Assigning and Editing Parent Portal Logins

To assign Portal Logins for Parents, click on Administration in the module list on the left, and select Parent Logons from the dropdown that appears.

This will take you to the Parent Logons page, where all existing credentials for the Parent Portal will be listed.

Adding Parent Logon Details

To add a new set of credentials for a Parent, click on Add Logon from the options listed on the right. 

This will open up a window with five fields:

• First name
• Surname
• Email
• Username
• Password

Once you have populated these fields correctly, click on the Link Learner button.

Use the Learner Status field to filter the Learners that appear in the field below. Use the dropdown in the Learner field to select the relevant learner. 

Information:
You can link more than one Learner at a time by repeating this process. If you want to delete a linked Learner, use the trashcan icon next to their name.

Once all Learners required have been linked and the Parent credentials populated, click the blue Save button. The new credentials will now appear in the list on the Parent Logons page.

Important:
If a change is made to a Contact's email from the the Contact Tab of a Learner's record, you will need to manually update the change via the Parent Logons page.

Importing Contacts for Parent Logons

There are two methods for importing Learner contacts onto the Parent Logons page.

Import Contacts

You can add Parent logons using the Import Contacts option found in the list of options on the right. Clicking on this will open a window displaying a list of contacts, with the corresponding learner they are attached to in brackets next to their name. Any entries listed here display all contacts on a Learner's record that have the Parental Responsibility checkbox ticked (for more information on this, click on the following link: Learner Contacts tab). 

Select the contacts you want to import, and then click the blue Import as Logins button. Any contacts selected will now be added to the list.

Important:
The Import Contacts feature will only select contacts that have an email address added, and the 'Parental Responsibility' checkbox ticked on the contact details section for the parent/carer.

Import (Excel)

You can also import contacts to the Parent Logons page by clicking on Import (Excel) in the list of options on the right. 

This will take you to a page with two options, Upload File and Help. Clicking the Help button will bring up a window giving you more information on how to format your Excel document in order for the import to work. 

Once you have an Excel document in the correct format, click on Upload File and from the window that appears, click Choose File. Select the relevant Excel document and then click the blue Import button.

Editing Parent Logons

To edit an existing Parent Logon entry, click on the notepad icon. From here you will be able to edit the contacts information as well as the Learners they are linked to.

Click on the trashcan icon to delete a Parent Logon.

You can also assign 2 Factor Authentication to Parent Logons for added security by clicking on the key icon. To learn more about this, you can read the short article here ADD LINK TO ARTICLE HERE

Clicking on the Email icon will send the Parent their full login details as well as reset their password.

Parent Portal Usage

The Parent Portal Usage feature is used to create an audit log of when Parents have used the Parent Portal. 

Clicking on Parent Portal Usage from the list of options on the right will open a window with two fields, where you can then choose the start and end dates for the timeframe you want to create the login audit for. Once the dates have been applied, click the blue Continue button. The report will now be running and will appear in the Task Alerts notification bar.

Information:
If you have selected a large date range, the report may take a few minutes before it is completed.

Once complete, click on the notification in the Task Alerts bar to then send the report as an Excel file to your Downloads folder. Open the file, and the report will appear in a table displaying the user that logged in, their email, which Learner they are linked to, as well as the date and time they logged in. Each Parent has their own tab displaying their login information. See below for an example of what this looks like:

Bulk Reset

The Bulk Reset feature allows you to reset the password for multiple Parents at one time.

Clicking on Bulk Reset in the list of options on the right will open a window listing all Parent Logins by their username. At the top of the window will be a toggle button labelled Enable TFA, and is used to specify if you want to use Two Factor Authentication when a Parent logs in. 

Use the checkboxes next to each entry to specify which users you want to reset the password for, and then click the blue Reset button. The bulk reset will now be running and once complete will appear as a notification in your Task Alerts, letting you know that all users selected have been sent an email containing their new password for the Parent Portal.