Managing Parental Communication

The Family Details section in PrepBase allows Admins to efficiently manage how parents or guardians communicate and receive updates about their linked students.
This includes storing family contact information, setting notification preferences, leaving notes, managing access permissions, and reviewing activity history — ensuring transparent and well-organized communication between your institution and families.

1. Accessing Family Communication Settings

Navigate to Students → Student Profiles.
Select a student to open their Student Details view.
Click on the Family Details tab.

Here, you can view or update:

Parent/Guardian Contact Information
Notification Preferences (Email & SMS)
Communication Notes
Access Permissions
Activity Logs

2. Updating Family Contact Information

The Personal Details sub-tab displays key contact information for parents or guardians.

Each family record includes:

Parent/Guardian Name
Phone Number & Email Address
Relationship to Student
Address
Emergency Contact (Optional)
Notification Preferences

3. Setting Notification Preferences

Admins can control how parents receive updates directly from the system.
Notification settings are managed from the Family Contact Form when adding or editing a guardian.

Available Options:

Preference	Description
Receive Email Notifications	Sends automatic updates such as schedule confirmations, invoices, and progress summaries to the parent’s registered email.
Receive SMS Notifications	Sends short alerts for session reminders, cancellations, or important notices via SMS.

Best Practice: Enable email notifications for academic updates and use SMS notifications for urgent or time-sensitive communication.

4. Adding Communication Notes

The Notes sub-tab is designed for internal use by Admins to document communication with parents — such as feedback, meeting outcomes, or follow-up reminders.

How to Add a Note:

Go to Family Details → Notes.
Click the ➕ Add button.
Enter a Title and the Note Description.
Click Save to log it.

Each note shows:

Title & Message
Added By (Admin)
Created Date

5. Managing Parent Permissions

From the Permissions sub-tab, you can define what actions a parent can perform in their linked account.

Permission Group	Description
Scheduling	Allows parents to search for tutors, schedule, or cancel sessions on behalf of the student.
Profile	Enables parents to edit family or student information.
Progress	Lets parents view or update student progress details, applications, or scores.