Whether a caregiver can log in to the Caregiver Portal, and which children's information they can see once there, is controlled by the school. Access is granted per caregiver–student link using two flags — Data Access and Denied Access — together with the school-level decision to open the caregiver portal, and a separate Hide Contact Details option protects a caregiver's own contact information from being shown to other caregivers.
Whether a caregiver can log in to the Caregiver Portal, and which children's information they can see once there, is controlled by the school. Access is granted per caregiver–student link using two flags — Data Access and Denied Access — together with the school-level decision to open the caregiver portal, and a separate Hide Contact Details option protects a caregiver's own contact information from being shown to other caregivers.
The access flags
Every caregiver–student link carries its own set of flags, so the same caregiver can have access to one child's data but not another's:
| Flag | Effect |
|---|---|
| Data Access | The positive grant. The caregiver only sees this student's information in the portal (summary, timetable, attendance, NCEA results, files, appointments, news feed, announcements) when Data Access is ticked. |
| Denied Access | The override. Ticking this locks the caregiver out for this student regardless of any other flags — it also removes them from caregiver notifications, attendance emails and sign-in lists. |
| Hide Contact Details | A privacy flag. It hides this caregiver's own address, phone numbers and email from other caregivers in connected apps; it does not change what the caregiver themselves can see or their login. |
Other flags on the same link (Legal Guardian, Emergency Contact, Bill Payer, Notice Recipient, Voting Rights) control communications and records rather than portal access. Where student data is synced from an external system, an incoming court-order restriction is recorded as Denied Access, and parental responsibility as Legal Guardian.
Where staff set the flags
There are three places in edge where the flags are edited:
- The student's caregiver details page (Enrolment > student > caregiver) — the full caregiver editor with checkboxes for Data Access, Denied Access and Hide Contact Details, along with the Legal Guardian, Emergency Contact, Bill Payer, Notice Recipient and Voting Rights flags. This is the only page where Hide Contact Details can be set.
- Associate Caregivers (available for enrolled students, pre-enrolments and leavers) — manages which caregivers are linked to a student and exposes Data Access and Denied Access alongside the other flags. Caregiver links can also be added or deleted here.
- Edit Caregiver Flags — a bulk grid for updating flags across a whole class or year level, filterable by class, year level and surname range, with columns including Data Access and Denied Access.
Screenshot: caregiver details editor showing the Data Access, Denied Access and Hide Contact Details checkboxes
How a caregiver gets portal access
For a caregiver to reach the portal, all of the following must be true:
- The caregiver is linked to a currently enrolled student with Data Access ticked and Denied Access unticked, and the link has not ended.
- The school has granted portal access to the Caregiver role — this is a school-level setting; contact support if your school's caregiver portal has not been opened.
- The student's year level is included in the school's caregiver-portal year level setting, which controls which year levels the portal (and its welcome emails) are switched on for.
- The caregiver has a usable login — caregivers sign in with the email address the school holds for them, and that email must be unique to them in edge (they also have a system serial number).
When those conditions are met, edge sends the caregiver a one-off welcome email telling them the school has given them access to the edge caregiver portal and to log in using the email address they provided. A Forgot Password link on the caregiver login page lets them reset their password. If the caregiver does not meet the access conditions, login is refused with "You have not been granted permission to access this application."
Screenshot: caregiver portal login page
Revoking access
Any of the following removes a caregiver's access:
- Tick Denied Access on the caregiver–student link — the immediate lockout for that student.
- Untick Data Access — removes visibility of that student's data.
- Remove the caregiver–student link (or end-date it) on Associate Caregivers or the caregiver details page.
- When the student leaves the school, caregiver access to that student ends with the enrolment.
- Removing the school-level Caregiver role access closes the portal for all caregivers at the school.
Because the flags sit on each caregiver–student link, revoking access for one child does not affect the caregiver's access to their other children.
Hiding a caregiver's contact details
Ticking Hide Contact Details on a caregiver's link marks that caregiver's address, mobile, home and work phone numbers and email address as hidden. Connected applications that respect the hide flag then receive those fields as blank, so the details are not shown to other caregivers. Use this where a caregiver's whereabouts must not be discoverable through the portal or connected apps. The flag also carries through to online enrolment caregiver records.