Why this matters
The new Encounter Sharing feature makes communication smoother, faster, and more transparent for everyone who supports a student’s wellbeing. Health teams, athletic trainers, and other users can now securely share student encounters directly with parents/guardians and faculty through the portal.
This means:
Families receive timely updates about their child’s health or wellbeing.
Faculty (e.g., coaches, advisors, teachers) can quickly access encounter details relevant to their roles.
No extra manual follow-up is needed — updates automatically sync to the portal.
Before You Begin
Your SysAdmin must enable this feature. It is not turned on by default.
Enable Child Profiles & Encounter Sharing
Go to Settings → Instance Settings → Portal Configuration
Ensure the following two settings are checked:
After enabling these, refresh your browser to see the new functionality.
How to Share an Encounter
1. Create or open an encounter
Navigate to Encounters and start a new encounter or open an existing one.
3. Open all encounter fields
Click “View all fields” to reveal the new sharing options.
4. Select “Share encounter to portal”
You will now see a new section labeled Share encounter to portal.
5. Choose recipients
When you open the recipient selector, August Schools automatically shows the selected student’s guardians, and relevant faculty (imported from your Student Information System).
Select the individuals who should be able to view the encounter. Removing a recipient will revoke portal access for that person.
6. Choose whether to send an alert
You have two options:
Share + send alert (recipient gets an email with a magic link)
Share without an alert (encounter appears in their portal, but no email is sent)
This flexibility is helpful for roles like athletic trainers who may want coaches to see encounters in the portal without receiving frequent emails.
7. Send the alert (optional)
If you choose to notify the recipient, click Alert recipients via email.
The recipient will receive an email with a magic link that logs them directly into the portal to view the encounter. If you have already alerted a recipient, the system will skip any future alerts to prevent over-notifying recipients. To see who has received an alert, you can toggle over to the Messages tab of the encounter and view the message.
What Recipients See
Parents & Guardians
Parents receive an email notification, then can click the magic link to open the encounter instantly in the portal.
They can also review all shared encounters by navigating to Shared Encounters in the portal. If a user is both a parent and faculty (as in the how to video above), they will see separate sections relevant to each role.
Faculty
Faculty access shared encounters from the Roster section in their portal.
Open Roster (visible only in faculty portals)
Select the student
Open the Encounters tab to view all encounters shared with them
Note: Faculty can also receive an optional email alert with a magic link, identical to the parent experience.
Questions or Need Help?
Our team is here to support you!
Reach us anytime at [email protected] or through the in-platform ? icon.