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The Family Portal

The Family Portal is where your students and guardians log in to see what they owe, pay invoices, manage their payment method, and -- for private lessons -- reschedule or cancel their own upcoming sessions. This guide covers what families see and can do there, and links out to where you control it.

Who Uses the Portal​

Guardians and students are the only two roles that use the portal. When either logs in, they're taken straight to the portal -- there's no other area of Conductly they can reach. See Roles & Permissions for how portal access compares to staff roles.

Families don't need to log in to pay an invoice or update their card -- the signed link included in invoice and reminder emails works without an account. The portal is for families who want a persistent, logged-in view of their account.

The Portal Home Page​

When a guardian or student logs in, they land on a single home page with:

  • A greeting -- "Hi, {name}"
  • A balance summary -- either the amount due, or "You're all caught up -- nothing is due right now." if nothing is owed
  • Upcoming lessons -- the student's scheduled private lessons and group classes
  • Due now -- a list of unpaid invoices, each with a Pay now button
  • Payment method -- the card or bank account on file
  • History -- past invoices and payments
  • A theme toggle -- Light, Dark, or System
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Invoices that were never sent (still Draft or Void) never appear in the portal. Everything else shows once it's been sent or paid.

Paying Invoices​

From Due now, a family clicks Pay now on any unpaid invoice to pay it immediately. Paid invoices then show up under History. This is the same payment flow as the emailed payment link -- see Payments for how charges, receipts, and failed payments work.

Managing the Payment Method​

The Payment method card shows the family's saved card ("Card ending in 1234") or bank account. From here, a family can:

  • Update payment method / Add payment method -- opens the same signed update form sent by email
  • Remove -- deletes the saved payment method, with a confirmation step

See Payment Settings for how cards get on file and what's required to accept bank accounts (ACH).

Rescheduling and Cancelling Lessons​

Families can manage their own upcoming private lessons directly from the portal:

  • Reschedule -- opens a "Reschedule lesson" dialog offering new times with the lesson's existing instructor, at the same duration. The family confirms with Confirm, or backs out with Keep existing.
  • Cancel -- opens a "Cancel this lesson?" confirmation. Cancelled lessons stay listed with a red Cancelled pill rather than disappearing.

Group classes are view-only -- families can see them under Upcoming lessons but can't reschedule or cancel them from the portal.

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Reschedule and Cancel aren't unconditional. Both buttons disable with a tooltip explaining why once a family hits a policy limit -- see Family Portal Settings to configure notice periods, booking windows, and change limits.

Turning the Portal Off​

The portal is on by default. If you turn it off (Settings > Family Portal > Enable the family portal), families who try to log in see a message that the online portal isn't available, along with your school's contact information -- but emailed invoice and payment-method links keep working regardless. See Family Portal Settings.

What the Portal Doesn't Do​

Worth knowing so you can set expectations with families:

  • No messaging -- families can't message your school through the portal
  • No profile editing -- families can't update their own contact or student information
  • No new-lesson booking -- Reschedule only moves an existing lesson to a new time; it doesn't let families book additional lessons

Learn More​