Parents

ShuleOne has always stored parents against each learner. The parent register turns that around: one row per parent, with the learners underneath. It answers the questions a director asks about a family rather than about a child — how many children does this family have here, what do they owe altogether, and which families qualify for a sibling arrangement.

What’s new — 8 October 2026

The parent register labels each parent’s phone as their Username. On the parent profile, Reset parent password sets only that parent’s portal password to 1234@#. You can also send the password and ShuleOne Connect links to the saved phone by SMS.

What’s new — 9 October 2026

All five summary cards now open the records behind their figures. Distinct households groups co-parents and their active learners, Learners shows the full active roll, and Learners with no parent contact shows the learners whose parent links need attention. Parents with 2+ learners opens the sibling parent list. Select it again or select Parent records to return to all parents. The highlighted card matches the list being shown. Use Rows per page to show 10, 25, 50 or 100 rows at once.

What’s new — 6 October 2026

Send portal login details now tries WhatsApp first and automatically falls back to SMS when WhatsApp cannot deliver. The result confirms which channel was used.

What’s new — 28 September 2026

Finance → Parents reaches this same register and profile under the finance menu, and adds a Fees tab, a Transactions tab, a combined family statement, a family fee burden report, and one fee-balance message covering every child instead of one per child. See Family fees.

Admissions → Parents is new. It lists every parent with the learners linked to them, filters to families with two or more children, and exports what you are looking at to PDF or Excel. Opening a parent shows every one of their children with class and balance.

Four reports are new with it, under Admissions → Reports → Parents: the Sibling Register, the Parent Directory, Parent Data Quality and Parent Statistics, each as PDF or Excel. The older Parent Contacts report is unchanged and still there — it answers a different question, one row per learner rather than per parent.

Go to Admissions → Parents.

Resetting one parent’s password

Open the parent from Admissions → Parents. Their Portal username is their saved phone number. Select Reset parent password, review the username and default password 1234@#, and confirm. Tick the SMS option if you want ShuleOne to text the parent their username, password, ShuleOne Connect links for Android and iPhone, and the web portal address. The result reports whether the SMS was sent. Only this parent’s account is reset; linked learners keep their passwords. Ask the parent to change the default after signing in.

Sending parent and student login details

Open the parent and select Send portal login details. ShuleOne asks for confirmation because this is a reset, not a reminder: stored passwords are one-way hashes and cannot be read back. On confirmation it creates one new temporary password for the parent and their active linked learners, then sends one message containing:

• the parent’s telephone-number username;
• every active learner’s generated username;
• the shared temporary password;
• direct ShuleOne Connect links for Android on Google Play and iPhone on the App Store;
• the web portal address.

ShuleOne tries WhatsApp first. It sends free-form text when the parent’s 24-hour customer window is open and uses the school’s approved support template when the window is closed. If WhatsApp is unavailable, opted out, or not configured, ShuleOne automatically sends the same details by SMS instead. The result confirms which channel was used.

The message goes only to the phone on the parent record. Alumni and transferred learners are not reset or included. Ask the parent to change the temporary password after signing in. If the button is disabled, add a usable phone or link an active learner first. A failed send does not expose the password on screen; check the school’s WhatsApp setup and SMS balance, then try again.

The two counts at the top

The strip above the list shows five figures for the whole school. They do not change when you filter — they describe the register, not your current view. Select any figure to open its corresponding list. Search and pagination apply to the open list; the figures stay school-wide. In a household row, select a parent’s name to open that parent profile. In a learner row, linked parent names open their profiles.

Figure	What it counts
Parent records	One per parent. A father and a mother are two records.
Distinct households	Families. A father and a mother of the same children count once.
Learners	Every active learner in the school. Linked or not — it is the total the two figures below are shares of.
Parents with 2+ learners	The sibling worklist. Select this card to show only those parent records.
Learners with no parent contact	Learners nobody is linked to. Counted in Learners, but in none of the parent figures.

Caution

Parent records and distinct households are different numbers and are not interchangeable. Two parents of the same three children are two records and one household. Quote the household figure for anything about families, and the record figure for anything about contacting people. A board paper that says “we have 1,284 families” when 1,284 is the record count is overstating it.

The last figure is the honest footnote to the others. An unlinked learner is still one of the Learners — that figure is the whole active roll — but they are in none of the parent counts, because there is no parent to count them under. So the gap between the two is the part of the school the parent register does not reach, and a school with a lot of unlinked learners has a register that covers less than it looks.

Finding families with several learners

This is what the register is for. Set Learners to 2 or more and the list becomes the families with siblings at the school, most children first.

The other filters narrow it further:

• Class and Stream — parents who have a child in that class.
• Relationship — father, mother or guardian records only.
• Billing group — parents with a child in that group.
• Channel — how the parent can be reached: the app, WhatsApp, SMS, or nothing at all.
• Data quality — records with something wrong with them. See below.

Search matches the parent’s name, their phone number, their national ID, and the name or admission number of any of their children. The phone search is forgiving about how the number was typed — 0759…, 254759… and 759… all find the same parent, because ShuleOne treats the last nine digits as the number that matters.

Note

There is no balance filter and no sort by balance yet. Both arrive with the finance parent register. Sort by learners or by name for now.

Exporting

In the Parent records and Parents with 2+ learners views, PDF and Excel at the top right export the parent list exactly as you have filtered it. Filter to two or more learners first and you have the sibling register. The household and learner views are on-screen worklists; their parent-directory export buttons are hidden so they cannot produce a report of the wrong view.

There are also four ready-made reports under Admissions → Reports → Parents. Each one comes as PDF or Excel, and each covers your school — plus its sister schools when your school belongs to a group.

