# Parents

#### {{@371}}

#### A parent entered her student's name instead of her own when creating an account

**Option 1: Have the parent correct it herself**

1. Have the parent log back in.
2. Select **Edit Profile**.
3. Update the name field to reflect her own name.

**Option 2: Correct it from the Admin UI**

1. Go to the **Contacts** page.
2. Locate the parent's record.
3. Edit the name directly.

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#### How do parents identify their student?

Parents identify their student using two pieces of information:

1. A **Student ID**
2. A **Security Value** (typically the student's birthdate)

By default, the Student ID is numeric. However, if parents aren't likely to know a numeric ID, you can instead set the Student ID to a concatenation of first and last name (e.g., `BenjaminFranklin`) to make it easier for them to identify their student.

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#### My parents don't know their child's Student ID

You can change what parents are prompted to enter.

**Step 1: Switch the Student ID format**

1. Go to **Global Setup / Business**.
2. Under **Account Level Settings / Miscellaneous**, check **"Use First + Last Name as Student ID."**

Parents will now enter the student's first and last name instead of a numeric ID. They'll still need to enter the **Security Value** (typically the student's birthdate, if that's what you imported).

**Step 2: Update the prompt labels (recommended)**

1. Go to **Settings / CUI Messages**.
2. Under **Student**, locate the **StudentID** and **SecurityValue** prompts.
3. Update the labels with formatting examples, such as: 
    - **StudentID prompt:** "Student First Name + Last Name (e.g., BenjaminFranklin)"
    - **SecurityValue prompt:** "Student Birth Date (e.g., 04/12/99)"

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#### A parent gets "failed to find student with the values supplied"

This means the values the parent entered don't match what's on file for the student.

**Option 1: Verify the values match**

1. Go to **Contacts** and search for the student by name.
2. On the right-hand side, check the **Student ID** and **Security Value** on file.
3. Confirm the parent is entering these exactly as imported.

> If you've checked **"Use First + Last Name as Student ID"** (under **Global Setup / Business / Miscellaneous**), make sure the parent is entering the student's first and last name concatenated together (e.g., `BenjaminFranklin`) — not a numeric ID.

**Option 2: Add the student to the parent's account directly**

1. On the **Contacts** page, search for the parent by name.
2. Select the parent, then select the small **Parents-Students Map** tab.
3. Under **Student List**, click the green **Add** button.
4. In the **Select Person** dialog, locate and select the correct student, then click **Add**.

The student will now appear in the parent's Student List, and they'll be able to log in and view their student's teachers.

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#### How do I make an appointment for a parent in the Admin UI?

1. Select the **Appointments** tab.
2. Select the correct date on the calendar (left-hand side).
3. Select the correct teacher, then click the time slot where you'd like to schedule the appointment.
4. Click the green plus sign. This opens the **Select Person** dialog.
5. Select the student: 
    - If the student is on the teacher's roster, select their name from the list on the right and click **OK**.
    - If not, uncheck **"Students of \[Teacher Name\],"** search for the student by name, select them, and click **OK**.
6. This opens the **Create Appointment** dialog.

**Now, link the parent:**

- **If the parent is already associated with the student:** Their name will display automatically. Select the correct class (if more than one), then click **OK**.
- **If the parent is not yet associated with the student:** Click the green **+** button. Search for the parent by name in the upper-left search boxes. If found, select their name and click **OK**, then select the correct class and click **OK**.
- **If the parent is not found at all:** Enter the parent's **First Name**, **Last Name**, and **Email** (if available), then click **Add Contact → OK**. Select the correct class and click **OK**.

Once complete, the appointment box will display both the parent's and student's names.

#### How do I change an appointment from one parent to another parent?

You can move an appointment from one parent to another from the **Appointments** page.

1. On the far right-hand side of the **Appointments** page, under **Select Student**, locate the student and click **OK**. This displays all appointments booked for that student.
2. Select the appointment you want to move, then choose **Appointments > Edit Appointment**.
3. In the **Edit Appointment** dialog box, select the new parent from the **Parent** drop-down list.
4. If the new parent is not listed, click the **green plus (+) icon** next to the Parent field. Locate and select the new parent, then click **OK**.
5. The new parent's name will now appear in the appointment. Click **OK** to save the change.

The new parent is now connected to the student, and the appointment has been moved to that parent.   
  
Repeat these steps for any additional appointments you want to move. Once the new parent has been connected to the student, their name will appear in the **Parent** drop-down list when you edit the remaining appointments.

#### How do I handle divorced parents who need separate appointments?

By default, the system allows only one appointment per parent per teacher. For divorced parents, use the **Clone Student** feature to create a second student record, allowing the second parent to book their own appointments with the same teachers.

1. Go to **Contacts** and locate and select the student.
2. Click **Clone Student**. This creates a duplicate record for the student.

**If the second parent is already attached to the student:** You'll be prompted to **"clone and separate."** Selecting this lets you assign the cloned record to the second parent.

**If the second parent is not yet attached to the student:** Have the second parent log in and locate the student by entering:

- The **Student ID followed by an asterisk** (e.g., `1234*`)
- The student's **birthdate**

They'll then be able to schedule their own set of appointments.

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#### How do I search for a parent or student?

1. Select the **Contacts** tab.
2. In the **Search** box, enter the parent's or student's first or last name.
3. Click **Search**.

**Tips:**

- To list all contacts, leave the search box empty and click **Search**.
- Not sure how a name is spelled? Try a partial search (e.g., just the first few letters) to widen your results.

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