with a Google Forms link in Gmail for the office to review and send, tracks who responds, and drafts a friendly follow up for anyone who hasn't answered after two weeks.
How do I collect family observation input for every child's portfolio without chasing non responders by hand?
WebRun checks Teaching Strategies GOLD each month for any child missing family input and drafts a short request with a Google Forms link in Gmail for the office to review and send. It tracks who responds, and two weeks later drafts a friendly follow up for anyone who hasn't, so every portfolio reflects the family's voice.
- Missing family input surfaces every checkpoint instead of being noticed at report time
- Non responding families get a friendly nudge automatically after two weeks
- No request or reminder reaches a family without the office reviewing it first
Built for preschool teachers · family engagement coordinators · early learning centers · pre-K programs
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
mygold.teachingstrategies.comin a real browser with your saved login - no setup, no API keys. -
1
Teaching Strategies GOLD - find portfolios missing family input
teachingstrategies.com
WebRun opens Teaching Strategies GOLD to find portfolios missing family input. - Open Teaching Strategies GOLD and check every child's portfolio for the current checkpoint period
- List anyone missing a family input observation
Done when Every child missing family input for this checkpoint is listed.
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2
Gmail - draft the family request
gmail.com
WebRun opens Gmail to draft the family request. - Draft a short request email to the family with a link to the observation form
- Leave every request in Drafts for the office to review and send
- Two weeks after a request was sent, draft a friendly follow up for anyone who still hasn't responded, also left in Drafts
Done when A draft request or follow up is waiting in Gmail for every family who owes family input, none sent automatically.
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3
Google Forms - track who responds
forms.google.com
WebRun opens Google Forms to track who responds. - Once the office sends a request, track responses as they come in
- Match each response back to the right child's portfolio checkpoint
Done when Every response is tracked and matched to the right child's checkpoint.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will a request go to a family without office review?
No. Every request and every follow up is left as a draft in Gmail for the office to review and send. WebRun never emails a family on its own.
What does the observation form ask?
Two or three simple prompts about what the family is noticing at home, matched to the developmental domains GOLD tracks, so the input is easy to use in the child's portfolio.
What happens to a family that never responds?
They stay on the tracked list with a note that no input was received, so the teacher knows to rely on classroom observation alone for that section.
Related templates
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