Sibling Register

Parents with two or more learners, with the children named in the row. This is the sibling-discount worklist.

The threshold is yours to set: leave it at 2+ for every family with more than one child here, or raise it to 3+ or 4+ when you are only interested in the largest families. The class filter narrows it to parents who have a child in that class, and still lists all of that parent’s children — the point of the report is the whole family, so it does not hide the siblings in other classes.

Parent Directory

Every parent, one row each, with phone, email, national ID, occupation, how many learners they have, which classes those learners are in, and which channels reach them. This is the contact census.

Note

This is not the same as the older Parent Contacts report, and both are still here. Parent Contacts gives you one row per learner with the father, mother and guardian columns beside them. The Parent Directory gives you one row per parent. Use Parent Contacts to see who to call about a child; use the Parent Directory to see who your parents are.

Parent Data Quality

The cleanup worklist — one row per problem, so a row can be crossed off as it is fixed. A parent with two problems appears twice.

Issue	What it means
Parent name blank	No usable name recorded.
Phone unusable	The number does not come to nine digits, so nothing will reach them.
No national ID	No ID recorded.
One person in both parent slots	One record is filling the father and the mother slot for the same child — usually two guardians sharing one phone number. Worth checking; it does not mean the mother has no record.
Learner has no parent linked	A learner nobody is attached to.

That last row is the one to start with. Those learners cannot be reached at all, and they are invisible on any report that begins from the parent side.

Parent Statistics

The shape of your parent body, as one table with a Section column so you can filter or pivot it in Excel.

Section	What it breaks down
Summary	The same five figures as the strip on the register.
Family size	How many parents have one learner, how many have two, and so on.
Parents per class	Parents with a learner in each class.
Occupation	Parents by recorded occupation, commonest first. Blank occupations are their own line, not dropped.
Branch	Parents and learners at each school in the group.

Caution

Two things in this report do not add up, on purpose.

Parents per class counts a parent once in every class they have a child in, so a parent with children in Grade 2 and Grade 5 appears in both. The column therefore totals more than your parent count — it is not a split of your parents between classes.

Parent records and distinct households are different numbers, as on the register. Two parents of the same three children are two records and one household.

Note

There is no county, ward or home-area breakdown, because ShuleOne does not record a parent’s address. Branch — which school in the group their children attend — is the only location this report can give you.

Opening a parent

Select a parent’s name. The card at the top carries their contact details, which slots they hold, how they can be reached, and the family’s total balance.

Learners

A card for each child: admission number, class and stream, whether they are active, boarder or day, which slot this parent holds for them, billing group, and that child’s balance. Children who have left — transferred or alumni — are behind a toggle under the list, because “this family has been with us since 2019” is worth knowing in a payment conversation.

Siblings via co-parent lists children reachable through the other parent. They are shown separately because nothing has been merged: this parent is not linked to them, the co-parent is.

Note

The family balance on the profile covers every learner listed, including those who have left. The balance in the register covers active learners only, matching the count in the same row. For a family with a transferred child still carrying arrears the two figures differ, and both are correct.

Profile and links

Edit the parent’s name, email, national ID and occupation, and manage which children they are linked to and in which slot.

The telephone number is not editable here. The last nine digits are how ShuleOne recognises a parent, and they must be unique, so changing a number on this screen would either collide with another record or silently re-point every link, chat thread and signed-in device to the wrong family. Correcting a number is done by merging the two records.

Caution

Removing a link removes it from every slot that pair occupies. If the same person is recorded as both father and guardian for a child, unlinking removes both.

Fee figures and who sees them

The balance columns and the family total appear only for users who hold a finance role. For everyone else the columns are not shown at all — deliberately, rather than shown as zero, because a zero balance reads as “this family owes nothing” and would be quoted as such.

If you expect to see balances and do not, it is your roles, not the family’s account.

Families spread across branches

Schools in a group share one parent profile, so a family can have children at more than one branch. Learners are shown across the whole group, but money is not: you see fee figures only for branches you could switch into. A child at a branch you cannot open is listed with no balance at all — not a zero, which would read as nothing owed.

When that happens the figures say so rather than quietly leaving the child out — the register marks the row part, and the profile says under the total which branch is not included. Treat a marked figure as part of the family, never as the family’s total, and do not quote it to a parent as one — it is a figure for some of their children only.

Switching branch will not show you the rest. The branches whose figures you can see are exactly the branches you can switch into, so a branch that is withheld here is one you cannot open at all — that is the same permission, not two. To get the whole picture, ask a colleague who has finance access at that branch, or ask your administrator to give you access to it if you should have it.

Users with a finance role also get the Fees and Transactions tabs, which carry the family’s whole position and every payment across all the children — see Family fees.

When a record has been merged

Opening a parent whose record was merged into another shows a line at the top: Record #48213 was merged into this one. Old reports, bookmarks and WhatsApp threads still carry the original number, and ShuleOne follows it to the family it belongs to now rather than showing a dead link.

Parents missing from the register

A parent appears here only once they are linked to a learner at your school. If somebody is missing:

• the learner may have no parent linked at all — the Learners with no parent contact figure counts these, and the Parent Data Quality report lists what to fix;
• a father and mother who share one telephone number are one record, because the number has to be unique. The household is right; the second parent has no separate record. This is worth knowing before concluding that a mother’s details were lost.

Related

• Family actions — take one payment for the whole family, move a credit between siblings, record a payment plan, merge a duplicate.
• Family fees — the Fees and Transactions tabs, the combined statement, the family fee burden report and the one-message send.
• Students — the learner record each link points at.