Adding a student, linking parents and sending the parent link

Adding a student

1. Go to Students and click “Add a student”.
2. Fill in the first name and surname. The year group and the school are optional, but the year group does appear in the monthly report.
3. Choose the subjects this child has with you, or leave it open; a lesson can always be given another subject.
4. Fill in an hourly rate if it differs from your practice rate; leaving it empty means the standard rate.
5. Choose a parent. If they are not there yet, click “+ New parent” and fill in a name and email address; save the parent and carry on.
6. A note on the student is only for you. Parents never see it.
7. Save. The student is in your list and has a page of their own with everything that happens from now on.

Parents: who pays and who follows along

A parent has a name, an email address and optionally a phone number and address. The invoices and the parent link go to the email address. You link a parent to one or more children, so a brother and sister share one parent.

If a child has two parents, you link both of them to the student. One of them is the payer: they receive the invoice. With “Send the invoice here” you switch the payer. The other parent gets a parent link of their own and sees in the portal the child's lessons, monthly report and worksheets, and of the invoice only the part that concerns their child.

For each parent you set whether they are kept informed: monthly reports, parent links and payment reminders. The invoice itself never falls under this; it always goes to whoever pays. You also set per family whether they may send you a free-form message through the portal.

Sending the parent link

1. Open the student's page and click “Copy parent link”. The link is now on your clipboard.
2. Send it to the parent, in your welcome email for example. Every linked parent has a link of their own.
3. On the page you can see when the portal was last opened, so you know whether the link has arrived.
4. If a link has been lost or ended up with the wrong person, click “New link”: the old one stops working immediately. With “Withdraw access” you close the portal for this child altogether.

Pausing, archiving and restoring

If a student is away for a while, ill or on holiday, you pause them until a date. The standing lesson time stays and no lessons are scheduled until that day. If a student stops, you archive them: the standing lesson time stops, lessons not yet taught are dropped, and the lesson history, write-ups, monthly reports and invoices are kept. With “Show archived” you can bring them back later; an old parent link does not come back by itself, so you make a new one.

You can only delete a parent when no students and no invoices are attached to them any more. If a family asks for their data to be erased, there is a separate, permanent route for that on the parent's page. Invoices fall under the seven-year retention requirement and therefore stay.

Frequently asked questions