Parent onboarding

School Admin Parent

How a parent's record is created and how the parent gets a sign-in. The example is Sunita Mehta, mother of Rohan Mehta (DPS-2026-001).

Before you start

1. The child exists in SolAssists. See Add a student.
2. The Parents & Guardians module is on and your role can add guardians. Otherwise Parents & Guardians is missing from the sidebar and Add guardian is greyed out ("You don't have permission to add guardians.").
3. For a sign-in, all of the following:
   • The guardian record has an email address. Without one, Give access is greyed out with the tooltip "Add an email address first".
   • The guardian is linked to at least one child. Otherwise the parent signs in to empty pages.
   • Your institution has the People Directory module switched on, and your role can create sign-ins. It is an optional module that SOL enables. Without it, Give access is greyed out with "You don't have permission to create sign-ins."
   • Your institution has an active Parent / Guardian role. It is created during onboarding. If it was removed, creating the sign-in fails with "This school has no guardian role to grant — add one before creating parent sign-ins".

Institutions without the People Directory module

Institutions set up with the standard module list do not include People Directory. Their administrators cannot create parent sign-ins until SOL switches the module on. If Give access stays greyed out, check Roles and permissions.

Part 1: Create the guardian record

Pick whichever way suits you. All four create the same kind of record.

A. From the student profile (recommended)

This creates the record and links it to the child in one go.

1. Open Students & Admissions → Students and click Rohan Mehta.
2. In Guardians, click Link.
3. Search for Sunita. If she is not found, click This person isn't on file.
4. Enter First name Sunita, Last name Mehta, Phone, and Email ("Needed only to give them a sign-in.").
5. Set Relationship to Mother, and tick Primary contact if she should be called first.
6. Click Add and link. The message is "Guardian linked."

B. From Parents & Guardians

1. Open Students & Admissions → Parents & Guardians and click Add guardian.

2. The dialog says "Only a name is required — most institutions hold a phone number and nothing else."

   Field	Required	Notes
   First name	Yes	Up to 80 characters
   Last name	No
   Phone	No	Up to 20 characters. The format is not checked.
   Email	No	Must be a valid email. "Needed only to give them a sign-in."
   Occupation	No
   Aadhaar (under "Statutory identifier — optional")	No	12 digits. "Stored encrypted; only the last four digits are ever shown."

3. Click Add. The message is "Guardian added."

4. Then link her to the child from the student profile (see Link parents to children). Parents & Guardians cannot link.

Duplicate warning: if someone with the same phone or email is already on file, you see "{name} already has those contact details. Add this person anyway only if they are genuinely someone else." Click Add anyway only if it is really a different person. Otherwise close the dialog and use the existing record.

C. Bulk import

Use Bulk Student Import → Add guardians with one row per guardian and child. An existing guardian with the same phone or email is reused. See Bulk import.

D. Enrolling an applicant

When you click Enrol this applicant in Admissions, the parent named on the application becomes a new guardian linked as Guardian and Primary. It is always a new record, even if the parent is already on file for a sibling. See Admissions.

Part 2: Give the parent a sign-in

1. Open Students & Admissions → Parents & Guardians.
2. Find Sunita Mehta (search by name or phone). Her Sign-in column shows Give access.
3. Click Give access. The confirmation Create a sign-in? says "Sunita will get a confirmation link at {email}. They can't sign in until they follow it."
4. Click Create the sign-in.
5. The Invitation sent dialog ("The link is shown once and cannot be fetched again.") shows the Email and the Invitation link, both copyable. The note reads "Also sent by email. Read it out if the address is wrong or unreachable — they cannot sign in until they have followed it and chosen a password."
6. If the email may not arrive, copy the link now and send it to the parent another way. You cannot see it again.
7. Click Done. The Sign-in column now shows Has an account.

The link expires

The invitation link works once and expires after 72 hours. The parent's account stays unusable until they follow it.

Messages:

Message	Fix
"Add an email address first" (tooltip)	Click the guardian's row, add an email and save.
"This guardian already has a sign-in"	Nothing to do. The parent already has an account.
"This school has no guardian role to grant — add one before creating parent sign-ins"	Contact SOL support or your administrator. See Roles and permissions.
"The sign-in couldn't be created."	Try again. If the email is already used by another account, you may see a message about that.

Part 3: What the parent does

1. Open the invitation link from the email (or the one the office sent).
2. The page checks the invitation ("Checking your invitation…") and shows the institution and the parent's name.
3. Enter a Password of at least 12 characters and repeat it in Type it again. If they differ, the page says "These do not match."
4. Confirm. The account is now active.
5. Click Sign in and sign in with the email and the new password. The invitation page does not sign the parent in automatically.

If the link was already used or has expired, the page says "This invitation is no longer valid." Ask the office for a new link.

What happens next

• The parent lands on the dashboard: "Here's how your children are doing." with Your children listing every linked child. See Parent portal.
• Admissions decisions and some alerts (for example exam results or absences) can reach the parent in the notifications bell once they have a sign-in.

Limitations

Partially implemented

• Parents without email cannot get a sign-in. There is no SMS or phone-only invitation in the app.
• No resend button. If the invitation link expires or is lost, no button on the guardian screens sends a new one. Contact SOL support.
• Suspending a parent's sign-in is not possible from Parents & Guardians. Changing the guardian's status does not change the account.

Who can do this

• School Admin: create guardians, link, and give access (the last one needs People Directory).
• Teacher: can view guardians of their students. Cannot add, link or give access.

Related

• Parents and guardians overview
• Link parents to children
• Parent portal
• Login problems
• Users and access