👨‍👩‍👧 Guardians

The Guardians module manages the registration of parents, mothers, guardians, and legal representatives of students. It is the key piece that connects families with the system: guardians registered here are those who can access the Parent Portal to view grades, attendance, payments, and school communications.

Access: Side menu → People → Guardians

Permissions: Guardian management (full access) or Guardian query (read-only)

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1. Guardian List

When you enter the module, a table with all registered guardians is displayed. The counter next to the title shows the total (for example, 722 guardians).

Visible columns

Column	Description
Full Name	Guardian's first and last name, sortable alphabetically
Date of Birth	Date of birth (may be empty if not recorded)
Email	Contact email (also serves as the Parent Portal credential)
Phone	Registered phone number

Tip

It is normal for the guardian list to be larger than the student or teacher list, since each student can have multiple guardians (father, mother, grandparent, uncle/aunt, etc.).

Mobile view

On small screens (phones), the table automatically transforms into a card view for easier reading.

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2. Guardian Search

The table includes a search field that filters results automatically as you type. No button press is needed — results update in real time.

Steps to search:

1. Type the guardian's name, last name, phone, or email
2. The table will automatically filter to show only matching results
3. Clear the text to return to the full list

Tip

The search works with any data visible in the table: name, email, or phone number.

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3. Actions per Guardian

Each guardian has an actions menu represented by the three vertical dots (⋮). The available options are:

Action	Icon	Description
Edit	✏️	Opens the guardian's complete profile for viewing or editing
Delete	🗑️	Deletes the guardian record (requires confirmation)

Deleting guardians

When deleting a guardian, the system shows a summary of related records that will be affected (for example, links with students). Review the information carefully before confirming, as deletion will also remove all of the guardian's relationships with their students.

Permissions

The Edit and Delete actions are only available to users with the Guardian management permission. Users with Guardian query permission can view the list and profile but cannot make changes.

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4. Guardian Profile

When you select Edit, the guardian's profile opens, organized into 2 tabs:

4.1 Tab: General

Contains the guardian's personal and contact data.

Available fields:

Field	Description	Required
Photo	Guardian photograph	No
Name	Guardian's full name	✅
Sex	Male or Female	✅
Country	Country of nationality	✅
Date of Birth	Date of birth	No
Email	Contact email (Parent Portal credential)	No
Phone	Contact number	No
Address	Home address	No
Description	Additional notes about the guardian (occupation, preferred contact hours, etc.)	No

Parent Portal access

If the guardian needs to access the Parent Portal, registering their email address is essential. This will be their access credential for viewing their children's information.

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4.2 Tab: Students

This tab shows the students linked to this guardian. Each student appears as a card with their basic information:

Information per card:

Data	Description
Initials	Avatar with the student's name initials
Full Name	Linked student's first and last name
Code	Student's unique code
Section	Student's current grade and group (e.g., 10th A)
Arrow (→)	Click to go directly to the student's profile

Note

The link between guardians and students is created from the student's profile (the Family tab), not from this screen. Here, only the existing relationship is displayed for quick reference.

Tip

If a guardian has children in different grades, they will all be listed in this tab, facilitating a comprehensive view of the family.

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5. Registering a New Guardian

The registration process includes a preliminary verification to prevent duplicates:

Step 1: Search or Create

When you click the + button (upper right corner), a search dialog opens:

• Search: Type the guardian's name to verify if they already exist
• New Guardian: If not found, click this button to open the form

Important

Always search first. Creating duplicate guardians causes confusion in guardian assignments and can lead to problems with Parent Portal access.

Step 2: Complete the Form

1. Complete the required fields: Name, Sex, and Country
2. Optionally add email, phone, address, and description
3. Add a photograph if desired
4. Click Accept to save the record

Form buttons:

Button	Function
← Back	Returns to the search step
✕ Cancel	Closes the form without saving
👤 Accept	Saves the new guardian in the system

Tip

After creating the guardian, remember to link them with their child(ren) from the corresponding student's profile (the Family tab → + Guardian button).

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6. Complete Flow: Guardian ↔ Student ↔ Parent Portal

For a parent or guardian to access the Parent Portal and view their children's information, three steps are needed:

Step	Action	Where
1	Register the guardian with their email address	People → Guardians → (+)
2	Link the guardian with the student	People → Students → Edit → Family Tab
3	Create portal credentials for the guardian	Settings → Portal Credentials

Once all three steps are completed, the guardian can log in to the Parent Portal with their email and view: grades, attendance, payments, schedules, documents, incidents, and transportation for their children. If they have multiple children, they can select the student from a selector in the portal.

Real-time notifications

Guardians with an active portal account receive real-time notifications about important events for their children (incidents, school announcements, etc.) through a notification bell within the portal.

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7. Guardian-Related Reports

The system includes several reports that help monitor guardian coverage and their Parent Portal activity:

Report	Description
R-01 — Parents without Portal access	Guardians who don't have a portal account or have never logged in
R-02 — Parents without communication channels	Guardians who have no registered phone or email
R-11 — Parent Portal activity	Access history and guardian activity in the portal
R-12 — Guardians without Portal account	Guardians without portal registration, distinguishing those with email from those without
R-17 — Students without a guardian	Active students who have no linked guardian

Access: Side menu → Reports → select the desired report

Tip

Reports R-01 and R-02 are especially useful at the beginning of the school year to identify families that need to complete their registration and ensure effective communication with the school.

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8. Navigation Summary

Element	Location	Function
🔍 Search	Table top field	Filter guardians in real time
➕ More	Upper right corner	Register a new guardian
⋮ Three dots	Beginning of each row	Actions: Edit, Delete
← Arrow	Upper right corner (in profile)	Return to the list
💾 Save	Upper right corner (in profile)	Save changes
Tabs	Blue top bar	General / Students

Module Navigation

Path	Description
People → Guardians	Main guardian list
People → Students	Student management (link guardians)
People → Teachers	Teacher management
Settings → Portal Credentials	Create portal accounts for guardians
Reports → R-01, R-02, R-11, R-12	Guardian coverage and activity reports
Reports → R-17	Students without a linked guardian

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Frequently Asked Questions

Question	Answer
Can I delete a guardian?	Yes, but the system will show you all related records (student links) that will be deleted. Review carefully before confirming.
How do I link a guardian to a student?	From the student's profile: People → Students → Edit → Family tab → + Guardian button.
Can a guardian be linked to multiple students?	Yes. A guardian can be a tutor for multiple students. In the Parent Portal, they can select which child they want to view.
What does a guardian need to access the Parent Portal?	Three things: a registered email address, being linked to at least one student, and having portal credentials created from Settings → Portal Credentials.
How do I know which guardians don't have portal access?	Use Report R-01 (Parents without Portal access) or R-12 (Guardians without Portal account).
How do I know which students don't have a registered guardian?	Use Report R-17 (Students without a guardian), which lists all active students without a linked guardian.
Does the guardian receive school notifications?	Yes. If they have an active Parent Portal account, they receive real-time notifications about their children's events.
What's the difference between "Guardian query" and "Guardian management"?	With Query, you can only view the list and profiles. With Management, you can also create, edit, and delete guardians.
What is the Description field for?	To record additional notes about the guardian, such as their occupation, preferred contact hours, or any information relevant to the institution.
What happens if two guardians have the same email?	The system does not allow duplicate emails. Each guardian must have a unique email address to access the Parent Portal.