Product tour

IEPeasyhub is Florida-first software for special education, built around the IEP, the written plan a school makes for each student with a disability. It has three parts that people use. The web workspace is the complete product for school staff: case managers write and manage IEPs there, and principals and district leaders see their schools from the same place. The family portal, also on the web, is where parents and guardians follow their child's plan. The staff phone app is a smaller companion for work done away from a desk.

• Staff roles: case manager, general education teacher, related service provider such as a speech or occupational therapist, school administrator, and district lead.
• Each role lands on its own home, with its priorities and a short daily brief that AI writes and labels as advisory.
• Access to a student's record comes from being on that student's IEP team, and each school's or district's records are kept apart from every other organization's.
• Students never sign in. Staff enter records about a student, and the school invites parents.

In the IEPeasyhub staff workspace, each student's page lists the IEP stages in order and highlights the next step. A case starts with a referral and the parent's consent to evaluate: the case manager logs the referral, the notice goes out, and the parent signs online or at the table. In Florida, that consent starts the evaluation clock.

• Evaluations: each one is recorded, and AI can read an uploaded evaluation report and pull out the results for a person to confirm.
• Eligibility: the team's decision is recorded with Florida's disability categories, along with the determination report, the prior written notice and the procedural safeguards notice.
• Present levels: a guided flow in which AI drafts from the student's own data and the case manager reviews the draft.
• Goals: each need links to the goals and services that answer it, and each goal is tied to a Florida standard and reviewed one at a time.
• The other sections: services, accommodations, special factors such as language and assistive technology, a behavior assessment and plan when behavior affects learning, assessment participation, extended school year, transition for older students, and placement in the least restrictive setting.

Once the IEP sections are drafted in IEPeasyhub, the team meets. The workspace invites the team, sends the meeting notice, takes sign-ins, and drafts an agenda and minutes with AI for a person to approve. At the close, each attendee signs Florida's end-of-meeting statement, in person or from the family portal. Beside the meeting sit the Matrix of Services, Florida's form that sets a student's support level and funding, the scholarship disclosure families receive, and the transfer-of-rights notice for students nearing adulthood.

• Finalize: the workspace assembles every section, confirms that no AI draft is still waiting on a person's decision, and locks the plan as the official copy, which always prints exactly as finalized.
• Progress: staff log data against each goal, progress is measured against an aim line, and progress reports go to parents each reporting period.
• Missed services: a missed related-service session is recorded with a make-up plan and the family notice Florida requires.
• Annual review, re-evaluation and exit: each has its deadline, and a dismissal from special education cannot be finalized without a prior written notice.

IEPeasyhub uses AI where it helps: drafting, summarizing and ranking, with the person who knows the student reviewing rather than writing from a blank page. The firm rule is that nothing AI writes is saved to a student's record until a person approves it.

• The review gate: each draft opens for review on the same screen as the form. The reviewer first confirms what they are attesting to, sees which parts came from AI, and approves exactly what is on screen. There is no "accept all" button.
• Every draft, edit, approval and rejection is kept in a permanent audit trail, and families can see what AI touched and what the reviewer changed.
• An IEP cannot be finalized while an AI draft about it has no human decision.
• Lists with legal weight, such as eligibility categories and deadlines, are built by fixed rules from the record, never generated. When a person's choice does not match the data, the product says so.
• Before any text reaches the AI model, student names and identifiers become placeholders, put back only after the answer returns.
• Short summaries such as the daily brief are labelled advisory. A parent question-and-answer helper is off by default, and it may only rephrase facts from the child's own record.

IEPeasyhub produces the paperwork each stage requires as shareable PDFs, printed from the student's record rather than typed separately.

