Managing Guardians

This guide covers how to work with guardian profiles in Conductly -- adding new guardians, navigating the guardian list, editing details, and using bulk operations.

Adding a New Guardian

To add a guardian to Conductly:

1. Navigate to Guardians in the sidebar.
2. Click the Add Guardian button in the top-right corner.
3. Fill in the guardian's information:
   • First name and Last name (required)
   • Email address
   • Phone number
   • Address
4. Click Save.

After creating the guardian, you'll be taken to their detail page where you can link them to students and manage their profile.

tip

If you're adding a student and their guardian at the same time, you can create the student first and then link a new guardian directly from the student detail page. This saves a step.

Viewing the Guardian List

The guardian list gives you an overview of all guardians in your school. Access it by clicking Guardians in the sidebar.

Filtering and Sorting

You can filter and sort the guardian list to find who you're looking for:

• Search by name using the search bar
• Filter by status to see active, inactive, or other guardian statuses
• Sort by clicking column headers (name, status, date added)

Keyboard Navigation

Like the student list, the guardian list supports keyboard shortcuts:

Shortcut	Action
S	Focus the search bar
C	Open the "Add Guardian" drawer to quickly create a new guardian
Up / Down Arrow	Move through the list
Enter	Open the selected guardian's detail page

The Guardian Detail Page

Click on a guardian's name to open their detail page. Here you can manage all aspects of their profile.

Basic Information

View and edit the guardian's contact details:

• Name, email, phone number, and address
• Current status

Click Edit to update any of these fields.

Linked Students

See all students connected to this guardian. From here you can:

• View linked students and their details
• Link additional students
• Remove student links
• See which students this guardian is the billing guardian for

For more on linking, see Linking Students to Guardians.

Payment Methods

View the guardian's saved payment methods. These are used when paying invoices for their linked students.

Notes

Add internal notes about the guardian. Notes are only visible to your team.

Email History

View a complete log of all emails sent to this guardian through Conductly.

Activities

The activity timeline shows all events related to the guardian -- status changes, linked students, invoice activity, and more.

Guardian Statuses

Guardians go through two kinds of status: lifecycle statuses that you manage manually (Active, Inactive, etc.) and funnel statuses that Conductly sets automatically as the guardian moves through signup and registration.

Lifecycle Statuses

• Active -- Normal, actively engaged guardian.
• Inactive -- Temporarily not engaged (for example, family on a break).
• Deactivated -- Permanently left the school; preserved for historical records.
• Created -- Record has been added but no invitation has been sent yet.
• Invited -- Invitation email sent, guardian hasn't accepted yet.
• Prospective -- Potential family that hasn't enrolled yet; typically set on leads captured through forms.
• Do Not Contact -- Guardian has asked not to receive communications.
• Marketing -- Guardian is on the marketing list but not actively enrolled.

Funnel Statuses

These statuses are set automatically as the family moves through signup:

• Registration Sent -- A registration form or invitation has been sent; waiting on the guardian to complete it.
• Registered -- The guardian (or their student) has completed the registration form. Set automatically when a registration form is submitted.
• Invoice Sent -- The first invoice has been emailed to the guardian but not paid.
• Trial Lesson -- The guardian's student is booked for a trial lesson but hasn't converted to a paid enrollment yet.

Funnel statuses are typically set by Conductly automatically based on form submissions, invoice sends, and booking actions. You can override them manually if needed.

You can change a guardian's status from their detail page by clicking on the status badge and selecting a new status.

Bulk Operations

When you need to make changes to multiple guardians at once, use bulk actions:

1. Go to the Guardians list.
2. Select guardians using the checkboxes.
3. Choose from the available bulk actions:
   • Delete -- Remove the selected guardians
   • Update status -- Change the status of all selected guardians
   • Export to CSV -- Download the selected guardians as a spreadsheet

warning

Deleting a guardian does not delete their linked students. The students will remain in the system, but the guardian link will be removed.

Deleting and Restoring Guardians

Deleting a Guardian

You can delete a guardian from the guardian list (using bulk actions) or from the guardian detail page. Deleted guardians are removed from active views but can be restored.

Restoring a Deleted Guardian

If a guardian was deleted by mistake:

1. On the guardian list, look for the option to view deleted guardians in your filter options.
2. Find the guardian you want to restore.
3. Click Restore to bring them back.

Restoring a guardian preserves their profile information and re-establishes their student links.

Guardian Self-Enrollment as a Student

Sometimes a guardian is also a learner -- for example, a parent who takes voice lessons while their child takes piano. Conductly handles this through guardian self-enrollment:

• A guardian can be linked as a student in the system
• This means they appear in both the guardian list and the student list
• They can be enrolled in sessions, receive their own invoices, and track their own progress
• Their guardian profile remains intact, so they can still manage billing for their children

info

When a guardian is also a student, Conductly keeps their roles separate. Their student enrollment and billing are tracked independently from their guardian responsibilities.

To set up a guardian as a student, create a student profile using the same email address as the guardian. Conductly will recognize the connection and link them automatically.