How to add a guardian's contact details to an applicant after creating the application

If you created an applicant without adding details for their primary guardian, you can add these later to enable the collection of further applicant details via the Parent Portal or app.

Permissions

You need the following permissions:

• Student Profile:Guardians:Administer All Students - Add guardian contacts to a student profile
• Student Profile:Admissions:Administer All Students - Access the Applicants pages

If you do not have the required permissions, please ask your school's admin team to add these for you using these instructions.

Adding guardian details

From the applicant's student profile

While you cannot link a student and guardian via the guardian's profile, you can link them via a student's profile - even if they are an applicant!

This method can be used to add an unlimited amount of guardians and contacts for a student, and you can do this regardless of the student's enrolment status. This process is outlined in more detail here: Creating a new guardian, family member or contact for a student 

• Head to the applicant's profile 
   
  • Top tip: Use the search bar in the top-right corner to search for the student and make sure to hit Enter to see all search results on the next page. Because applicants are not yet enrolled, they often only show on the full search results page. Find more on finding student profiles here: Finding a student profile
     

  • Scroll to Family, Guardians & Contacts

    

  • Click +Add
  • Add the guardian's details. 
  • Click Add Guardian

If no matching existing guardian is found, a new guardian is created with the details you just entered. If a matching guardian profile is found, a you will be able to confirm or reject the match in the next step. More on this in the Matching an existing guardian to an applicant section below.

From the Applicants page

To link a guardian to an applicant from the Applicants area (Students > All Students > Applicants), follow the steps below.

Please not that you can only add one guardian using this method - this will not work if another guardian has already been linked to the student. This method only works for application statuses that are not Enrolled.

• Head to Students > All Students > Applicants
• Click you Intake Season
• Click Applicants on the left-hand side
• Click on the student 
• On the slide-over, click "Guardian details have not been set - click to correct" (if you do not see this, use the profile method above instead.

• Complete the guardian's details
• Click Add guardian

If an existing guardian has been found to match the detail you entered, confirm ro reject the match on the next screen. If no match is found, a new guardian profile will be created automatically.

Matching an existing guardian to an applicant

Once you click Add guardian in the steps outline above, you will see a second screen if an existing guardian with (closely) matching details already exists on your site. This second screen allows you to confirm or reject the match, minimising the risk of the incorrect guardian being assigned to a student as well as preventing duplicate profiles for existing guardians (for example those with children already at the school) from being created.