> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Students & Guardians

> Create and manage student and guardian records, link families together, and understand the portal access that is provisioned automatically.

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.

## Roles and responsibilities

| Role                  | Responsibility                                                              |
| --------------------- | --------------------------------------------------------------------------- |
| **Education Manager** | Owns the people data; can create, edit, and correct any student or guardian |
| **Academics User**    | Creates students and guardians during enrolment and admissions              |
| **Student**           | Sees only their own record and linked activity                              |
| **Guardian / Parent** | Sees only their linked children                                             |

## Creating a student

<Steps>
  <Step title="Open Students">
    From the staff sidebar, choose **Students**, then **New Student**.
  </Step>

  <Step title="Enter the basics">
    Provide the student's name and contact details. Save the record.
  </Step>

  <Step title="Portal access is provisioned automatically">
    When you save a new student, the system quietly creates a portal login for them and links them as a learner. You do not need to create logins by hand.
  </Step>

  <Step title="Link a guardian">
    Attach one or more guardians so parents can follow fees, attendance, and results.
  </Step>
</Steps>

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-tuition-new-student.png" alt="New student form with name, contact details, and guardian link section" />
</Frame>

## Student field guide

| Field                     | Purpose                                                         |
| ------------------------- | --------------------------------------------------------------- |
| **Student name**          | The learner's full name, shown across the centre                |
| **Contact details**       | Email and phone used for portal access and reminders            |
| **Guardians**             | One or more linked guardian records for family communication    |
| **Program enrolment**     | Which program the student is enrolled in (set during enrolment) |
| **Batch / student group** | The batch the student belongs to                                |

## 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.

| Field               | Purpose                                                 |
| ------------------- | ------------------------------------------------------- |
| **Guardian name**   | The parent or carer's name                              |
| **Contact details** | Email and phone for notifications and the parent portal |
| **Linked students** | The children this guardian is responsible for           |

When you save a new guardian, a parent portal login is provisioned automatically so they can sign in and see their children.

## 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).

```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart LR
  G1[Guardian] --- S1[Student A]
  G1 --- S2[Student B]
  G2[Guardian] --- S1
```

## 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](/education/tuition-centre/instructor-hr-and-commission) for the pay side.

## Upstream and downstream dependencies

* **Upstream**: a student can be created directly, or produced by converting an [enquiry or applicant](/education/tuition-centre/admissions-and-enquiries).
* **Downstream**: a student feeds [batches](/education/tuition-centre/batches-and-enrolment), [attendance](/education/tuition-centre/timetable-and-attendance), [assessments](/education/tuition-centre/assessments-and-grading), and [fees](/education/tuition-centre/fees-and-payments). A guardian feeds all parent notifications and the [parent portal](/education/tuition-centre/parent-portal-and-consent).

## 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.