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Add students and guardians

Who can do this: Administrator Parent

Every child is a student in their own right, created by the school. Each parent or guardian is then linked to the children they are responsible for. A child does not need a guardian to be in the register, and one parent can be linked to any number of children, so brothers and sisters share the same parent account.

Administrators create students and manage everyone's guardians. Parents can see and add guardians for their own children, and correct their children's details.

Create a student

  1. Open Students in the sidebar.
  2. Press Create student.
  3. Under Student, enter the child's First name, Last name, Grade level, Date of birth and Sex (Male, Female or Prefer not to say). All five are required.
  4. If you can, fill in Parent or guardian (optional): their Email, First name, Last name and Relationship.
  5. Press Create student.

A parent who already has an account at your school is linked straight away. Anyone else is emailed an invitation, and appears as pending until they accept. If the child was created but the guardian could not be added, the dialog says so; add them from the child's page instead.

The child is now in the register but not yet in a class. Enrol them next; see Create classes. Enrolling is what starts billing them.

Find a student

Students lists every child with their class and primary guardian.

  • Search by the child's or the guardian's name.
  • Filter by Currently enrolled (the default), Graduated, Left the school or Everyone, past and present.
  • Choose No guardian yet to see children nobody is linked to, so you know whose parents to chase.
  • Group the list with Group by class or Group by guardian.

Teachers see the children in their own classes. Press a child's name to open their page.

Parents and guardians

A child's page has a Parents & guardians panel. Only administrators and that child's own guardians can see it.

Each guardian shows their relationship (Mother, Father, Guardian or Other) and whether they are the Primary contact. The primary contact is the name shown on the student list and the person who gets emails about the child, such as when they leave. The first guardian linked becomes the primary contact, and a child with any guardians always has exactly one.

Add a guardian

  1. Open the child's page.
  2. In Parents & guardians, either search Find an existing parent by name or email and choose them, or type their Email address.
  3. Choose their Relationship.
  4. Optionally, enter their First name (optional) and Last name (optional).
  5. Press Add guardian.

Picking an existing parent links them at once, with no new invitation. This is how you link one parent to a second child.

  1. Open My Children and open your child.
  2. In Parents & guardians, type the other parent's or guardian's Email address.
  3. Choose their Relationship.
  4. Optionally, enter their First name (optional) and Last name (optional).
  5. Press Add guardian.

If they do not have an account at the school yet, they are emailed an invitation.

If the email address already has a pending invitation for this child, you are told it has already been invited.

Change a guardian (administrators)

  • Change the Relationship with the drop-down beside their name.
  • Press Make primary to make someone the primary contact.
  • Press Reset two-factor for a parent who has lost their authenticator app. It works exactly as it does for staff; see Invite staff, nurses and bus crew.

Pending invitations

A guardian who has not yet accepted shows as Invitation pending. Administrators can press Resend to send a fresh invitation, or Cancel to withdraw it. Invitations expire after 72 hours.

  1. Press the unlink button beside the guardian.
  2. Press Unlink to confirm.

They no longer see or act for this child. Their account, and any other children they are linked to, are not affected. You can unlink a child's last guardian.

A guardian marked Suspended cannot use PinkTower at your school.

Who else may collect the child

The Authorised for pickup panel lists other people, besides the guardians, who may collect the child: a grandparent, a nanny, a neighbour. Administrators and the child's parents can add someone with their Name, Relationship and Phone (optional), then press Add contact. See Who can collect a child for how this works at the gate.

Correct a child's details

The child's name, grade, date of birth and sex can be corrected by an administrator or by the child's own parents.

  1. Open Students and open the child.
  2. Press Edit details.
  3. Change the First name, Last name, Grade level, Date of birth or Sex.
  4. Press Save changes.
  1. Open My Children and open your child.
  2. Press Edit details.
  3. Change the First name, Last name, Grade level, Date of birth or Sex.
  4. Press Save changes.

You can also change your children's names and grade from My Account → My children: edit the row and press Save.

Allergies, dietary needs and behaviour notes are changed with Edit health info instead. See Health information and allergies.

When a child leaves, or was added by mistake

  • For a child who has graduated or left, use Record as leaving. Their record is kept. See When a child leaves.
  • Delete is only for a child added by mistake. It permanently removes their record and documents. Their guardians keep their accounts.

Deleting a student cannot be undone

Never use Delete for a child who is leaving. Use Record as leaving, which keeps everything and can be reversed.