The Manage Parent Access feature allows school administrators to control whether parents can access the RollCall Parent App and Parent Web Portal.

Administrators can:

• Enable or disable access for individual parents

• Manage access in bulk

• Filter and search parents to quickly update permissions

• View engagement status and parent types while managing access

This tool ensures schools maintain full control over which parents are able to log in and interact with the RollCall platform.

Default Parent Access Settings

Parent access defaults depend on when the school was created.

If parent access is disabled, the parent cannot log in or set up their account until access is enabled.

Navigating to Manage Parent Access

1. Open the Parent Settings screen.

2. At the top of the page, locate the Manage Parent Access button.

3. Click Manage Parent Access.

The Parent Access Management modal will open.

This modal allows you to manage access for all parents at once.

Understanding the Parent Access Management Screen

The modal displays a scrollable table of all parents with several useful columns.

Visual Indicators

• Access Enabled → Parent can log in and use RollCall

• Access Disabled → Parent cannot access the system

• Amber highlighted rows → Changes have been made but not yet saved

Searching and Filtering Parents

To make large parent lists easier to manage, you can search or filter.

Search

Use the search bar to locate parents by:

• Parent name

• Email address

Filters

Filter parents using the dropdown options:

• Role – Primary or Secondary parent

• Engagement Status – Engaged or Unengaged

• Parent Type – Bus Traveller or Casual

Filters help administrators quickly find and update specific groups of parents.

Enabling or Disabling Parent Access

Individual Parent Access

To change access for a single parent:

1. Locate the parent in the table.

2. Toggle the checkbox in the first column.

3. The row will turn amber to indicate a pending change.

The change will not apply until you Apply Changes.

Bulk Access Management

Bulk actions allow you to update access for large groups of parents quickly.

Overall Access Controls

At the top of the panel, you will see a progress bar showing the number of parents with access enabled.

Example: 60 of 75 enabled

You can:

• Click Enable All to grant access to every parent

• Click Disable All to remove access from all parents
  

Access by Parent Type

Parents are grouped into two categories:

Bus Travellers

Parents with students who have regular bus service bookings.

• Shown with a blue progress bar

• Displays how many parents currently have access enabled

Actions:

• Enable All Bus Travellers

• Disable All Bus Travellers

Casual

Parents with students using ad-hoc or casual bookings only.

• Shown with a purple progress bar

• Displays how many parents currently have access enabled

Actions:

• Enable All Casual Parents

• Disable All Casual Parents

Live Updates

All counts and progress bars update in real time as you toggle checkboxes or apply bulk actions.

Saving Changes

Changes are stored as a draft until applied.

Indicators of Unsaved Changes

• Rows with pending changes are highlighted amber

• An amber banner appears indicating unsaved changes

• The Apply Changes button displays the number of pending changes

Example:

Applying Changes

To save your updates:

1. Click Apply Changes

2. The system will apply all modifications

You will receive a confirmation notification such as:

Closing Without Saving

If you attempt to close the modal with unsaved changes, you will see a confirmation message:

Options:

• Keep Editing

• Discard Changes

Editing Access from an Individual Parent Profile

Parent access can also be managed from the Parent Edit screen.

1. Open the parent’s profile.

2. Scroll to the bottom of the settings page.

3. Locate the Parent Access checkbox.

4. Enable or disable access as required.

5. Save the parent record.

What Happens When Parent Access is Disabled

If parent access is turned OFF, the parent cannot use RollCall.

This applies to:

Parent App Login

Parents cannot log into the mobile app.

Parent Web Portal Login

Parents cannot log into the web portal.

Account Setup via OTP

If the parent attempts to set up their account:

• The process stops before an OTP is sent

• The parent sees the message:

  • "Parent access is not currently available. Please contact your school for assistance."

Welcome Email Restrictions

Welcome emails cannot be sent to parents without access enabled.

If an administrator attempts to send one, the system will display the error:

Welcome emails cannot be sent to parents without access enabled. Enable Parent Access for these parents to send welcome emails.

Bulk Email Behaviour

If sending welcome emails in bulk:

• Emails will send to parents with access

• Parents without access will be skipped

• The error message will show how many parents were skipped

Identifying Parents Without Access

Administrators can easily identify parents without access.

Indicators include:

• A visual status indicator in the parent list, as shown in shaded Red

• A banner warning when viewing the parent’s settings page
  
  

This ensures administrators can quickly recognise parents who cannot log in.