Create Parent Account

Create Parent Account

Create portal user accounts for parents to access the parent portal. Parent accounts enable self-service access to student information, communication, and payments.

Time required: 5 minutes per account

Prerequisites

• Parent Manager role
• Parent record exists in system
• Valid email address for parent
• Portal module configured

Overview

Creating a parent account involves:

1. Parent record creation (if not exists)
2. Portal user account setup
3. Email verification
4. Access permissions assignment

Steps

Step 1: Locate Parent Record

1. Navigate to OpenEduCat > Parents > Parents
2. Search for the parent by name or email
3. Open the parent record

If parent record doesn’t exist:

• Click Create first
• Enter parent details
• Link to student(s)
• Save record

Step 2: Create Portal User

1. In the parent record, click Create Portal User button
2. System generates:
   • Portal user linked to parent contact
   • Login credentials
   • Welcome email

Step 3: Configure User Details

Field	Auto/Manual	Description
Login	Auto	Parent’s email address
Name	Auto	From parent record
Email	Auto	From parent record
Portal Access	Auto	Enabled
Groups	Auto	Parent portal group

Step 4: Set Password

Option A - Auto-generated:

• System creates random password
• Sent to parent via email

Option B - Manual:

1. Click Set Password
2. Enter initial password
3. Communicate to parent securely

Step 5: Send Welcome Email

1. Verify email address is correct
2. Click Send Welcome Email
3. Email contains:
   • Login URL
   • Username
   • Password (if auto-generated)
   • Instructions

Step 6: Verify Account Activation

1. Parent receives email
2. Clicks activation link
3. Sets/confirms password
4. Account becomes active

Bulk Account Creation

For creating multiple accounts:

Step 1: Select Parents

1. Go to Parents list view
2. Filter parents without portal access
3. Select multiple records

Step 2: Create Accounts in Bulk

1. Click Action > Create Portal Users
2. Configure options:

Option	Description
Auto Password	Generate random passwords
Send Email	Send welcome emails
Access Level	Default permissions

Step 3: Process

1. Click Create
2. System creates accounts for each
3. Progress indicator shows status
4. Summary of created accounts

Account Types

Standard Parent Account

Feature	Access
View Grades	Yes
View Attendance	Yes
View Fees	Yes
Make Payments	Yes
Download Reports	Yes

Limited Account

For guardians with restricted access:

Feature	Access
View Grades	Yes
View Attendance	Yes
View Fees	No
Make Payments	No
Download Reports	Limited

Account Management

Reset Password

1. Open parent record
2. Click Reset Password
3. Choose method:
   • Send reset email
   • Set manually

Deactivate Account

1. Open parent record
2. Go to Portal User section
3. Uncheck Active
4. Account disabled

Reactivate Account

1. Find inactive parent
2. Check Active checkbox
3. Account reactivated
4. Password may need reset

Portal User Fields

Technical Field	UI Label	Type	Notes
user_id	Portal User	Many2one	Linked user
login	Email	Char	Login credential
groups_id	Groups	Many2many	Permission groups
active	Active	Boolean	Account status
portal_access	Portal Access	Boolean	Access enabled

Email Templates

Welcome Email

Customize the welcome email:

1. Go to Settings > Email Templates
2. Find “Parent Portal Welcome”
3. Edit content:
   • Institution branding
   • Login instructions
   • Help contact
   • Portal features

Password Reset Email

Customize reset email:

• Reset link
• Expiry information
• Security tips

Multi-Factor Authentication

For enhanced security:

1. Go to Settings > Users
2. Enable Two-Factor Auth
3. Parent receives:
   • OTP via SMS/email
   • Authenticator app option

Troubleshooting

”Create Portal User” button missing

Check:

1. Parent record saved
2. Email address exists
3. User doesn’t already exist
4. You have manager permissions

Welcome email not received

Verify:

1. Email address correct
2. Check spam folder
3. Email server configured
4. Email template active

Parent cannot login

Check:

1. Account is active
2. Password correct
3. Email verified
4. Portal access enabled

Multiple students not showing

Ensure:

1. All students linked to parent
2. Student records active
3. Enrollments valid
4. Portal visibility set

Account locked

After failed login attempts:

1. Open parent’s user record
2. Click Unlock Account
3. Reset password if needed

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Related: Configure Access | Create Parent Record | Parent Portal Overview