The e-mail address entered by the parent/legal guardian at self-registration is used for assigning the respective student to this parent/legal guardian.
The respective student must have the e-mail address saved in the address line of the type 'Parent/legal guardian' in their master data.
Click on the 'Address' button in the master data of the student to be directed to address administration. There, you see the address data of the student right away.
Click on 'New address' to create a new address set of the 'parent/legal guardian' type:
This means that if Peter Aberfeldy registers with the 'firstname.lastname@example.org' e-mail address, his daughter Mary Aberfeldy (and if applicable any siblings, if they also have this parental e-mail address entered in the master data) is automatically assigned to him.
This assignment is dynamic, this means that, if in the following year, for instance, a sibling enters the school and a master data set is created for 'Alex Aberfeldy' with the parental e-mail address 'email@example.com', Alex is automaticall assigned to his father Peter.
Manually creating a parental address is very cumbersome for a large amount of students. This is, why you have the possibility to create many such parental addresses at once by importing them from an adequate text file ("CSV import"):
CSV file structure:
The CSV file must comprise at least the following fields (in random order):
- Student ID: For the identification of the student for whom the address set is to be created.
'External ID' or 'Short name'
- Name of the contact: Name of the parent/legal guardian in any format; however, this 'Name' entry is the basis of the student's identity for any future CSV imports, i.e. it is not to be changed or modified in any way.
- E-mail address (of the parent/legal guardian)
Example of a CSV file:
Class;student code;surname;first name;name of the parents;e-mail address;telephone number
Of the above, the fields: 'Student code', 'Name of the parents','E-mail address' and 'Telephone number' are important.
How to import a CSV file:
Click on the 'Import' button under "Master data | Students". Here you define
- that you want to import addresses,
- from which file and
- which character set this file contains.
The selection of the correct character set defines how special characters are treated. Usually 'UTF-8' or the pre-defined 'ISO-8859-1' set is suitable.
If you do not know the character set of the CSV file, copy it and only keep the heading and a few lines with special characters. First, import only these extremely reduced files, and analyse the result. Only, if the special characters are correct, import the entire file.
We definitely recommend to test all of this on the "Playground"before you start.
Click on 'Next' to be define more import settings:
Please note the selected settings! Before you start the actual import, save all settings as 'Profile' in order to quickly restore these settings for additional imports.
Now you have created the above shown address set.
The name of the parent/legal guardian, i.e. what is saved in the WebUntis address set under 'Name', is not to be changed or modified with respect to future CSV imports, since it shows the existence of an adequate address set (basis of the student's identity).
(If, for instance, you modify the entry to 'Dr. Peter Aberfeldy', you create a second set of data of the same content of the aforementioned CSV file ('Peter Aberfeldy'). Now you have two sets of data of identical content but with two different names, 'Dr. Peter Aberfeldy' and 'Peter Aberfeldy. This would not be a problem regarding the assignment of the parent/legal guardian to the student, however, it is a little flaw.)
How to self-register and what happens then:
As soon as a parent registers for WebUntis, the student master data are analysed to find the entered e-mail address as parent address in a (or several) student's/students master data, and interconnects the parent user with the respective student(s).
Any changes or modifications of the parental e-mail addresses in the student's master data (new, modified, deleted) automatically have an effect on the assignment of the student(s) to the parent users.
How to manually assign students to parent users:
If necessary, you can access and correct the link to one or several students via the properties of the parent user: