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Adding Parents & Carers

There are two ways to add a parent or carer: directly from the Parents & Carers list, or from a child’s profile. Both workflows allow you to configure personal details, relationship types, and billing settings.

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Adding from the Parents & Carers List

To add a new parent or carer, click the Add Parent/Carer button in the top right corner of the parent/carer list.

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Personal Details

The profile creation form collects the following information:

• Profile Picture: Upload a photo for easy identification
• First Name: The parent/carer’s first name
• Surname: The parent/carer’s last name
• Email: Contact email address for communications and system access
• Phone Number: Primary contact number
• Date of Birth: Optional field for the parent/carer’s date of birth

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Children Relationships

The Children section allows you to establish relationships between the parent/carer and specific children. For each relationship you can configure:

• Child Selection: Choose which child this parent/carer is associated with
• Relationship Type: Select the relationship:
  • Mother: Biological or adoptive mother
  • Father: Biological or adoptive father
  • Grandmother: The child’s grandmother
  • Grandfather: The child’s grandfather
  • Other: Any other caring relationship (e.g., guardian, step-parent)
• Bill Payer: Toggle to indicate if this person is responsible for paying bills for this child. Bill payers will be sent invoices.
• Parental Responsibility: Toggle to indicate if this person has legal parental responsibility for this child

You can add multiple children relationships for a single parent/carer by using the Add Child dropdown.

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Saving the New Parent/Carer

At the bottom of the form you have two options for a new parent/carer:

• Save — creates the parent/carer profile.
• Save and Invite — creates the profile and immediately sends them an invitation email to access the parent portal.

Use Save and Invite when you want to give the parent access straight away. If you’d rather invite them later, use Save and send the invitation from the parent/carer list when you’re ready (see Login Status and Invitations below).

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Adding from a Child’s Profile

You can also add parent/carer relationships directly from a child’s profile:

1. Navigate to a child’s profile in the Admin Portal
2. Click on the Parents tab
3. Click Add Relative to create a new parent/carer relationship

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Two Workflows

When adding a parent/carer from the child’s profile, you have two options:

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Option 1: Select an Existing Parent/Carer

If the parent/carer already exists in the system:

1. Use the Select Existing Relative dropdown
2. Choose the parent/carer from the list
3. Configure the relationship details (relationship type, bill payer, parental responsibility)
4. Click Save

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Option 2: Create a New Parent/Carer

If the parent/carer does not exist in the system yet:

1. Leave the Select Existing Relative field empty
2. Fill in the new parent/carer details:
   • First Name
   • Surname
   • Email
3. Configure the relationship details
4. Click Save

This creates both the new parent/carer profile and establishes the relationship with the child in one step.

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Login Status and Invitations

After adding a parent or carer, you can invite them to access the parent portal.

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Status Indicators

The parent/carer list shows the current login status for each person:

• Last Login Date: Shows the date and time when the parent/carer last logged in (e.g., “10 Feb 2026 14:30”)
• Invite Sent: A blue mail icon indicates an invitation email has been sent but the parent/carer has not logged in yet
• Dash (-): No invitation has been sent yet

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Sending Invitations

To grant a parent/carer access to the parent portal:

1. Click the More Actions (…) button on the parent/carer row
2. Select Send Invite
3. The parent/carer will receive an email with a login link

Once the parent/carer logs in using the link, they will automatically be connected to their profile and gain access to view their children’s information, invoices, and funding forms.