Guardian Portal

Guardians access the Guardian Portal using the same login page as staff. The system automatically detects whether the email belongs to a guardian or staff member.

Login Process

1. Go to app.youthplatform.co.uk/login
2. Enter the guardian's email address
3. Click Send Magic Link
4. Check email and click the magic link
5. The guardian is automatically redirected to the Guardian Portal

First-Time Login

Guardians don't need to create an account separately. Once a young person is registered with a guardian's email address, that guardian can log in immediately.

Multiple Clubs

If a guardian has children at multiple clubs using Youth Platform, they'll see all their children after logging in. They can switch between clubs to view each child's information.

For guardians to access the portal, they must be linked to at least one young person at your club.

Adding a Guardian to a Child's Profile

1. Go to Young People and open the child's profile
2. Click on the Guardians tab
3. Click Add Guardian
4. Enter the guardian's details including their email address
5. Set their permissions (see Guardian Permissions)
6. Click Save

The guardian can now log in using their email address to access the Guardian Portal.

One Guardian, Multiple Children

If a guardian has multiple children at your club:

• Add them as a guardian to each child's profile
• Use the same email address for all children
• When they log in, they'll see all their children in one view

Changing Guardian Email

If a guardian changes their email address:

1. Open each child's profile where the guardian is listed
2. Edit the guardian's details
3. Update the email address
4. The guardian can now log in with their new email

Each guardian linked to a child can have different permissions that control what they can see and do in the Guardian Portal.

Permission Types

Typical Permission Setups

For sessions that require or allow pre-registration, guardians can register their children through the Guardian Portal.

How Guardians Register for Sessions

1. Guardian logs into the Guardian Portal
2. Selects the child they want to register
3. Goes to Sessions or Book Sessions
4. Views available sessions and dates
5. Clicks Register on the desired session date
6. Confirms the registration

What Guardians See

The Guardian Portal shows guardians:

• Sessions their child is eligible for (based on age and gender restrictions)
• Available dates and times
• Current capacity and how many spaces are left
• Whether pre-registration is required or optional
• Their existing registrations and attendance history

Registration Confirmations

When a guardian registers their child:

• They receive an email confirmation
• The registration appears in their portal dashboard
• Staff can see the registration in the session's attendance list
• A reminder email is sent 24 hours before the session (optional)

Cancelling Registrations

Guardians can cancel a registration through the portal:

1. Go to My Registrations
2. Find the registration to cancel
3. Click Cancel Registration
4. Confirm the cancellation

Guardians with the "Can Update Information" permission can keep their child's profile up to date through the Guardian Portal.

What Guardians Can Update

How Updates Work

1. Guardian logs into the portal
2. Selects the child's profile
3. Clicks Edit on the section to update
4. Makes their changes
5. Clicks Save

Updates take effect immediately. Staff can see the updated information the next time they view the profile or check in the child.

Update Notifications

When a guardian updates medical information or consent settings, the club can optionally receive a notification so staff are aware of the change.

Each child has a unique QR code that can be used for quick check-in at sessions. Guardians can access and print these codes from the Guardian Portal.

Accessing the QR Code

1. Guardian logs into the portal
2. Selects the child
3. Goes to QR Code or Membership Card
4. The QR code is displayed on screen

Using the QR Code

At session check-in, guardians or young people can:

• Show on phone - Display the QR code on their phone screen for staff to scan
• Use printed card - Hand over a printed membership card

Printing Membership Cards

From the Guardian Portal, guardians can:

1. Click Print Membership Card
2. A printable card is generated with:
   • Child's name and photo
   • QR code
   • Club name and logo
3. Print on card stock or laminate for durability

Lost or Damaged Cards

If a QR code card is lost or damaged:

• The guardian can simply print a new one from the portal
• The QR code stays the same - no need to update anything
• Old printed cards will still work