Students & Guardians

Students and guardians are the two people records at the heart of the centre. Every fee, result, and class traces back to a student, and every parent notification traces back to a guardian. Getting these records right, and linking them correctly, makes everything downstream work smoothly.

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Roles and responsibilities

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Creating a student

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Student field guide

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Creating a guardian

A guardian is the parent or carer who receives communications and can pay fees. Create the guardian, then link them to one or more students. When you save a new guardian, a parent portal login is provisioned automatically so they can sign in and see their children.

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Linking families

Use the link guardian to student action so a guardian can view a child. A single guardian can be linked to several children, and a single child can have several guardians (for example, both parents).

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Instructors

Instructors are your teachers. Creating an instructor also provisions their staff portal login, and (when payroll is enabled) links them to an employee record for pay. See Instructor HR & Commission for the pay side.

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Upstream and downstream dependencies

• Upstream: a student can be created directly, or produced by converting an enquiry or applicant.
• Downstream: a student feeds batches, attendance, assessments, and fees. A guardian feeds all parent notifications and the parent portal.

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Best practices

• Link a guardian before generating fees. Fee reminders and payment confirmations go to guardians, so an unlinked student means no one is told about the balance.
• Use one guardian record per real person. Do not create duplicate guardians for the same parent across siblings; link the one guardian to each child instead.
• Let the system make the logins. Portal access is created for you on save. Creating logins manually risks a mismatched or duplicate account.
• Keep contact details current. Reminders, results, and payment links all depend on a correct email and phone.