Education

Family portal: children, contracts, finances and the calendar in one place

The guardian signs in with a link sent by email and sees everything that belongs to them: a consolidated summary of all their children, signed contracts, charges mirrored from the school's financial system, forms and authorizations with expiration dates, the calendar, shared notes and the requests opened at the front office. Anything custody rules deny never shows up. It is part of the Education vertical, optional and turned off until an administrator activates it.

The family portal lives at /portal/family/access?t=YOUR_TENANT_ID. The guardian enters the email registered on their person record and receives an access link, with no password. Access requires an active guardian relationship with the student, and it is revalidated on every visit: remove the relationship and access drops immediately.

A family with more than one child sees everything together

At the top you get the Family overview: how many contracts are waiting for a signature, how many forms need action, how many documents were rejected or expired, how many installments are open or overdue, how many requests are open and how many events are coming up. The number is the sum across the children that guardian is allowed to see, and right below it each child appears with their own part. A guardian with a single child sees the same summary, without the per-student breakdown.

💡 The consolidated view only adds up the permitted children. If custody rules deny a student to that guardian, the student is not counted, and nothing on the screen reveals that they exist.

Contracts

Each contract version appears with its number, version, period and real state: draft, awaiting signature, signed, amended or terminated. Amendments and terminations are linked versions, which is why the state is read from the whole chain instead of being stamped on a column that goes stale.

The full contract text is shown only to whoever signs that version. A guardian who is not a signatory sees that the contract exists and who signed it, never the text.

Finance is a mirror, and an empty mirror says no information

SellioCRM does not bill tuition, does not issue payment slips and does not issue tax invoices. What the portal shows is the reflection of the school's financial system, with the source and the date of the data in plain sight. When that reflection is old, the screen warns that the data may be out of date.

💡 When there is no financial data at all, the portal says No information and explains that this does not mean everything is paid. Saying up to date without having received anything from the financial system would be lying to the family on exactly the subject where nobody accepts being misled.

Overdue is not a stored state: it is derived from the due date and the balance at the moment of reading. An installment that came due yesterday shows as overdue today, without depending on any routine having run. And the finance block appears only for the legal or financial guardian; authorized contacts and pickup guardians do not see money.

Forms, authorizations and calendar

Medical, transportation, meals, emergency contact and insurance forms appear with validity derived at read time: valid, expiring, expired, awaiting review, returned or not submitted. Authorizations sit in a block of their own, because that is what families look for the most. Renewing creates a new version, so the history of what the family declared in each cycle is still there.

The calendar brings together the published events that are still to come, with the student's registration when there is one, and the academic calendar milestones for the terms they are enrolled in.

Notes, decisions and requests

Notes only reach the family when someone explicitly chose to share them. A follow-up note is born with the staff and stays with the staff until a deliberate decision says otherwise, and every read through the portal is recorded in the access trail.

The admission decision appears only after it is released. An embargoed or scheduled decision does not reach the portal in any form. Requests opened at the front office appear with their service state and, when the school sends the satisfaction survey, the review link appears next to the request.

Family participation: measured, never estimated

The Family participation block counts only what left a record in the period: portal logins, confirmed attendance at events, submitted forms, delivered messages, opened requests and answered surveys. Each source appears with its own count, and the date of the last activity stays visible.

💡 With no signal at all in the period, the portal says Not measured yet, and not low participation. The difference matters: a school that confuses we did not measure with the family disappeared ends up calling the wrong family.

💡 Want participation to show up? It shows up on its own as the school uses what already exists: publishing events and doing check-in, requesting forms through the portal, sending announcements and opening requests. Nothing here has to be filled in by hand.

Open this article inside the system →