Parental permission flags capture standing consents and restrictions that affect how a student participates — allowed to walk home after training, not permitted to leave the school for away games, photography consent withheld. They sit on the student’s record and show on the roll for the coach to act on.
What permissions cover
Common examples:
- Transport — can the student travel to away venues by bus, by parent vehicle, by themselves?
- Departure — can the student leave directly from the venue after a session, or do they need to be collected from school?
- Photography — can their image be used in school publications?
- Medical — do they have a chronic condition (asthma, allergies) the coach should know about?
Each permission is configured by your school admin and can apply to:
- Specific venues or venue categories.
- Specific session types (e.g. away fixtures only).
- The whole activity group, or all activities.
Where they’re set
Two entry points:
- From the parent dashboard — parents grant or withhold consent for their own child.
- From the staff student record — office or admin staff record a permission on a student’s behalf (e.g. after a phone call).
Setting up permission types
The list of permission types is configured by your portal admin — see your portal admin settings, Co-Curricular → Settings → Parental Permissions.
Each permission has:
- Name — what shows on forms and reports. Walk home after training, Photo consent.
- Scope — applies to all activities, specific activities or specific venues.
- Default state — what to assume when the parent hasn’t responded.
Capturing parent consent
When parents log in, they see a list of outstanding permissions to respond to. For each:
- They review the description.
- They tick Yes or No.
- Submit.
The response is recorded with timestamp and parent identity.
Capturing staff-recorded consent
If a parent phones the office:
- Open the student’s record.
- Go to Permissions.
- Find the relevant permission.
- Set yes/no.
- Save with a note (e.g. confirmed by phone, parent name, date).
The audit log shows that staff recorded it, not the parent — useful when you need to evidence consent.
How permissions show on the roll
When the coach opens a session roll, students with relevant permission flags have an icon next to their name. Tap the icon to see:
- The permission name.
- The state (granted, withheld, not yet responded).
- The date the response was given.
- Who recorded it (parent or staff).
The coach can act accordingly — e.g. don’t release a student from the venue if the walk home permission isn’t granted.
Permissions that affect signup
Some permissions block signup. For example, if photography consent is no, the parent might still be able to sign their child up, but downstream the photographer will see the flag and exclude them.
How exactly each permission gates downstream actions is configured by your portal admin.
Reporting
The permissions report shows:
- Outstanding (no response yet) — chase these.
- Granted vs. withheld split per permission.
- Per-student history.
Use this for compliance audits and for following up parents who haven’t responded.
Tips
- Set up permissions before the term starts. Asking parents for retrospective consent is harder than asking up front.
- Use one permission per real consent. Don’t bundle photo + travel + departure into one — parents may grant some and not others.
- Make the parent description clear. Permission to walk home is better than Departure consent.
- Audit outstanding permissions weekly for the first couple of weeks of term, then monthly thereafter.