Set Up and Use Parent Portal

Set Up and Use Parent Portal

Connect parents to students, enable portal access, and monitor child’s academic progress.

Time: 5–10 minutes per parent setup Module: OpenEduCat Parent, OpenEduCat Parent Enterprise Permissions: Parent Administrator or School Administrator

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Prerequisites

• Student records configured
• Portal module enabled
• Email server configured for invitations
• Access to Parents menu

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Overview

The Parent Management system enables:

• Parent-student relationship linking
• Dedicated parent portal access
• Multi-child management
• Academic progress monitoring
• Fee and payment visibility
• Attendance tracking
• Communication with school
• Mobile app access

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Parent Features

Feature	Description
Child Dashboard	Overview of child’s status
Attendance	View attendance records
Grades	Access exam results
Fees	View and pay fees
Timetable	See class schedule
Notices	Receive school notifications
Calendar	View events and holidays
Communication	Message teachers

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Steps

1. Create Parent Record

1. Navigate to Parents → Parents
2. Click New
3. Complete the parent form:

Field	Action
Name	Parent full name
Email	Email address (for portal login)
Phone	Contact phone number
Mobile	Mobile number
Relationship	Father/Mother/Guardian
Address	Home address
Occupation	Parent’s occupation
Workplace	Company/employer

4. Click Save

2. Link Parent to Student(s)

1. Open the parent record
2. Navigate to Children tab
3. Click Add a line
4. For each child:

Field	Action
Student	Select student
Relationship	Confirm relationship type

5. Can link multiple children
6. Click Save

Alternative Method:

1. Open student record
2. Navigate to Family tab
3. Add parent relationship
4. Parent linked automatically

3. Enable Portal Access

1. Open parent record

2. Click Grant Portal Access button

3. System:

   • Creates portal user
   • Sends invitation email
   • Sets up permissions

4. Parent receives email with:

   • Portal login link
   • Initial password
   • Setup instructions

4. Configure Portal Visibility

Control what parents can see:

1. Navigate to Settings → Portal Configuration
2. Configure parent permissions:

Setting	Options
Attendance	Show/Hide
Grades	Show/Hide
Fees	Show/Hide/Pay
Timetable	Show/Hide
Notices	Show/Hide
Assignments	Show/Hide
Library	Show/Hide

3. Click Save

5. Parent Portal Login

Parents access portal:

1. Navigate to school portal URL
2. Enter email and password
3. Dashboard displays:
   • Child selector (if multiple children)
   • Quick stats overview
   • Recent activity
   • Important notices

6. View Child’s Attendance

1. Parent logs into portal
2. Select child (if multiple)
3. Navigate to Attendance
4. View:
   • Monthly attendance summary
   • Present/absent days
   • Attendance percentage
   • Subject-wise attendance

7. View Academic Progress

1. Navigate to Grades or Results

2. View:

   • Current term grades
   • Exam results
   • Subject-wise marks
   • GPA/CGPA
   • Class rank (if enabled)

3. Download report cards

4. View grade history

8. Manage Fees

1. Navigate to Fees

2. View:

   • Pending fee items
   • Payment history
   • Due dates
   • Fee breakdown

3. Make payments:

   • Select items to pay
   • Choose payment method
   • Complete transaction
   • Download receipt

9. View Timetable

1. Navigate to Timetable

2. View child’s weekly schedule:

   • Daily classes
   • Subject and teacher
   • Room/location
   • Time slots

3. Check for schedule changes

10. Read Notices

1. Navigate to Notices

2. View:

   • School announcements
   • Circulars
   • Event notifications
   • Urgent messages

3. Sorted by date and priority

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Field Reference

Parent Model (op.parent)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Parent name
Partner	partner_id	Many2one	Yes	Linked contact
Email	email	Char	No	Email address
Phone	phone	Char	No	Phone number
Mobile	mobile	Char	No	Mobile number
Relationship	relationship	Selection	No	Type of relation
Address	street	Char	No	Home address
City	city	Char	No	City
Occupation	occupation	Char	No	Job title
Workplace	workplace	Char	No	Employer
Student IDs	student_ids	Many2many	No	Linked children
User	user_id	Many2one	No	Portal user

Parent-Student Relationship

Field	Technical Name	Type	Required	Description
Parent	parent_id	Many2one	Yes	Parent record
Student	student_id	Many2one	Yes	Student record
Relationship	relation	Selection	No	Relationship type
Is Primary	is_primary	Boolean	No	Primary guardian
Emergency Contact	emergency_contact	Boolean	No	Emergency flag

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Relationship Types

Type	Description
Father	Biological father
Mother	Biological mother
Step Father	Step father
Step Mother	Step mother
Guardian	Legal guardian
Grandparent	Grandparent
Other	Other relationship

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Portal Dashboard

Child Overview Card

Displays for each child:

• Photo and name
• Course and batch
• Attendance percentage
• Fee status
• Recent grades

Quick Actions

• View attendance
• Check grades
• Pay fees
• Download reports
• Contact teacher

Notifications

• Upcoming payments
• Attendance alerts
• Grade releases
• School notices

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Views Available

View	Features
List	Parents with contact info
Form	Full parent details
Kanban	Visual cards

Parent Dashboard

Administrators see:

• Total parents
• Portal-enabled count
• Multi-child parents
• Recent additions

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Communication Features

Message Teachers

1. Navigate to Messages
2. Select teacher
3. Compose message
4. Send through portal

Receive Updates

• Email notifications
• Portal notifications
• SMS (if configured)
• Mobile push (app)

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Mobile App Features

With mobile app, parents can:

• View dashboard on mobile
• Get push notifications
• Check attendance daily
• View grades instantly
• Make fee payments
• Receive urgent alerts

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Multi-Child Management

For parents with multiple children:

1. Portal shows child selector
2. Switch between children easily
3. Compare attendance across children
4. Consolidated fee view
5. Combined notifications

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Troubleshooting

Issue	Cause	Solution
Cannot login	Incorrect credentials	Reset password
No children visible	Link not established	Link parent to students
Fees not showing	Fee module not enabled	Enable fee visibility
Portal access denied	Not granted access	Grant portal access
Missing attendance	Records not synced	Check attendance entry
Email not received	Email server issue	Check email config

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Best Practices

1. Verify relationships: Confirm parent-student links
2. Update contact info: Keep email/phone current
3. Regular communication: Send periodic updates
4. Timely notices: Post notices promptly
5. Fee reminders: Send payment reminders
6. Emergency contacts: Mark primary guardians

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Security Notes

Role	Capabilities
Parent Administrator	Manage all parent records
School Admin	Grant portal access
Parent	View own children only
Teacher	View class parents

Privacy Controls

• Parents see only their children
• Cannot access other students’ data
• Restricted to visible modules
• Session-based authentication

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Integration Features

Fee Integration

• View invoices
• Make payments
• Download receipts
• Payment history

Attendance Integration

• Daily attendance alerts
• Low attendance warnings
• Absence notifications

Exam Integration

• Result notifications
• Grade downloads
• Progress tracking

Transportation Integration

• Bus route info
• Pickup/drop times
• Driver contact

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Email Templates

Portal Invitation

Subject: Portal Access for [School Name]

Dear [Parent Name],

Your portal access has been activated.

Login URL: [Portal URL]
Username: [Email]
Password: [Initial Password]

Please change your password on first login.

Attendance Alert

Subject: Attendance Alert - [Student Name]

[Student Name] was marked absent today.
Date: [Date]
Course: [Course Name]

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Related Tasks

• Manage Student Records
• Configure Fee Collection
• Set Up Notices