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OpenEduCat Documentation

Link Parents

Link Parents

Connect parent or guardian records to student profiles for communication and access management.

Time Required: 5 minutes Module: Parent Management User Role: Admin, Student Manager

Prerequisites

  • Student record exists
  • Parent module installed (if separate)
  • Parent information available

Steps

Step 1: Navigate to Student Record

  1. Go to OpenEduCat > Student > Students
  2. Search for and open the student record
  3. Navigate to the Parents tab

Step 2: Add Parent Record

  1. Click Add a line in the Parents section
  2. Choose to create new or link existing parent

Step 3: Enter Parent Details

FieldRequiredDescriptionExample
NameYesParent’s full name”Robert Smith”
RelationshipYesRelation to studentFather/Mother/Guardian
EmailYesContact emailparent@email.com
PhoneYesContact number”+1-555-0123”
MobileNoMobile number”+1-555-0124”
AddressNoHome address”123 Main Street”

Step 4: Configure Parent Options

FieldDescription
Is PrimaryMain contact for communications
Emergency ContactContact for emergencies
Portal AccessAllow parent portal login
NotificationReceive email notifications
  1. Click Save to link the parent
  2. Parent now appears in student’s family tree

Tip: Mark one parent as “Primary” for default communications.

Parent Portal Access

Grant Portal Access

  1. Open the linked parent record
  2. Click Action > Grant Portal Access
  3. Parent receives login credentials
  4. Parent can now view student information

Parent Portal Features

FeatureDescription
View GradesSee student’s exam results
AttendanceMonitor attendance records
Fee StatusCheck outstanding fees
MessagesCommunicate with teachers
TimetableView class schedule

For Siblings

  1. Open student record
  2. Go to Parents tab
  3. Click Add a line
  4. Search for existing parent by name/email
  5. Select and link

Tip: This automatically creates a sibling connection between students.

Field Reference

Parent Record

Technical FieldUI LabelTypeNotes
nameNameCharRequired
relationshipRelationshipSelectionfather/mother/guardian
emailEmailCharFor portal login
phonePhoneCharPrimary contact
is_primaryPrimaryBooleanMain contact
student_idsChildrenMany2manyLinked students

Parent-Student Relationship

┌────────────┐          ┌─────────────┐
│   Parent   │──────────│   Student   │
│            │  1:Many  │             │
└────────────┘          └─────────────┘
      │
      │ Can have
      │ multiple children
      ▼
┌─────────────┐
│  Student 2  │
│  (Sibling)  │
└─────────────┘

Troubleshooting

Parent email already exists

Problem: “Email already in use” error.

Solution:

  1. Search for existing parent with that email
  2. Link existing parent instead of creating new
  3. Useful when adding sibling students

Parent not receiving notifications

Problem: Parent not getting email updates.

Solutions:

  1. Check email address is correct
  2. Verify notification checkbox is enabled
  3. Check spam/junk folder
  4. Verify outgoing mail configuration

Cannot edit parent details

Problem: Parent fields are read-only.

Solution:

  • Open parent record directly from contact list
  • Or click parent name to open full record

Last updated: January 2026