Link parents and guardians to learners
Connect a verified parent or guardian account to the correct learner, then check the saved link.
Checked on 29 October 2026
Overview
Connect a verified parent or guardian account to the correct learner, then check the saved link.
Get to know the screen
Practice example: all names, records and amounts are fictional. Options vary with your school’s curriculum, currency and access.
Phone example
Interface labels are shown in English. Follow the translated steps below to find each control. Follow the sequence, review the recorded information and choose the next step.
Who can use this feature
Use your own account in the correct school workspace. The school Parents directory needs an authorised leadership role. Class teachers can manage parent links for their assigned class. SMS pages require an owner, co-owner or administrator role. Families use their own linked account.
Before you start
Create the learner and active class membership first. Confirm the guardian’s identity, contact details and authority to receive information through the school’s agreed process. Guardians use the parent role; a staff role is not a substitute.
Required and optional fields
| Field | Requirement | Format or example | Prerequisite |
|---|---|---|---|
| Manual parent invitation details | Required in this form | First name, last name, valid email, country code and phone are required in Add parent. Its national-number field accepts 9–10 characters. Choose only an applicable available country code and check the contact before Add. | Current school, permissions, academic year and saved learner/contact records. |
| Learner to link | Required in this form | Select one saved learner, using name, admission number and class to verify the choice. Already linked children do not appear in this list. | Current school, permissions, academic year and saved learner/contact records. |
| Contact correction | Required when applicable | Edit only verified details. The edit form allows a phone of 9–15 digits, with its country code when present. Email and phone changes affect this account across workspaces. | Current school, permissions, academic year and saved learner/contact records. |
If the required country code is not offered, do not choose another country to pass validation. Use the supported email or join-link route and ask the school to confirm contact setup.
Picklist prerequisites
The learner selector comes from saved school learners and the workspace academic year, excluding children already linked to the parent. Create or correct the learner/class record first; a role name alone does not populate it.
Desktop walkthrough
Check the school, person and current record.
Screen walkthrough · 0:45Download GIF ↓- Open Parents and search the existing directory before adding anyone. Check name, email, phone and linked children to avoid creating a duplicate account.
- For a new contact, choose Add parent. Enter first name, last name, valid email, country code and phone, then review and Add. This creates an invitation; it does not prove the parent has signed in or linked a learner.
- Open the intended parent account and choose Link another child. Select the learner by name and admission number, check the class, then choose Link learner once.
- Wait for Learner linked and check the Children list. To connect another child, repeat the selection carefully. Already linked learners are excluded from the available choices.
- If a link is wrong, verify the correction with the school before using Unlink learner and its confirmation. Use Edit only for checked contact corrections; email and phone changes affect the account’s sign-in across workspaces.
For bulk import, use the required file headers: email, first_name, last_name, phone, admission. Each row needs email or phone and the correct learner admission number. Keep those original headers when reviewing the preview mappings. Phone imports use the Kenya-specific workflow; use email invitations elsewhere. Review problem rows and confirm notification arrangements with the office before importing, then verify actual saved links.
Mobile walkthrough
On a phone, use the directory’s Open action, then scroll to Children. Open Link another child, choose the learner and review the admission number before linking. Reopen the parent record to check the saved list. Directory tables may need a sideways swipe.
Check the school, person and current record.
Screen walkthrough · 0:45Download GIF ↓Save and verify
Confirm the intended learner appears under the correct parent and class. An invited or Never signed in account can still need sign-in support. A contact record alone does not establish access to every learner.
Troubleshooting
No learner to select, duplicate contact or link missing?
Check the school, academic year, active learner record and existing links. The selector uses saved learners and omits children already linked to this parent. Search by admission number and confirm identity before creating another account.
If saving or sending fails, keep the draft and read the error. Reopen the same record or campaign before retrying. Check what was saved or queued first to avoid duplicate invitations or messages.
