In this segment, we describe to you the different possibilities to create parent users.
You need to create parent users, so that parents can access the data on their children provided by the school in WebUntis. (More information on user administration)
The parents now have the following possibilities: (depending on the school settings)
- access and report their children's absences
- access the children's timetable(s)
- possibility to register for the parent-teacher day
- display of office hours
- display messages of the day
- create messages to the teachers
- print excuses
- show grades
- access homework
In the following tutorial, you will find instructions for parents, how WebUntis messages can be used:
There are two possibilities to create parent users:
- Self-registration of parents: For this, every student who (automatically) is to be assigned to this parent/legal guardian must have an additional address data set of the "Parent/legal guardian" type with the e-mail address used for self-registration.
- Automatic creation of 2 parent users per student
Method 1 is more time-consuming, guarantees, however, that a parent user has access to ALL their children. Additionally, future changes or modifications (sibling enters the school, one child exits school, ....) can be processed very well.
Method 2 is very fast, however, one parent has a different user for every child: 3 siblings -> 3 users for the father, 3 users for the mother.
We therefore recommend to work with the self-registering method which is at the beginning more time-consuming, however, in the end it provides you with a better dataset of parent accounts.
Additionally, with this method you make sure that there is a valid e-mail address entered for the parent user, and they can use the "Forgot password" feature instantly whenever needed.
Self-registration as parent user
This method is described in detail here
How to automatically generate parent users
At the bottom of the page: Administration | User, there is the "User administration" button.
Click on this button and then click on "Create parent user".
In the window popping up, you can select whether parent users for parents of single classes or for all classes are to be created.
We recommend to have passwords generated at random.
After generating random passwords, the administrator receives a pdf file in "My messages" with a "card" and a CSV file with the respective passwords for distributing to parents.
When choosing this variant of generating parent users, their user names are the user names of the respective student plus "_1" and "_2".
This means that 2 parent accounts are generated per student.
The generated password is a one-time password for their first registration in a browser. They need to change this password to a new, individually chosen password.
When they first access WebUntis, they need to do this via a browser and not via the app!
A disadvantage of this variant: If the parents have more than one child attending your school, two parent accounts are generated for every student. Since students can be assigned manually to parent accounts, you can assign siblings to only ONE "mother account" and one "father account" manually in a post-editing phase.
IMPORTANT information for parents when logging in for the first time:
Right after entering the password provided by the school (click on login), a window pops up, asking the parent to choose a new password.
The parent, therefore, is to choose their password in compliance with the safety guidelines.
Which rights are necessary for parent communication?
Go to Administration | Rights and roles to select with whom parents have the permission to communicate. You can define additional settings for rights in the Administration of rights
We will add respective expansions in this section in future.