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 one or more guardians to Conductly:

1. Navigate to Guardians in the sidebar.
2. Click the Add family button in the top-right corner. This opens the Add New Guardians drawer.
3. In Step 1, type one guardian per line in the format Name, email@example.com. The email is optional -- a name alone is enough.
4. Click Next to move to the review step, Review and assign students. Here you can adjust each guardian's Name and Email, and optionally pick one existing Student to link to each guardian.
5. Click Save.

You'll stay on the Guardians list, and a confirmation appears with a View guardian link that takes you to the new profile.

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The drawer only asks for a name, an optional email, and an optional student link. Phone numbers and addresses are added afterward -- open the guardian's detail page and click the fields in the Contact Information panel to edit them inline.

tip

If you're adding a student and their guardian at the same time, create the student first, then use Add family and link the student in the review step. The student page's Manage Family drawer can only link guardians who already exist -- it doesn't create new ones.

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. Like the student list, it's a grouped list rather than a column table.

Filtering, Grouping, and Sorting

Use the filter and display controls above the list to find who you're looking for:

• Filter by Name, Status, Age, or Student
• Group the list by Status, Instructor, Session, or Instrument (or choose No grouping)
• Sort by Last updated, Name, Age, Status, Sessions, or Instructor using the sort menu -- column headers aren't clickable

Keyboard Navigation

The guardian list supports keyboard shortcuts:

Shortcut	Action
S	Focus the search bar
Up / Down Arrow	Move through the list
Enter	Open the highlighted guardian's detail page
Escape	Clear the selection

The Guardian Detail Page

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

Contact Information

The guardian's name, email, phone number, address, and a free-text Gender / Pronouns field appear in the Contact Information panel. There is no "Edit" button -- click any field to edit it inline, then click away to save.

The property chip row also includes an Email chip showing Opted In or Opted Out of marketing email -- click it to toggle. This is separate from the guardian's SMS opt-out.

Custom Fields

If your school has added custom fields for guardians (Settings > Custom Fields), they appear in an Additional Information card and are edited inline. Fields marked "Families can see it" also show on the guardian's family portal, and ones marked "Families can edit it" can be updated by the family themselves. See Custom Fields for details.

Family Members

The Family Members card shows the students (and other family members) connected to this guardian. Click + Manage to open the Manage Family drawer, where you can link or remove students. For more on linking, see Linking Students to Guardians.

Payment Methods

View the guardian's saved payment method. It's used when paying invoices for the students they're billed for.

Notes

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

Past Emails

To see emails sent to this guardian through Conductly, open the context menu (three-dot menu) and choose View Past Emails.

Activities

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

Guardian Statuses

Guardians carry a status badge, just like students. Change it by clicking the status badge on the guardian's detail page and picking a new status.

Statuses you'll typically set yourself:

• Active -- Normal, actively engaged guardian.
• Prospective -- Potential family that hasn't enrolled yet; typical for leads.
• Marketing -- On the marketing list but not actively enrolled.
• Inactive -- Temporarily not engaged (for example, a family on a break).
• Deactivated -- Permanently left the school; preserved for historical records.
• Do Not Contact -- Has asked not to receive communications.

Statuses Conductly sets automatically as a family moves through signup and billing:

• Created / Invited / Pending -- Early account states.
• Registration Sent -- A registration email has been sent.
• Registered -- A registration form has been completed.
• Invoice Sent -- The first invoice has been emailed.
• Anonymous Shopper / Checkout Incomplete -- Set for records created through the online store before checkout finishes.

You can override an automatically set status at any time from the status badge.

Bulk Operations

Bulk actions live in the three-dot menu at the top of the Guardians list:

1. Go to the Guardians list.
2. Select guardians using the checkboxes.
3. Open the three-dot menu and choose an action:
   • Update Status -- Change the status of all selected guardians
   • Export Guardian(s) -- Download the selected guardians as a CSV
   • Save As Group -- Create a group from the selection
   • Restore Guardian(s) -- Bring back deleted guardians
   • Delete Guardian(s) -- Remove the selected guardians

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 guardians from the list (three-dot menu → Delete Guardian(s)) or from the guardian detail page (context menu → Delete Guardian). Deletion is a soft delete -- the guardian disappears from active views but can be restored.

Restoring a Deleted Guardian

If a guardian was deleted by mistake:

1. On the Guardians list, open the three-dot menu.
2. Choose Restore Guardian(s). A drawer opens listing deleted guardians.
3. Select the guardian(s) you want to bring back and confirm.

Restoring a guardian preserves their profile information and re-establishes their student links. It also restores their billing record, so any invoices or purchases that had been stuck pointing at the deleted customer reconnect automatically and their balance is recalculated.

Enrolling a Guardian as a Student

Sometimes a guardian is also a learner -- for example, a parent who takes voice lessons while their child takes piano. To give a guardian their own student record:

1. Open the guardian's detail page.
2. Open the context menu (three-dot menu) and choose Enroll As Student.

This creates a student record for the guardian -- it does not enroll them in any course. Once they have a student record:

• They appear in both the guardian list and the student list
• They can be enrolled in sessions and receive their own invoices, like any other student
• Their guardian profile remains intact, so they can still handle billing for their children

To undo this, use Unenroll As Student in the same menu, which removes the guardian's student record.

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