Guardians holds your parents, guardians and sponsors, and the links between them and the students in their care. One parent can be linked to several children, and one child can have several parents.
- Where Admissions & Students → Guardians
- Who can use it Anyone whose role includes Guardians.
- Set up first Students (to link a parent, the student must exist)
The screen at a glance
The tiles show Total Guardians, Total Links, Students Without a Guardian and Guardians Without a Student. Use the last two to spot gaps.
Below are two lists: Guardians (one row per person) and Student-Guardian Links (one row per parent–child pair). The search box at the top filters both lists by name, phone or email.
Add a guardian
- Click Add Guardian.
- Enter the First Name and Last Name (required), plus phone, email, occupation, address and, for a sponsor, the Organization.
- Under Student in their care, search for the student by name or admission number and pick them. Choose the Relationship (Mother, Father, Guardian or Sponsor) and tick Primary contact for this student if they are the main contact.
- Leave Create their parent portal login now ticked to give them a login as you save. It needs an email, and they get a password link by email (and SMS when set up).
- Click Save Guardian. The guardian is saved and linked in one step.
Tip: Most parents are added for you when you register a student in Students or enrol one from Admissions. Use this screen for extra parents, sponsors and corrections.
Link a guardian to another student
For a parent with a second child in the school:
- Click Link Guardian to Student.
- Pick the Student: the list shows the first students straight away, and typing a name or admission number narrows it. Then pick the Guardian; type in the box above it to find them by name or phone.
- Choose the Type, add a Relationship (optional detail) such as Uncle, and set Primary Contact to Yes or No.
- Click Link Guardian. The new link appears in Student-Guardian Links.
You can also do this by editing the guardian (pencil icon) and using Link to another student (optional), or from the student’s record: Parents & Guardians tab → Link a parent already on file.
Mother and father share a phone? That’s fine. A parent is only treated as already on file when both the name and phone match, so adding the father with the mother’s number creates and links him.
Each student has one primary contact. Marking a new primary contact for a student takes the flag off the previous one.
Stop SMS or email messages
Edit the guardian and tick Opted out of SMS messages or Opted out of email messages, then click Save Guardian. Use this when a parent asks not to be contacted that way.
Remove a link or a guardian
- Remove a link: click the bin icon on the row in Student-Guardian Links and confirm. The guardian’s record stays.
- Delete a guardian: click the bin icon in the Guardians list and confirm. You must remove all their links first, otherwise you’ll see “Cannot delete a guardian that is still linked to a student.”
Deleting a guardian cannot be undone.
Good to know
- Linking the same guardian to the same student twice is refused.
- Adding a guardian here does not check for an existing parent with the same phone number. Search first to avoid duplicates.
- Parent portal logins are managed in Portals, not here.