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A guardian record stores contact information for a student’s parent, guardian, or emergency contact. The system uses these records to send fee payment request emails automatically. If a guardian’s email address is wrong or missing, those emails will not reach the family.

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Who Does This

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How Guardians Work in the System

A Guardian is a separate record that can be linked to one or more students. This design handles families with multiple children at the same institution - you create one Guardian record for a parent and link it to all their children’s student records. When a fee invoice is submitted with “Send Payment Request” enabled, the system emails:
  • The student (using their email address on the student record)
  • All linked guardians (using the email address on each Guardian record)
Guardian record showing fields for name, email, mobile, occupation, and a link to the student record

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How to Create a Guardian Record

  1. Go to Education workspace → Student Management card → Guardian
  2. Click New
  3. Fill in the guardian’s details (see Field Guide below)
  4. Click Save
Then link the guardian to the student:
  1. Open the student’s record (search by name in the global search bar)
  2. Go to the Guardians tab
  3. Click Add Row
  4. In the Guardian column, search for and select the guardian you just created
  5. Set the Relation (Father, Mother, Sibling, etc.)
  6. Click Save on the student record

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Field Guide

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Linking a Guardian to Multiple Students

If a parent has two or more children at the institution, do not create separate guardian records for each child. Create one Guardian record and link it to each student:
  1. Create the Guardian record once
  2. Open the first child’s Student record → Guardians tab → Add the guardian
  3. Open the second child’s Student record → Guardians tab → Add the same guardian
  4. Repeat for additional children
When fee invoices are raised for any of those students, the same parent email receives the notification for each.

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Updating Guardian Contact Details

If a guardian changes their email address or phone number:
  1. Go to Education workspace → Student Management card → Guardian
  2. Search for the guardian by name
  3. Open their record and click Edit
  4. Update the email or phone
  5. Click Save
The change applies immediately. All future notifications will go to the new address.

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Best Practices

Add guardian email addresses before the first fee run. Fee payment request emails are sent the moment a Programme Enrolment is submitted. If the guardian email is missing at that point, the email is skipped and cannot be re-sent automatically. Create the Guardian record first, then link it to the student. You can create both in any order, but it is faster to create the guardian, then open the student record and link them. Check for existing guardians before creating new ones. If a sibling is already enrolled, the parent Guardian record already exists. Search before creating to avoid duplicates. Verify email addresses at the start of each academic year. Run the Student and Guardian Contact Details report (Education workspace → Other Reports card) and check that every guardian has a valid email address before the first billing run.

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Troubleshooting

Guardian is not receiving fee payment emails: Check the Guardian record for a valid email address. Then check the student record to confirm the guardian is listed in the Guardians tab. Also check the Email Queue in system settings for any failed email records. Cannot find the Guardian record to link it: The Guardian record must be created before you can link it. If the search returns no results, the record does not exist yet - create it first. Guardian needs to be removed from a student: Open the student record → Guardians tab → select the row and click the delete icon on that row → Save. This removes the link but does not delete the Guardian record itself.