Parent Portal Management

Overview

Quick Start for Admins:
1) Configure Parent Portal settings • 2) Export or print access info • 3) Send invitations • 4) Monitor confirmations • 5) Re-send or troubleshoot as needed.

The Parent Portal allows schools to give families secure access to student information in Radix LMS.
As an admin, you can:

View each student’s parent contact information and Parent access code
Generate and print access letters
Export student/parent access data
Send email invitations to parents so they can create or confirm their parent accounts and link their children

This guide explains when to use each tool and how to manage the Parent Portal throughout the school year.

1. When Admins Use the Parent Portal

Admins typically use the Parent Portal tools for:

Common scenarios:
Beginning of year setup, new enrollments, and ongoing support.

Best Practice:
Send invitations in phases: first to all custodial guardians, then follow up using the Confirmed and Invitation Count filters.

Beginning of the School Year

Print or export login and access information using Student/Parent Access Information
Send parent invitations using Parent account invitation

New Student Enrollment

Generate individual letters for families
Send invitations to new parent contacts

Ongoing Support

Re-send invitations to parents who have not yet registered
Monitor invitation history and parent account confirmation status

2. Configuring Parent Portal Settings

Go to Parent Portal Settings (in School → Parent Portal → Parent Portal Settings).

Here you can configure:

Tip:
Use descriptive, parent-friendly language in email templates. Manual-login schools should use Access Letters; SSO schools typically should not.

Access Letters for Students

Access letter body — the letter template printed for students with information to access their accounts (manual login schools only, SSO login schools should not use this letter)

Parent Invitation Emails

You can customize:

Email subject
No account invitation email
Confirmed account with no student invitation email
Unconfirmed account invitation email

These email templates will be used automatically depending on the parent’s status when you issue invitations. The default templates are ready to use, you do not have to make any changes if you don’t need to.

3. Student/Parent Access Information

Quick reference:
Use Student/Parent Access Information for data and letters; use Parent Account Invitation for sending or re-sending emails.

Navigate to Student/Parent Access Information to view parent contact details and access codes. This list will only include the email address of the parents who already registered an account on the system.

Security reminder:
Never email default passwords in plain text outside approved processes.

Privacy Note:
Handle exported usernames, passwords, and emails as student PII. Store securely and follow retention policies.

Available filters

Grade
Firstname
Lastname
HR Teacher
HR Course
Parent email
General name search (Search first or last names)

What you can do here

Generate access letters

Use the Letter action for a student to produce a PDF letter containing:

Student login information
Your customized Access letter body

Export student/parent access data

Use Export → CSV to download:

Student usernames
Default passwords
Registered parent email addresses

This export is useful for mass mail merges or record keeping.

Tip:
Exported CSVs are useful for mail merges and record keeping. Store exports securely and delete when no longer needed.

4. Parent Account Invitation

Deliverability Tips:
Ask parents to whitelist your domain, verify emails before bulk sends, and send in batches to reduce bounces.

This page is used to send email invitations to parents so they can create or confirm their Parent Portal accounts.

Important:
Only parents who have registered and confirmed their accounts will receive communications from Radix LMS.

4.1 Understanding Which Contacts Appear Here

A parent contact will appear on this list only if:

They are marked as a custodial guardian
They have a valid email address
Their associated student is active
They have not unsubscribed from parent invitations
They still require an invitation based on their account status

A contact will not appear if:

They are not a custodial guardian
There is no email address for them
Their student account is inactive
They have unsubscribed from email invitations
They already have a confirmed parent account with the student connected

4.2 Filters on This Page

You can target specific contacts using:

Filtering Tip:
Combine filters (e.g., Invitation count + Confirmed) to focus outreach on parents who still need action.

Invitation count
Confirmed
Email
Search first or last names

4.3 How the Invitation Emails Are Chosen

The system automatically sends one of the following based on each contact’s situation:

Reference:
The system selects an email template automatically based on each contact’s status (no account, confirmed/no student, or unconfirmed).

Parent Status	Email Template Sent
No parent account exists	No account invitation email
Confirmed account but no students linked	Confirmed account with no student invitation email
Account exists but is unconfirmed	Unconfirmed account invitation email

4.4 Sending Invitations

To send invitations to selected contacts:

Selection tip:
Use checkboxes for targeted sends when following up with specific groups.

Check the boxes for the contacts you want.
Click Send invitation to selected.
Confirm when prompted.

To send invitations to all contacts in the filtered list:

Bulk send caution:
Review the filtered count before sending to ALL; large batches may queue as a background task.

Apply filters.
Click Send invitation to ALL.
Confirm the number of invitations.

What happens after sending

Large batches may be queued as a background task.
Invitation count and timestamps update as messages are processed.

Troubleshooting:
If invitations are not received, verify the parent’s email, account status, unsubscribe flag, and spam/junk folder. Re-send if needed.

5. Best Practices

At-a-glance Best Practices:
Phase invitations, invite new parents immediately, and use filters to target follow-ups.

At the beginning of the school year

Send invitations in phases:

Best Practice:
Schedule phased invitations and follow-ups using Confirmed and Invitation Count filters to improve completion rates.

First to all custodial guardians
Then follow up using the Confirmed and Invitation count filters

When new students join

Invite new parents immediately.

When troubleshooting access issues

Check:

Whether the parent has unsubscribed
Whether they appear on the invitation list
Their invitation count and confirmation status
Whether they already have student connections

6. Additional Method: Checking Parent Registration Status (via Student List)

Where else to check:
Student List → Parent icon shows account status indicators to guide next steps.

In addition to the methods inside Parent Portal, schools may also verify a parent’s registration and student‑connection status directly from the Student List. Navigate to School → User → Students and click on the parent icon next to a student.

This panel may show one of three indicators next to the “Parent Acct” field.

6.1 Red Cross Icon — Account Issue Detected

A parent account exists, but one or more required steps are incomplete.
A red cross may indicate:

Indicator Guide:
Red cross = action needed; Green check = fully connected; No account link = invite required.

The parent has not confirmed their account.
The parent has not confirmed connection to the student.
The parent has opted out of communication.
The parent is not marked with custody.

What the parent sees:
The student will not appear on their Parent Portal dashboard.

Admin action:

Verify custody is set correctly.
Re‑send invitation if needed.
Guide the parent to complete account or student confirmation.

6.2 Green Check Icon — Fully Connected

The parent account is active, confirmed, and properly linked to the student.

All set:
Green check means the parent is fully connected. No further action required.

What the parent sees:
The student will appear on their dashboard.

Admin action:
No action required.

6.3 “No registered account; click to invite” Link

The parent does not have any parent portal account associated with the email.

Reminder:
Parents without a registered account cannot access the portal until invited. Use the link to send an invitation.

What the parent sees:
They cannot access the portal until invited.

Admin action:
Click the link to open the Parent Account Invitation page and send an invitation.