How to Invite Parents to the Parent Portal
Send invitation links to parents via SMS, email, or WhatsApp so they can access their child's attendance, fees, and grades.
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.