Parents
The Parent Management module allows school administrators to maintain a comprehensive database of families. Accurate parent data is the backbone of school communication, financial billing, and statutory LURITS compliance.
My School > People: Parents > Parents
Purpose of feature
LURITS compliance: Captures valid ID numbers required for Department of Education submissions.
Financial accountability: Identifies the person responsible for school fee payments.
Communication: Stores contact details for automated SMS and email correspondence.
How do I load a new parent?
Click the Load a Parent button.
Family selection: If this is a new family, do not select an existing family code. If adding a parent to an existing family, select the correct family code.
Enter the parents' information. Fields marked with a red asterisk (*) are compulsory.
ID number validation: If the ID is incomplete or invalid, the system will warn: "The parent ID number is invalid. LURITS will reject the learners of this parent." Click No to fix it immediately (strongly recommended). Click Yes only if you intend to correct it later.
Click Add to save.
How do I edit parent information?
Search for the parent using the Search block (type family code or surname) or use the dropdown filters.
Select Parents of current learners or All parents and click Search.
Select the parent by clicking the radio button next to their name.
Click Edit (or use the pencil icon). Modify the details and click Save.
How do I delete a parent or guardian?
Rule: Every learner must have at least one parent or guardian linked to their profile at all times.
Search for the parent and select it from the list.
Click the Delete button or the dustbin icon.
Select a Reason for deletion from the drop-down menu.
Confirm by clicking Yes.
System behaviour and restrictions
ID number integrity: Invalid ID numbers trigger a hard warning. LURITS will reject the entire learner record if the linked parent's ID is missing or incorrect.
Financial safeguards: You cannot delete a parent who is the sole accountable person on a family with an outstanding balance. This protects the school's audit trail and prevents unattributed debt.
Minimum linkage: You cannot delete the final parent linked to a learner. Every learner must have a legal guardian on record for emergency contact and legal liability.
Asterisk indicators: A single asterisk (*) identifies the Accountable Person. A double asterisk (**) identifies the Accountable Person with banking details loaded.
Frequently asked questions
Why won't the system let me delete a parent?
The system prevents deletion if there is an outstanding school fee balance linked to that parent. You must first transfer the Accountable Person status to another parent before the record can be removed.
What happens if I delete the primary Accountable Person?
The system will automatically assign the second parent linked to that family as the new accountable person to ensure billing continuity.
Will a deleted parent still receive school notifications?
No. Once a parent is removed, all automated SMS and email links are severed.
What does an invalid ID number warning mean?
It means the ID number entered does not pass the South African ID validation check. If left uncorrected, LURITS will reject all learner records linked to that parent. Always fix the ID number as soon as the warning appears.
Last updated: March 2026 | Version 4.0
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