How to Invite Parents to the Parent Portal
How to Invite Parents to the Parent Portal
TL;DR: Parents can access their child's attendance, fees, grades, and announcements through the EduSuite OS Parent Portal. Here's how to send them an invitation to get started.
Prerequisites
- Students already imported with parent contact details (phone and/or email)
- SMS provider configured (for SMS invitations) — see SMS Setup Guide
Step 1: Choose Your Invitation Method
Go to Communication → Invite Parents and choose:
| Method | Best For | Requirements |
|---|---|---|
| SMS | Fastest adoption, works for all parents | SMS provider configured |
| Cost-effective, detailed instructions | Parent email on file | |
| WhatsApp Link | High engagement in supported regions | WhatsApp Business setup |
| Printed QR Code | Parents without smartphones | Printer access |
Step 2: Select Parents to Invite
- All Parents — Send invitations to every parent in the system.
- By Class — Select specific classes (e.g., start with Class 10 first).
- Individual — Choose specific parents from the list.
Pro Tip: Start with one class as a pilot. Iron out any issues before inviting all parents.
Step 3: Customize the Invitation Message
EduSuite OS provides a default invitation template:
Dear [Parent Name],
Welcome to [School Name]'s digital portal!
Access your child's attendance, fees, grades, and
announcements in one place.
Register here: [Link]
Your child: [Student Name] | Class: [Class]-[Section]
For help, contact [School Phone].
You can customize:
- The greeting and body text
- School contact details
- Additional instructions
Step 4: Send Invitations
- Review the recipient list and message preview.
- Click Send Invitations.
- Track delivery status in real-time:
- ✅ Delivered — Message reached the parent
- ⏳ Pending — In queue
- ❌ Failed — Invalid number/email (fix and resend)
Step 5: Track Registrations
After sending invitations, monitor adoption:
- Go to Communication → Parent Onboarding Dashboard.
- See metrics:
- Invitations Sent — Total count
- Registered — Parents who created their account
- Active — Parents who logged in at least once
- Not Registered — Haven't created an account yet
Follow Up on Non-Registrations
- Filter parents who haven't registered.
- Click Resend Invitation for the filtered list.
- Consider calling parents with phone numbers who haven't responded.
What Parents See
Once registered, parents can:
| Feature | Description |
|---|---|
| Attendance | Daily attendance status and monthly summary |
| Fees | Outstanding balance, payment history, pay online |
| Grades | Exam results, report cards, performance trends |
| Announcements | School notices, events, circulars |
| Messages | Direct messaging with teachers |
| Timetable | Child's class schedule |
| Homework | Assignments and submission status |
| Transport | Bus route details and tracking (if enabled) |
Troubleshooting
Q: Parent didn't receive the SMS. A: Check if the phone number is correct in the student's profile. Verify your SMS balance in Settings → Communication → SMS Provider.
Q: Parent says the link expired. A: Invitation links expire after 7 days. Go to Communication → Invite Parents and resend for that specific parent.
Q: Parent registered but can't see their child. A: The parent's phone number/email must match what's on the student's record. Check Students → [Student] → Parent Details.
Q: Can two parents (mother and father) both have access? A: Yes! Add both parent contacts in the student profile. Each parent gets their own login credentials.
Want to maximize parent adoption? Read our best practices guide or book a consultation.