Provisioning Parent Accounts: Understanding Your Options

This article outlines the different methods you as the System Admin have available to you when it comes to creating parent accounts in your district's Schoology Enterprise account.

You can opt to distribute Parent Access Codes so that parents may create their own account that will allow them to view all of their child’s Schoology activity. They will create their own username and passwords via app.schoology.com. This may be a good solution if you do not currently have all of your district's parent data in a centralized directory or SIS. 

Alternatively, you as the System Admin can create parent accounts and link the accounts to their students at the system level. This is an appropriate solution if you already have parent data in your SIS or other local directory, and/or if parents are already accustomed to logging into a central online portal using school credentials. 

Read this article in its entirety to discover which solution may be a good fit for your school, or click the links in the Table of Contents to learn more about a specific provisioning method. 

Distributing Parent Access Codes

Creating Parent Accounts at the System Level

Using Parent Access Codes

Parents will need only a single access code to register for an account that will allow them to view all of their child’s Schoology activity. Multiple parents and/or guardians can use the same Parent Access Code to set up their individual parent accounts.

If you plan to distribute parent access codes either at the District Level or the Course Level, you will need to enable registration via access codes in the System Settings of your System Admin account.

Para hacerlo, realice lo siguiente:

  1. Click System Settings on the left side of your home page in your System Admin account
  2. Check Enable Parent Access Codes
  3. Set the default role for a new Parent
    If you only have one (default) role for parents, select Parents. If you have created custom roles, you may select another option for parents in this dropdown menu.

Distribution of Parent Access Codes (District Level)

  1. Click the Manage Users tab on the left menu of the Homepage.


  2. Click the Parents/Advisors tab.

  3. From the Options button, select Download All under Parent Access Codes. Then, from the Select Role dropdown, select Student and click Download.

  4. Open the spreadsheet to find each child’s Parent Access Code. Once Parents register for Schoology using the code, their account will automatically be associated with their child’s account. Parents will be able to view all of their child’s activities, courses, groups, calendars, updates, attendance, and grades, depending on the permissions and privacy settings you put in place as the System Admin.

Distribution of Parent Access Codes (Course Level)

Parents only need a single access code to view all of their child’s Schoology activity. Many schools find it best to streamline the distribution of access codes by having the homeroom teacher, or another individual in a similar role, distribute the codes to parents. Multiple parents and/or guardians can use the same access code to set up individual parent accounts.

How to Download a List of Parent Access Codes

  1. Click the Members tab in the course profile.
  2. On the right side of the screen, click Parent Access Codes and then click Download


  3. This will generate a .csv file containing the students' names and the corresponding parent access codes for the instructor to distribute accordingly.

  4. Open the spreadsheet to find each child’s Parent Access Code. Once Parents register for Schoology using the code, their account will automatically be associated with their child’s account. Parents will be able to view all of their child’s activities, courses, groups, calendars, updates, attendance, and grades, depending on the permissions and privacy settings you put in place as the System Admin.

 

Creating Parent Accounts at the System Level 

If you want to ensure that every parent has an account with a login and password, you have the option to create their accounts on their behalf, and then provide them with their login information. Through this process, you can also associate the parent/guardian to the child or children.

How to Import Parent Accounts

  1. First, you will need to create a .csv file with parent data that contains at least the following information:
    • Primer nombre
    • Apellido
    • An identifier that is unique district-wide (this will be their User Unique ID)
    • A username or email address
    • Optional: Building identifier (if you are importing a file that contains parent accounts for multiple schools/buildings within your district)
  2. Click Import on the left side of your System Admin account
  3. In the Users tab, upload the .csv file from step 1
  4. Select Parent from the Role dropdown menu
  5. Make sure to assign the parents to a particular building or choose From Import File to match Buildings within Schoology to Buildings in your file.
  6. Check Don't Update Existing Records and Don't Allow Duplicates
  7. Click Continue

Once the import is complete, the parent accounts are created in your Enterprise system. Now you can create the association between the parent accounts and their respective children.

How to Import Parent Associations

Before you begin, you need a two-column file that matches the Unique ID of the parent to the Unique Id of their child. Each row denotes a parent/child pair. 

Then, to create the association between the parents and their students:

  1. Click the Manage Users tab on the left side of the Home page in your System Admin account
  2. Select the Parents/Advisors tab along the top
  3. Click Options
  4. Select Import under Associations
  5. Select Parent from the dropdown menu
  6. Upload your .csv file
  7. Select the correct columns in your file from the dropdown menu so that the Parents' Unique IDs and Students' Unique IDs are mapped accordingly
  8. Click Preview to review the associations, and then run the import

 

Creating Parent Accounts via SIS Sync

If you are currently using Sungard eSchool Plus, SeniorSystems, Blackbaud, TIES, or Skyward as your Student Information System, you can create parent accounts in Schoology via the sync in your SIS app. 

If you are using Skyward, parent accounts and their associations to their children are automatically created via the sync as long as you have already associated your students with their guardians in Skyward.

If you are using Sungard eSchool Plus, Blackbaud or TIES, the parent accounts will be created via the sync but will not be automatically associated to their children. After the accounts are created via the sync, you can import the associations manually (see above), or you can distribute parent access codes. 

 

Back to Managing Parent Accounts

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