• The documents include the IEP, present levels, prior written notice, the procedural safeguards notice, the eligibility determination, the evaluation plan and summary, consent for evaluation, the meeting notice and minutes, progress reports, the behavior assessment and plan, the extended school year notice, the transition plan, the placement justification, the Matrix of Services, the scholarship disclosure, the transfer-of-rights notice and a signature record.
• Three are Florida's own forms printed in the state's words: consent forms 313181 and 313182 and the Matrix of Services (ESE 9291). The consents come with the state's translations in ten languages.
• Florida's Notice of Procedural Safeguards is provided exactly as the state publishes it.
• Every other document is IEPeasyhub's own layout on the school's letterhead, citing the rule it answers to, and every printed document carries the Florida student-records law disclosure.
• Signing uses a typed name and a statement, at the table or in the family portal.

IEPeasyhub creates the legal deadlines itself, as tasks, from what happens in a student's record, so nobody keeps the list by hand.

• A parent's consent to evaluate starts the initial evaluation clock: 60 calendar days, counted on the district's own school calendar and leaving out the days Florida's rule leaves out, such as school holidays and breaks, summer, closures ordered by the Governor and a student's absences beyond the eighth.
• An eligibility decision starts the clock to write the IEP, 30 calendar days.
• A finalized IEP sets its annual review and three-year re-evaluation dates.
• A daily check adds the rest: transition planning from age 12 or grade 7, the transfer-of-rights notice, make-up services, re-evaluations and progress reports due.
• A missed related service owes the family a written notice within 10 school days.

Every deadline carries a "Why this date" note, and parents see the same explanation. Staff can close or reassign a legal deadline, but no one can move its date or delete it by hand. With no school calendar loaded, a deadline shows the earliest date it could be and says so.

The IEPeasyhub family portal is the parent's view of their child's IEP, on a phone or a computer, at no cost to families. The school invites each parent or guardian; families cannot sign themselves up. The portal has six screens: Home, for what needs the parent today, including documents to sign; Progress, goal by goal, with the teacher's approved note; Supports, the service minutes delivered against planned and the accommodations; Records, for requesting the complete record and seeing who has looked at it and what AI drafted; Messages, a plain line to the team, where every reply is reviewed and sent by a person; and Deadlines, each date explained. The Help page called Benefits for parents and families covers each screen and a family's rights in more detail.

Principals, school administrators and district leads get their own views of the same records in IEPeasyhub, built for the people who answer to the state for how special education is run.

• District and school dashboards: readiness, funding, AI use and missed services across every school, with school-by-school grids.
• Survey readiness: a printable check, student by student, of the records the state's reporting window looks at.
• State reporting extract: builds the Exceptional Student record Florida collects in each survey from the IEPs in the system and pre-checks it against 27 of the state's reject rules plus its own checks. The district still runs its own check and submits the file itself.
• Matrix audit check: flags students whose Matrix of Services is missing, stale or out of step with the IEP.
• Mock monitoring visit: a self-assessment that judges a school year against the timelines and notices a state monitoring review looks at, names what it cannot measure, and prints.
• Setup: leaders load the school calendar and grading periods, import state test score files, and invite staff with a role.

The IEPeasyhub staff phone app is a deliberate subset of the web workspace for work done away from a desk. It uses the same account and the same records as the web.

• Capture: progress one tap per trial, behavior as a count, a duration or a note, service sessions delivered or missed, and assessment results.
• Outputs: the record turned into PDF reports to preview, share or email to a parent.
• Workflow: the daily brief, tasks and deadlines by urgency, messages with families, and a parent's consent taken at the table with a typed name.
• Reading: the student records the person can open on the web, read-only.

The phone app never writes or edits the IEP itself. Writing and AI drafting happen on the web, where every draft goes through review. Reminders never show a student's name on the lock screen. The app is not publicly listed in the app stores today.

A teacher, related service provider or school administrator can try IEPeasyhub without waiting on a district. Start free creates a personal workspace with a 14-day trial and a practice caseload of five sample students, so every step can be tried safely.

• Real student records need the district's authorization first; until then the workspace holds sample students only.
• The trial allows 10 AI requests a day and 100 in total.
• When the trial ends the workspace becomes read-only, and the teacher can ask for one free 7-day extension.
• A printable Trial Impact Report shows the writing time the teacher saved, projected to their whole caseload, to share with an administrator.
• Individual teachers use IEPeasyhub free during early access, and district pricing is on request.