How-to guide
Manage participants and guardian relationships
Keep directory records, family access, consent and restricted information accurate.
For Owners and operations administrators; guardians for permitted self-service
Before you start People access and the authority to manage the relevant record.
Create or update a participant#
A directory record represents a person in one academy. It is not automatically a login. Use the academy's chosen terms: player, swimmer, dancer, student or learner.
- Open People and search for the person before adding a record.
- Enter the required identity details and review optional information for accuracy.
- Assign the participant to the intended group, and check active or archived status.
- Use the guardian relationship workflow to link an authorised adult. Verify the relationship and its individual permissions.
Handle consent and safety information#
Record consent with its purpose and provenance. Keep structured medical-safety information in the permitted record, rather than in general notes or notices. Access to sensitive information is restricted; an invitation alone does not grant it.
When a relationship changes, review that guardian's permissions. Do not delete shared history to remove someone's current access. Archive a participant only when the academy intends to end their active participation; check billing, group and future-session implications.
Resolve duplicates and missing links#
Search across active and archived records before importing again. If a family cannot see a participant, check the active academy, verified relationship and the specific permission. Ask an authorised administrator to resolve inconsistent identity records; avoid creating another account as a workaround.