Add guardians & guests
Create guardian and guest accounts and hand over their sign-in details.
A new parent needs an account so they can follow their child, see fees, and pay online — and you've been asked to set it up. This guide walks you through creating a guardian account, then handing over the sign-in details so they can log in. Guests (anyone who isn't a parent or staff member but still needs access) work exactly the same way.
Before you start
You need school-admin access — the People section must appear in your left sidebar. Have the person's name, phone number, and email ready; the email is what they'll sign in with.
Step 1: Open Guardians
In the left sidebar, open the People section and click Guardians. You'll land on the Guardians page with two tabs — Overview and Guardians. The Guardians tab lists everyone you've already added.
Adding a guest instead?
Click Guests under People. The page and the form are identical — just swap "Guardian" for "Guest" everywhere below.
Step 2: Open the create form
Click Create Guardian (top right). A panel titled Create Guardian slides in with the new-account form.
Step 3: Fill in their details
Enter:
- First Name — required.
- Last Name — required.
- Other Names — optional (middle names, etc.).
- Phone — optional; pick the country, then type the number.
- Email — required, and this is what they'll use to sign in. Double-check it's correct.
Step 4: Create the account
Click Create Guardian at the bottom of the form. You'll see a "Guardian created successfully" confirmation, and the panel changes to a Guardian Account Created screen.
Step 5: Save and share the sign-in details
The Guardian Account Created screen shows three things the person needs to log in:
- Email — their sign-in address.
- Access Code — their school access code.
- Password — a starting password they can change after their first login.
Click Copy to put all three on your clipboard, then paste them somewhere safe to send to the guardian.
Copy the password now
The password cannot be retrieved later. If you skip this and lose it, the person can't sign in until you reset it — so copy the details before you close the screen.
Step 6: Finish
Click Done to close the panel. The new guardian now appears in the Guardians tab list.
Editing or removing later
Open the Guardians tab and find the person in the list. From there you can open their record to edit their details, or delete the account if it was created in error or is no longer needed. Editing details such as the email won't reissue the password — use a reset if they've lost their sign-in.
What happens next
- The guardian (or guest) can sign in with the email, access code, and password you handed over.
- They appear in your Guardians (or Guests) list, ready to be linked to a student or charged a fee.
- On first login they can update their password to something only they know.