Parent Portal

Consolidating contacts and matching contacts when a PowerSchool Enrollment record is delivered is super important for keeping Parent Portal accounts running smoothly. This is a continuous task and vital to maintaining up to date contact records for students.

By default, parents can create their own access accounts in the PowerSchool Parent Portal. When a parent creates an account through self-registration, a matching mechanism automatically associates the account with existing contacts based on the following criteria:

• First name and last name must match exactly what is listed in PowerSchool.

• This includes capitalization.

• The email must match exactly what is in PowerSchool.

• There must only be one match result. i.e. The contact must be consolidated.

Once the account is created, an email verification is sent to the parent containing a link that the parent must use to sign in to their PowerSchool account within 24 hours of receiving the message. Once the parent signs in using the link, the parent can start using their account. If the parent does not sign in using the link and it expires, the parent can request a new link be emailed to them.

» More Info On Consolidating Contacts

Find a ParentPortal Account

You can find a Parent Portal account by searching Contacts. You can search for parent information/Parent Portal accounts in many ways.

• People → Contacts → Search for Contacts

• Change the Student drop down to Contacts

• Search the parent name or email using the Quick Search at the top of the page (name or email)

• Student → Student Profile → Contact Management

Create a Parent Portal Account

You can create a Parent Portal account for parents directly in PowerSchool.

1. Select the student → navigate to Contact Management

2. Click on the name of the contact

3. Click on Add Account in the Web Account Access section

4. Check Account Enabled

5. Complete the fields
   Username - Do not use any symbols in the username. i.e. @ ?.! - etc.
   New Password & Confirm Password - Must be at least eight (8) characters long. The password you enter will be a temporary password.
   The parent will be prompted to create thelr own password when they log in for the first time.
   Account Email - If the contact already has an email in their contact details you can select it from the Select existing email drop down

6. Click Submit

7. In the Student section, click on the edit icon for the student

8. Click the Data Access tab

9. Click the checkbox for Can Access Student Data And Email

10. Click Submit

Add Students To A Parent Portal Account

To add students to a Parent Portal account, the contact must be added to the student's contacts.

Reset a Parent Portal Account Password

If a parent forgets their password to log in to their Parent Portal account, they can use the reset password link, or the school that their child attends can reset their password in PowerSchool.

1. Select the student → Contact Management

2. Click on the name of the contact

3. Click on Edit Account in the Web Account Access section

4. Enter a password in the New Password and Confirm New Password fields.
   This will be the temporary password for the parent. Choose something that is easy to remember. It must be at least eight (8) characters long.

5. Click Submit

The parent will use the temporary password you entered on the initial login screen. They will then be immediately prompted to create a new password. Sometimes parents think this is an error message. They will enter the temporary password you entered in PowerSchool and a new password that they create twice. The reset password link on the login page does work, but it takes some time for the email to be sent to them.

Disable a Parent Portal Account

There may be instances when a Parent Portal account should be disabled. If a parent has created multiple accounts and you have helped them to consolidate their accounts OR if they do not have a right to a student's information.

1. Select the student → Contact Management 

2. Click the edit icon for the contact. 

3. Select the Data Access tab

4. Uncheck Can Access Student Data And Email

5. Click the Submit

If the person should not have access to the student account, you may want to consider changing the Access ID and/or Access Password for the student so that they can not create a new account and add the student again.

If you change the student's Access ID and/or Access Password, you will need to give the new Access ID and/or Access Password to anyone who needs to add the student to their Parent Portal account.

Parent Portal Account Settings

Parents can set up recurring emails with summary student information. They can also add additional email addresses to receive that information. You can view and change these settings in PowerSchool.

1. Select the student → Contact Management

2. Click the edit icon for the contact.

3. Select the Data Access tab

4. Make the desired changes

5. Click Submit

Additional Emails

Additional email addresses can be added to Parent Portal accounts so that the selected communications are sent to the additional email address in addition to the Parent Portal account holder.

If someone is receiving notifications and they do not have a Parent Portal account they may have their email address added as an additional notification email on someone else's Parent Portal account.

The parents can add an additional email Parent Portal in Email Notifications → Additional Notification Emails.

You can also check the additional email addresses attached to a Parent Portal account in PowerSchool.

1. Select the student → Contact Management

2. Click the edit icon for the contact.

3. Select the Data Access tab

The additional email addresses will be listed in the Additional Notification Emails section.

Access History

You can also see when a parent has logged into Parent Portal and for how long in PowerSchool on the Access History page. It will also show the information for the student access.

This can be helpful if a parent is telling you that they are logging into Parent Portal but do not see certain options such as Fees or Annual Registration. If you see that the parent has not logged in (Parent Access Summary) but there is a login under the student (Student Access Summary) they are using the student's account.

Level Data has a lot of great reports for Contacts and Parent Portal accounts. To see your students who don't have a Parent Portal account associated with them, run the Students without a Parent Access Account Associated report.
Level Data Apps → Data Validation → Informational Lists → Active Students without a Parent Access Account Associated