Configure Access

Configure Access

Set up parent portal permissions to control what information parents can view about their children’s academic progress, attendance, and activities.

Time required: 10-15 minutes

Prerequisites

• Parent Manager or Administrator role
• Parent module installed
• Portal access enabled
• Parent records created

Overview

Parent access configuration controls:

• Academic information visibility
• Attendance records access
• Fee and payment details
• Communication permissions
• Document downloads

Steps

Step 1: Access Permission Settings

1. Go to OpenEduCat > Configuration > Parent Portal Settings
2. Review current permission levels

Step 2: Configure Academic Access

Set what academic information parents can view:

Permission	Description	Default
View Grades	Exam results and marks	Yes
View Attendance	Daily attendance records	Yes
View Timetable	Class schedule	Yes
View Assignments	Homework and projects	Yes
View Report Cards	Term reports	Yes
View Subjects	Subject list and faculty	Yes

Step 3: Configure Communication Access

Permission	Description	Default
View Notices	School announcements	Yes
Send Messages	Message to teachers	No
View Events	School calendar events	Yes
Join Meetings	Parent-teacher meetings	Yes
View Feedback	Teacher feedback	Yes

Step 4: Configure Financial Access

Permission	Description	Default
View Fee Structure	Fee breakdown	Yes
View Payments	Payment history	Yes
Make Payments	Online payment	Yes
Download Receipts	Receipt PDFs	Yes
View Pending Dues	Outstanding amounts	Yes

Step 5: Configure Document Access

Permission	Description	Default
Download Marksheets	Result documents	Yes
Download Certificates	Academic certificates	Yes
Download ID Card	Student ID	No
View Uploaded Docs	Student documents	Yes

Step 6: Save Settings

Click Save to apply permission configuration.

Access Levels

Standard Parent

Default permissions for all parents:

Category	Access
Grades	View only
Attendance	View only
Fees	View and pay
Communication	Receive only

Enhanced Parent

Additional permissions:

Category	Access
Grades	View + download
Teachers	Direct messaging
Meetings	Schedule requests
Reports	Full access

Per-Student Configuration

Override permissions for specific students:

1. Open student record
2. Go to Portal Access tab
3. Customize parent permissions
4. Select allowed/blocked features
5. Save changes

Multi-Child Access

For parents with multiple children:

Step 1: Link All Children

1. Open parent record
2. Add all children to Students field
3. Each child appears in portal

Step 2: Set Per-Child Access

Child	Visibility	Fee Access
Child 1	Full	Yes
Child 2	Full	Yes
Child 3	Limited	No

Portal Navigation Control

Configure Menu Items

1. Go to Website > Configuration > Menus
2. Filter by “Parent Portal”
3. Enable/disable menu items:

Menu Item	Visible	Description
Dashboard	Yes	Overview page
Academics	Yes	Grades, results
Attendance	Yes	Attendance records
Fees	Yes	Payments
Communication	Optional	Messages
Documents	Optional	Downloads

Mobile App Access

If mobile app is enabled:

Setting	Description
Push Notifications	Alert preferences
Biometric Login	Fingerprint access
Offline Access	Cached data
Photo Upload	Profile photos

Notification Settings

Configure what notifications parents receive:

Notification	Channel	Default
Attendance Alert	SMS/Email	Yes
Fee Reminder	Email	Yes
Exam Results	Email/Push	Yes
Event Reminder	Push	Yes
Notice Posted	Email	Yes

Field Reference

Portal Settings

Technical Field	UI Label	Type	Notes
view_grades	View Grades	Boolean	Academic access
view_attendance	View Attendance	Boolean	Attendance access
view_fees	View Fees	Boolean	Financial access
make_payments	Make Payments	Boolean	Payment ability
send_messages	Send Messages	Boolean	Communication
download_docs	Download Documents	Boolean	Document access

Parent Record

Technical Field	UI Label	Type	Notes
portal_access	Portal Access	Boolean	Access enabled
access_level	Access Level	Selection	Permission level
student_ids	Students	Many2many	Linked children
notification_prefs	Notifications	Json	Preferences

Troubleshooting

Parent cannot access portal

Check:

1. Portal user created for parent
2. Portal access enabled
3. Email verified
4. Password set correctly

Grades not visible

Verify:

1. View grades permission enabled
2. Results published
3. Student linked to parent
4. Results access date passed

Cannot make payments

Ensure:

1. Payment permission enabled
2. Payment gateway configured
3. Pending fees exist
4. Online payment active

Missing student in portal

Check:

1. Student linked to parent record
2. Student record active
3. Enrollment status valid
4. Parent-student relationship set

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Related: Create Parent Account | Create Parent Record | Parent Portal