👪How to Add or Link Parents

Overview

In WhitePenguin, parents are not added directly from the Parents section. Instead, a parent is created and linked to a child by filling in the Parent tab inside the Add Child form. Once a child profile is saved, the parent is automatically added to the system and receives an email invitation to access the parent portal.

The Parents section serves as a centralized place to view, monitor, and manage all parents linked to enrolled children. From here, you can check invitation status, resend invites, view parent profiles, and perform management actions.

The Parents page shows three summary cards at the top:

How Parents Are Added & Linked

To add and link a parent to a child:

1. Go to Children in the left sidebar and click + Add Child.
2. Complete the Profile tab with the child's details.
3. Click Next to go to the Parent tab.
4. Fill in the parent's information: Title, First Name, Last Name, Relationship, Phone Number, Email Address, Address, and any Notes.
5. Click Next to go to the Documents tab, upload at least one document, and click Save.
6. The parent is now linked to the child and will receive an automatic email invitation to the parent portal.

How to Access the Parents Section

1. Click Parents in the left sidebar.
2. The Parents page displays all parents currently linked to children in the system.
3. The table shows each parent's Name, Email, Phone Number, No. of Children, and Status (Active or Inactive).
4. Use the Search bar to quickly find a parent by name or email.
5. Use the All Classrooms filter at the top right to filter parents by classroom.

Viewing a Parent Profile

To open a parent's full profile:

1. Click the Actions (⋯) button on the parent's row.
2. Select View from the dropdown menu.
3. The parent's profile page will open with two tabs: Profile and Invoice.

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Profile Tab

The Profile tab shows a summary of the parent's information and their linked children.

Invoice Tab

The Invoice tab displays all invoices associated with this parent's children. Admins can use this tab to track billing and payment history linked to the parent's account.

Parent Actions

From the Actions (⋯) menu on any parent row in the Parents list, the following actions are available:

Parent Invitation Flow

Here is a summary of how the parent invitation works from start to finish:

1. Admin adds a child profile and fills in the parent's email in the Parent tab.
2. After saving, the system automatically sends an invitation email to the parent.
3. The parent clicks the link in the email, sets up a password, and gains access to the parent portal.
4. Once accepted, the parent's status in the Parents section changes to Active.
5. If the parent hasn't accepted yet, their status shows as Inactive — the admin can use Resend Invite to send a new email.

Tips

• Parents are created through child profiles. Always go to Children → Add Child → Parent tab to add a new parent. You cannot create a standalone parent account from the Parents section.
• Check invitation status regularly. If a parent's status shows Inactive for more than a day or two, use Resend Invite to prompt them again and ask them to check their spam folder.
• Multi-child parents: If a parent has more than one child enrolled, link the same parent to each child's profile. The Multi-Child Parents summary card will reflect this.
• Use Deactivate instead of Delete when a parent temporarily should not have access but you may need their record later (e.g., if they are on leave or their child is temporarily unenrolled).
• Use Archive to keep historical records clean without permanently losing data.
• Filter by classroom using the All Classrooms dropdown at the top right of the Parents page to quickly find parents from a specific room.

FAQs