Home / Modules / Parent management
Free module · included in the MIT-licensed coreSchool parent management software
Most school software treats a parent as two fields on a student record: a name and a phone number. GegoK12 treats the parent as a record in their own right — with every child they have in the school attached to it, every note a staff member has ever written after speaking to them, the feedback they have sent in, and the state of their app account. A receptionist can find any parent in seconds. A teacher meeting them next term can see what happened last term. It is part of the MIT-licensed GegoK12 core, so it is free.
- FreeIn the MIT-licensed core, not a paid add-on
- One login per parentThree children, one account, a switcher screen
- Shared notesWritten by staff, readable by every staff member
- Your server or oursFamily contact data stays where you put it
Find a parent in seconds
A child is unwell and the office needs to ring someone now. A teacher wants the father's number before parents' evening. Neither of them should have to open a student record, then a tab, then scroll.
The parent list is searchable three ways at once — by the parent's name, by the child's name, and by mobile number — and filters down to a single class and section. Every row shows who the parent is a parent of, with the child's roll number and class beside it, so there is no ambiguity when two families share a surname.
One parent, every child
A family is not one adult and one child, and software that assumes it causes work for the office every single day. GegoK12 models it the way it actually is.
- 01 Several guardians, one child A child can have a father, a mother and a grandmother on the record, each with their own relation, their own contact number and their own login. The school decides who gets an account and who does not.
- 02 One guardian, several children When you add a guardian who is already in the system, choose Select Parent rather than Add Parent and the existing record is linked to the new child. No duplicate record, no second password, and a change of address or phone number is made once rather than three times.
- 03 One login, a switcher A parent with children in Grade 2 and Grade 9 signs in once. The app shows a switcher screen and they move between the children. They are not asked to log out and back in as a different person, which is what schools running one account per child end up telling parents to do.
- 04 A My Children tab in admin From the staff side, every child linked to that parent is listed on the record. Siblings are visible from either direction — open the child and see the guardians, or open the guardian and see the children.
What the parent record holds
Enough to reach the parent, enough to know who you are speaking to, and enough to answer the questions a school is required to answer about its families.
- Relation to the child — father, mother, guardian
- Primary and alternate contact numbers
- Email address, with a verification action
- Profession and designation
- Employer or organisation name
- Official address
- Residential address, captured on a map
- Highest qualification
- Annual income
- Every child in the school, linked
- App account status — active or deactivated
- Staff notes and parent feedback
Profession, designation and employer are there so that whoever picks up the phone knows who they are talking to before the conversation starts. Income and qualification are recorded because schools need them — for fee concessions, scholarship eligibility and the returns many education authorities require. What a school collects, and what it does with it, stays the school's decision; the fields are optional and the data sits on the school's own server.
The part that survives staff turnover
A class teacher has a difficult conversation with a parent in October. In April the child moves up, the teacher changes, and everything that was learned in that conversation leaves with the previous teacher. Sometimes the teacher leaves the school entirely and it goes with them.
This is the ordinary way schools lose the relationship, and it is what the notes and feedback tabs are for.
Written by staff, read by staff
Any staff member can add a note to a parent record after a phone call, a meeting or a corridor conversation. Notes are not private and are not owned by their author — every staff member sees them. The teacher who inherits the class next year inherits the context with it.
Sent by the parent, from the app
Parents submit feedback from the mobile app. It arrives against their record and on the admin dashboard, so it is read rather than buried in a shared inbox that nobody owns. The school can see what a family has raised before, and whether anything came of it.
What has happened on the account
Sign-ins, messages sent and email verification are logged with a date and time. Its practical use is onboarding: it shows which parents have never once opened the app, so the office can ring those families instead of sending a fourth notification into a void.
Giving access, and taking it away
The parent's mobile number is their login. The office sets the first password from the record; after that the parent can reset it themselves with forgot password, so a forgotten password is not a job for the front desk. Reset Password and Verify Email are there for the times it is.
Who signs in where
Three ways into GegoK12, split deliberately by age and by what schools actually want their pupils doing with phones.
| Who | Where | What for |
|---|---|---|
| Parents and guardians | Mobile app | Every grade. For younger children the parent is the account holder and submits homework on the child's behalf. |
| Senior students | Web browser | Roughly Grade 9 and up, submitting their own homework and assignments. On a computer, not a phone. |
| Teachers | Mobile app | Attendance, homework, lesson plans, and messages out to parents. |
Scroll the table sideways on a narrow screen.
There is no student mobile app, and that is a decision rather than a gap. A seven-year-old is not submitting their own homework, so for the lower grades it goes through the parent. Older students can manage their own work — but schools are working hard to keep phones out of the day, and a student app pushes against that. A browser login on a school or home computer does not.
What the parent sees once the record is live
Everything the school publishes to that child's class reaches the parent through the app:
- Homework and assignments, including uploading the submission
- The class wall
- Notices from the school
- Lesson plans for the weeks ahead
- The school calendar
- Attendance, including same-day absence alerts
The class wall is worth one line here, because it is the one schools ask about. It is a running scroll of the class — a birthday, a piece of artwork, a note that a child was given kudos for something kind. Parents react and comment. But only the teacher can post, which is the entire difference between it and the parent WhatsApp group the school is trying to get out of.
The full screen-by-screen tour of the app lives on the parent app page. This page is about the record behind it.
Frequently asked
Is the parent management module free?
Does a parent with three children need three logins?
Can two guardians of the same child have separate logins?
How does a parent get their password?
What happens when we deactivate a parent?
Can parents message teachers back?
Who can see the notes staff write on a parent record?
How do parents send feedback to the school?
Do students get their own login?
Where is our parent and family data stored?
Can we change which fields we collect about parents?
Installing this yourself? The open source page has the licence, the requirements and the install steps, and the code is on GitHub.
Look up a parent in the demo
Open the demo, filter the parent list to one class, open a record and add a note. It takes two minutes and shows you more than this page can.