One record per person
The same mother used to sit in the data four times, in four spellings, and a new phone number meant finding all four. Now the number is corrected in one place.
All modules
People and contact
Guardians
Reception calls the parent, not the student, and usually the same parent about two children. So a guardian is a record of the school, not a name retyped into four student rows.
Guardians 3
Students 4
Links 2
Guardians
Marek Bąk 601 220 118
Ewa Nowicka 605 441 902
Hanna Lis 692 310 044
Anna Zielińska no phone
Students
Zofia Zielińska ANG-A1
Jan Zieliński ANG-B1
Kuba Bąk NIEM-A2
Lena Nowicka ANG-A1
auto school guardians · one record per person
Guardians
What this module does
2
sides to one link: student and guardian
500
rows per CSV import, all of them or none
5
guardian fields a contract is built from
450
active guardians on the School plan
Linked from both sides
In Guardians the cell picks students, in Students the cell picks guardians, and one link table sits underneath. A child has two parents, a parent has three children.
Created as a row
A guardian starts from a name alone, the same way a student does, and the phone, email and note are filled into cells later. Who is who fits in the note for now.
Children travel in CSV
The export carries children by name and custom columns, the template says what is required. An unmatched name does not reject the file: the guardian comes in unlinked.
Archive instead of delete
An archived guardian leaves the list, stays in the data and takes no room against the limit. Active, archived or all is a switch in the header above the table.
Who sees what
A module is a permission, and which records may be touched is settled on write, not in the menu.
| Role | Sees | Changes |
|---|---|---|
| Owner | Every guardian, national ID and document number included. | Everything: creates, links to students, archives, deletes and imports. |
| Methodologist | The same as the owner: the whole register with the contract fields. | Everything in the register, import and bulk actions included. |
| Teacher | Every guardian, but only once the module is granted. The national ID is empty. | Nothing. Numbers can be read; guardians are not created, linked or deleted. |
| Student | No access to this screen. | Nothing. Other people's parents are not a student's business. |
The details nobody asks about during a demo
The things that only surface in the third week of working with the module.
What this module does not do
- a guardian account - there is nowhere to invite them to, since no guardian screen exists
- a kinship field - “grandmother” or “father” lives in the note for now
- a payer pointer - who pays for the course is set in Finance
- a rule that every student must have a guardian - an adult one need not
Once. A guardian is a record of the school, exactly like a student, and links to any number of children. Before that a guardian was plain text in the student's row, so the same person sat in the database several times in several spellings, and changing a phone number meant finding all of them. A number corrected in one place out of three is worse than no number, because it looks current.
Both, and that is the point of the module. In Guardians the “Students” cell picks the children, in Students the “Guardians” cell picks the adults, and one link table sits underneath. The front desk works once from the child's side (“who collects them”) and once from the adult's side (“whose parent is this”), and neither route outranks the other.
No, and it is not an oversight. A guardian is a record of the school, not an account: there is no guardian screen, so there is nowhere to invite them to. If they ever do get into the panel, it will be by the same road as a student: a membership with a role, a password by mail, and an archive that closes the way in.
In the note for now, and that is a decision too. The kinship column sat on the PERSON, while kinship is a property of the guardian-student pair: an aunt who collects her nephew and sends her own child to the same school got one value for both. A field of its own returns when it can stand on the link, one per pair.
It will: the “Data” tab holds the template, the import and the export. An import takes up to five hundred rows in one transaction, only the full name is required, and the children are written by name, because a person fills the file in a spreadsheet. The server matches names only unambiguously: a name carried by two students stays unlinked, the guardian is created anyway, and the count comes back as a notice.
Only if the school grants them this module, because by default they do not have it. There is no way to narrow the list down to “the parents of my students”, so the grant opens the whole thing and is a deliberate decision of the school. The national ID and document number come back empty for them, as with students, and creating or deleting guardians is out of reach.
Archiving is the default road: the guardian stays as history, leaves the list and frees the seat against the limit. Deleting breaks the links to students but leaves the students alone. A guardian named as the payer of a plan or a charge in Finance will not be deleted at all, because unlinking them quietly would move the reminders and the payment link onto the student.
Neither one. A guardian can be the payer, but the pointer to them lives in Finance, not in a field here. Who collects the child after class is arranged by Pickup. This register answers one question: which number to ring about this student, and under whose name.
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