Managing parent and student details in Parent Booking

Jun 17, 2026

Managing parent and student details

NOTE: There are two collections of parent/student detail.  The Parent Booking application maintains a collection of parent/student detail where the parent has self registered and entered their own student information.   Other SOBS applications like Notices, Attendance, Permission Slips and Detentions will use a set of parent and student details imported from the schools SIS.

Overview

The Parent / Student details (for the Parent Booking application) page is your central view of every parent and student known to the booking system at your school. From here you can edit details, follow up on bookings, merge duplicate parent entries, review the audit trail, and reach out via the conversation tool. This article covers the day-to-day list. Bulk operations are described in the companion articles on importing parents and global maintenance.

Who can use this page

Access is controlled by two settings working together: your staff member’s PT app access level, and the Parent list threshold set in PT3 configuration. If
you do not see Parent / Student details in the menu, or you see “You do not have access to this page”, ask your SOBS administrator to review those settings.

Opening the page

From the staff menu choose Parent / Student details. The page loads the full parent list ordered by surname then first name. The first time it is opened for
a school that has no parents yet, a brief welcome message is shown instead of a list.

What the list shows

The table has four columns:

  • Parent — the parent’s name and contact details. Entries where a student has self-registered show the student instead.
  • Students — each student linked to that parent, with year level.
  • Activity — a short summary: current bookings count, current push-request count, and a “Recent conversation” flag if any messages were exchanged in
    the last month.
  • Actions — the action menu for that parent record (described below).

Editing a parent or student

Choose Edit from a parent’s action menu to update their details (name, email, mobile). For self-registered students the same action edits the student
record.

To edit an individual student linked to a parent, use the student name shown in the parent’s action menu or open the parent first and edit from there.

Per-parent actions

The action menu changes depending on what the parent currently has in the system:

  • View bookings — shown when the parent has at least one current booking. Lists each booking with its time slot and staff member.
  • Email bookings — shown when the parent has bookings and a valid email address on file. Resends the booking summary to the parent.
  • Delete bookings… — lets you remove some or all of the parent’s bookings in one action.
  • Make bookings for parent (or for student for self-registered students) — opens the round’s booking page so you can create bookings on
    behalf of the family.
  • Make push-request booking — shown when the parent has an outstanding push request. Jumps straight to the push-request workflow for that family.
  • View conversations — shown when the parent has exchanged messages with staff in the last month. Opens the parent’s recent conversation threads.
  • View audit records — visible to round managers; shows the audit trail for that parent’s bookings and changes.

Merging duplicate parent records

If the same parent has registered twice with different email addresses, you can combine the two records so all bookings and students land on one entry.

  1. Open the action menu on the first parent record and choose Merge with another parent record….
  2. SOBS displays the first record at the top of the page. From the dropdown choose the second parent record to merge with.
  3. Click Set the second parent.
  4. You will then be asked which of the two email addresses should remain and which record will be deleted. Confirm to complete the merge.

All students and bookings from the deleted record are moved onto the surviving record. The merge cannot be undone — if you are unsure, check the audit records of both parents first.

Deleting parents and students

Delete actions are only offered when the family has no current bookings and no outstanding push requests. This is a safety check — if you want to remove a family that
still has activity, delete the bookings first.

  • Delete parent and students removes the parent record and every linked student.
  • Delete student removes a single student from the parent record (used for graduating or transferring students).
  • For self-registered students the action is simply Delete student, which removes that one entry.

“Students above the senior year level” prompt

If the parent list contains students whose year level is higher than the highest currently configured year level for the school (typically graduates from last year), SOBS
offers to remove those students the first time you open the page in a session. Choose Yes to drop them in one action, or dismiss the prompt and remove
individual records as needed.

Administrator actions

The action menu at the top right of the table is for school-wide operations:

  • Global maintenance — round managers with user-maintenance authority can roll all students forward to the next year, roll back, or remove graduates
    and orphan records in bulk. See the companion article on global maintenance for details.
  • Drop duplicate students — site administrators can clean up duplicate student records that share the same name and parent.

What this page does not do

  • It does not import parents from a spreadsheet — parents and students will self-register.
  • It does not adjust round-level settings — those are on the round itself under Booking rounds.
  • It does not let you delete a parent who still has bookings or outstanding push requests — remove those first.