How to set up the parent portal for a music school pupil
The parent portal gives families read-only access to their child's lesson schedule, grades, invoices and more, without the need to contact the school office. Setting it up takes about two minutes per pupil: you open the enrolment, enter the parent's contact details and either send an invitation email or print a QR code to hand out. One parent account can be linked to several children, so siblings require only one invitation. The parent portal is part of the School module on the Full plan.
Before you start
- Your organisation must be on the Full plan and have the School module active.
- You must be a school administrator or have administration rights on the platform.
- The pupil must already be enrolled for the current school year.
Steps
Open School management and find the pupil
In the left navigation, click "School management". Go to the "Enrollments" tab and select the school year. Find the pupil's row in the list.
Check whether the parent's contact details are the same as the pupil's
Open the pupil's record (click the pupil's name or the edit icon). In the "Parent / Guardian" section, if the parent's address, phone and email are the same as the pupil's, tick "Same contact as pupil". The fields are filled in automatically. Only the parent's name needs to be entered separately. If the parent has different contact details, fill them in manually.
Choose how to invite the parent
Back in the Enrollments list, the row shows two action buttons for the parent portal. Use "Send / resend parent platform invite" to send an invitation email directly to the parent's email address. The link in that email is valid for 72 hours and lets the parent create their password. If the parent does not have email access or you prefer to hand something physical at registration, use "Download parent onboarding PDF (QR code)" instead.
Hand out the onboarding PDF (alternative to email)
The onboarding PDF contains the platform URL, the parent's login details and a QR code they can scan to reach the registration page directly. Print the PDF and give it to the parent at the registration desk or include it with the enrolment documents you send home.
Confirm the parent portal is active
Once the parent has created their account via the invitation link or QR code, the pupil's record shows "Parent portal active — a parent account is linked to this pupil." The parent can now log in at app.ops-music.com or on OPS Mobile to see the pupil's schedule, grades and invoices.
Link a second child (optional)
If the same parent has another child enrolled, open that pupil's record and follow the same steps, entering the same parent email address. The platform recognises the existing account and links the second child to it. The parent's portal now shows a selector to switch between children.
Tips
- If the parent's email is the same as the pupil's — common for solo young learners — the invitation still works. The parent portal and the pupil's platform account are separate roles and can share an email address.
- If the parent loses access or the invitation link expires (72 hours), use "Send / resend parent platform invite" again to issue a new link.
- The portal is read-only for parents: they see attendance but cannot edit it. Only parents can add practice logs and leave comments for the teacher.
Frequently asked questions
What can parents see in the portal?
Parents can see upcoming sessions for the next 60 days, courses their child is enrolled in, materials uploaded by the teacher, grades and term averages, report card PDFs, invoices, enrolment contracts, and instruments currently on loan. Attendance is visible as read-only.
Can one parent account cover several children?
Yes. Link each child's enrolment to the same parent email address. The portal shows a child selector at the top, so the parent switches between children with one tap.
Can I invite a parent who has no email address?
Download the onboarding PDF with a QR code and give it to the parent in person. They scan the QR code on any smartphone to reach the registration page without an email invitation.
Does the parent receive push notifications?
Yes, on OPS Mobile (iPhone). Parents receive push notifications for cancelled or moved sessions, new materials uploaded by the teacher, published grades and messages.
Is the parent portal available on the Standard plan?
No. The parent portal is part of the School module, which is included in the Full plan only (from €30 per month for organisations).