Create Parent Record

Create Parent Record

Time Required: 5 minutes Module: openeducat_parent User Role: Parent Manager

Overview

Create parent or guardian records to link contacts with their students. Parents can then be granted portal access to monitor their children’s academic progress.

Prerequisites

• Student record(s) exist in the system
• Relationship types configured (Father, Mother, etc.)
• Parent Manager permissions

Step-by-Step Instructions

Step 1: Access Parent Records

1. Navigate to OpenEduCat > Parents > Parents
2. Click Create to start a new parent record

Step 2: Select or Create Contact

Fill in the Name field:

Field	Technical Name	Type	Required	Description
Name	name	Many2one (res.partner)	Yes	Select existing contact or create new

To create a new contact:

1. Type the parent’s name in the field
2. Click Create and Edit
3. Fill in contact details (email, phone, address)
4. Save the contact

Step 3: Enter Parent Information

Complete the following fields:

Field	Technical Name	Type	Required	Description
Mobile	mobile	Char	No	Parent’s mobile number
Email	email	Char	No	Parent’s email address
Relationship	relationship_id	Many2one	Yes	Father, Mother, Guardian, etc.
Student(s)	student_ids	Many2many	Yes	Students linked to this parent

Step 4: Link Students

1. Click in the Student(s) field
2. Search for and select student(s)
3. Multiple students can be selected (siblings)

Example:

Student(s): [John Smith, Jane Smith]

Step 5: Save the Record

Click Save to create the parent record.

Field Reference - Complete

Field	Technical Name	Type	Required	Notes
Name	name	Many2one → res.partner	Yes	Auto-sets is_parent=True
Mobile	mobile	Char	No	Phone contact
Email	email	Char	No	For notifications
Relationship	relationship_id	Many2one → op.parent.relationship	Yes	Type of relationship
Student(s)	student_ids	Many2many → op.student	Yes	Linked children
User	user_id	Many2one → res.users	Auto	Portal user (created separately)
Active	active	Boolean	No	Default: True

Buttons Reference

Button	Visibility	Action
Create Parent User	When user_id is empty	Creates portal user for parent

Data Synchronization

When creating a parent record:

1. Partner Update: Selected contact’s is_parent flag set to True
2. Email Sync: If parent has email and contact doesn’t, email is copied
3. Phone Sync: If parent has mobile and contact doesn’t, phone is copied

Troubleshooting

Cannot Find Student in List

Problem: Student doesn’t appear when searching in Student(s) field.

Solution:

1. Verify student record exists and is active
2. Check if student has a valid course enrollment
3. Ensure user has permission to view students

Relationship Type Missing

Problem: Cannot find appropriate relationship type.

Solution:

1. Navigate to Configuration > Parent Relationships
2. Create new relationship type (e.g., “Legal Guardian”)

Contact Already Has Parent Record

Problem: “This contact is already linked to a parent” error.

Solution:

1. Search for existing parent record using contact name
2. Edit existing record to add more students
3. One contact = one parent record (but multiple students)

Example: Create Father Record

Scenario: Add father “Robert Smith” for students John and Jane Smith.

1. Navigate to Parents > Parents > Create
2. Name: Search “Robert Smith” or create new contact
3. Mobile: “555-0123”
4. Email: “robert.smith@email.com”
5. Relationship: Select “Father”
6. Student(s): Select “John Smith”, “Jane Smith”
7. Click Save

Result: Robert Smith linked as father to both students. Ready for portal user creation.

Next Steps

After creating the parent record:

1. Create Portal User - Enable portal access
2. Configure Access - Set viewing permissions

Related Topics

• Student Management
• Link Parents to Students