# Manage participants and guardian relationships

Keep directory records, family access, consent and restricted information accurate.

Type: How-to guide

For: Owners and operations administrators; guardians for permitted self-service

Before you start: People access and the authority to manage the relevant record.

Reviewed: 2026-09-16

## 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.

1. Open People and search for the person before adding a record.
2. Enter the required identity details and review optional information for accuracy.
3. Assign the participant to the intended group, and check active or archived status.
4. 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.

## Related guides

- [Import player records from CSV or Excel](https://kelab.app/docs/csv-import.md)
- [Set up groups, instructors and staff](https://kelab.app/docs/groups-staff.md)
- [Roles, relationships and permissions](https://kelab.app/docs/roles-access.md)
- [Request an export or account deletion](https://kelab.app/docs/privacy-requests.md)