Guardian Management

The guardian management module allows you to create guardian records (parent/legal guardian), edit them, and link them with students. This module is accessible to Administrator, Manager, and Teacher roles.

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Guardian List

Go to Student and Guardian Management -> Guardians from the left menu.

Image 1: Guardian list screen

List Features

• Search by guardian name/surname
• Pagination with 20 records per page
• Detail View by clicking any guardian

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Adding a New Guardian

1. Click "New Guardian"
2. Fill in person details:

Field	Required	Description
First Name	Yes	Guardian first name
Last Name	Yes	Guardian last name
National ID	Yes	11-digit identity number
Phone	No	Contact number
Email	No	Email address
Date of Birth	No	Birth date
Address	No	Home address

3. Click "Save"

Image 2: New guardian form

Phone number

If a phone number is provided, the join code can be sent by SMS.

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Bulk Guardian Import

Use the "Bulk Add" button on the guardian list to import many guardians from a CSV or Excel file.

Flow

1. Click "Bulk Add" on the guardian list
2. Choose Excel or CSV
3. Download the matching template
4. Use "Upload Template" for the completed file
5. Review rows on the preview screen and edit if needed
6. Complete the import when all rows are valid

Template Rules

• Do not rename template column headers
• Columns starting with * are required
• Enter phone numbers without a leading 0
• If a phone number is provided, the join code can be sent by SMS
• For gender, use only Kadın, Erkek, or Bilinmiyor
• The recommended birth-date format is Day/Month/Year, but common date formats are also accepted and validated

Preview and errors

Uploaded files open in an editable preview screen first. The system shows row-level validation problems before anything is committed.

Transaction behavior

Bulk guardian import runs in a single transaction. If any row fails validation or save, no guardian record is committed.

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Linking Guardian to Student

Guardian-student links are managed from student detail:

1. Open student detail page
2. Click "Add Guardian"
3. Select existing guardian or create a new one
4. Set relation and permissions:

Field	Description
Relation	Parent or Relative
Academic Permission	Can view attendance/exams/assignments
Billing Permission	Can view payments/installments/contracts
Communication Permission	Can receive institution communications (SMS/email)

Image 3: Guardian-student linking and permissions

Permission model

Guardian access is controlled per student with exactly three permissions: Academic, Billing, and Communication. Academic and billing permissions define what data can be viewed. Communication permission defines whether institution communications can be sent to that guardian.

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Guardian Detail

Guardian detail page contains:

• Personal Information
• Linked Students
• Permission Scope per student

Image 4: Guardian detail page

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Deleting a Guardian

1. Open guardian detail
2. Click "Delete"
3. Confirm deletion

caution

Deleting a guardian also removes all guardian-student links. This action is irreversible.