Learners & Guardians
These two screens hold the school’s people. Learners (school/learners) is
the master index of every child — their LRN and personal details. Parents & Guardians
(school/guardians) is the directory of the adults responsible for them, and it
owns the single most important relationship in the module: the verified learner↔guardian
link that later decides who may see which child in the parent portal.
Part 1 · Learners
The learner master is the “Identity” domain — one record per child, holding the Learner
Reference Number (LRN) and personal information. It is gated by school_learners
with _create/_update/_delete children.
The learner list
The list shows one row per learner. Clicking a name opens the profile modal. You can filter the list by status and by sex.
| Column | What it shows |
|---|---|
| LRN | The Learner Reference Number. |
| Name | The learner’s name — click to open the profile modal. |
| Sex | Recorded sex. |
| Birth date | Date of birth. |
| Guardian count | How many guardians are linked. |
| Status | active · inactive · graduated · transferred_out. |
Add or edit a learner
Only the first and last name are strictly required; the rest builds a complete DepEd-ready profile. The LRN is entered inline and stored as an identifier.
| Field | Required? | Notes |
|---|---|---|
| Learner no. | Optional | Internal learner number. |
| First name | Required | Given name. |
| Middle name | Optional | |
| Last name | Required | Family name. |
| Suffix | Optional | Jr., III, etc. |
| Birth date | Optional | Date of birth. |
| Sex | Optional | |
| Birth place | Optional | |
| Mother tongue | Optional | |
| Religion | Optional | |
| Nationality | Optional | Defaults to “Filipino”. |
| Address | Optional | |
| Contact no. | Optional | |
| Optional | Needed later to provision a student portal login. | |
| Prior school | Optional | For transferees. |
| Status | Optional | Defaults to active. |
| LRN | Optional | Entered inline; stored as an lrn-type learner identifier. |
The learner profile
Clicking a learner opens a profile view showing their details, their identifiers (the LRN and any others), and their linked guardians. Richer profile context — documents, enrollment, attendance and grades — is layered in by the pages that own those domains.
Provision a student portal login
From a learner you can create a student portal account. It needs school_learners_update
and the learner must have an email.
-
Use “Provision student portal login”
This creates a customer user from the learner’s email with a temporary password. It is refused if the learner already has a portal account, or has no email, or the email is already in use.
-
The learner sets their own password
They then use forgot-password to set their own. From then on they sign in at
school/student— see the Student Portal Playbook.
Deleting a learner needs school_learners_delete.
Part 2 · Guardians
The guardian directory holds the responsible adults, and it owns the learner↔guardian link —
the authorization spine of the whole module. It is gated by school_guardians
with _create/_update/_delete children.
The guardian list
| Column | What it shows |
|---|---|
| Name | The guardian’s name — click to open the profile modal. |
| Relationship | Relationship to the learner(s). |
| Mobile | Contact number. |
| Contact email — needed to provision a parent portal login. | |
| Learner count | How many learners are linked. |
| Portal status | Linked (has a portal account) or No portal. |
| Status | Active / inactive. |
Add or edit a guardian
| Field | Required? | Notes |
|---|---|---|
| First name | Required | Given name. |
| Middle name | Optional | |
| Last name | Required | Family name. |
| Relationship | Optional | e.g. mother, father, guardian. |
| Occupation | Optional | |
| Employer | Optional | |
| Mobile | Optional | |
| Optional | Needed to provision a parent portal login. | |
| Address | Optional | |
| Status | Optional | Active / inactive. |
Link a guardian to a learner
Use the Link modal to attach a guardian to a learner. This is where you record what the
guardian is allowed to do. A new link starts unverified (verified = 0).
| Field | Required? | Notes |
|---|---|---|
| Learner | Required | The child being linked. |
| Relationship | Optional | Relationship on this specific link. |
| Access level | Optional | Defaults to full. |
| Is primary contact | Optional | Marks the main point of contact. |
| Pickup authority | Optional | May this guardian pick the child up. |
| Is emergency contact | Optional | Reach this guardian in an emergency. |
Verify the link — the Data Privacy gate
Verify link is the act that confirms this adult really is responsible for this child.
It sets verified = 1 along with who verified it and when, and it is audited
(verify_guardian, critical severity). It needs school_guardians_update.
Unlink removes a link entirely.
Provision a parent portal login
Creating a parent portal account works exactly like the learner one. It needs
school_guardians_update and the guardian must have an email.
-
Use “Provision parent portal login”
Creates a customer user from the guardian’s email with a temporary password. Refused if the guardian already has a portal account, or has no email, or the email is already in use.
-
The parent sets their own password
They use forgot-password to set their own, then sign in at
school/parent. Even with an account, they see only verified children. See the Parent Portal Playbook.
Putting it together
The typical sequence for a brand-new family, before enrollment:
Add the learner
Enter the learner with LRN under
school/learners.Add the guardian
Enter the responsible adult under
school/guardians.Link them
Attach the guardian to the learner with the access and contact flags.
Verify the link
Confirm the relationship and Verify — the audited gate.
Provision portals (optional)
Create parent and/or student portal logins if the family will use them.
With the learner and a verified guardian in place, you are ready to create an enrollment application.