Billing: Set Up a Grandparent as a Tuition Payer

By default, the system grants billing and Parent Portal access to individuals marked as Parents or Guardians. To allow a grandparent to manage tuition and view the Billing Management tab, their relationship status must be adjusted to Guardian within the system.

Step 1: Update the Relationship Role

Before any financial permissions can be granted, the grandparent must hold a recognized Guardian role. Only users designated as Parent or Guardian can hold Financial Responsibility or access the Billing Management tab.

• Locate the record: Go to the student’s record and find the Related Contacts section.
• Change relationship to Guardian: If the grandparent is already listed as a related contact, click on the relationship next to their name and use the drop-down menu to update it to Guardian.
  • If the grandparent is not yet listed as a related contact, follow the steps in the article "Contact Record: Related Contacts" to add them to the student's record.

Step 2: Configure Parent Portal Access

Once the role is updated, the grandparent will appear as an eligible account holder for the portal. The next steps are to enable Portal Access and Financial Responsibility for them.

• Go to Households > Parent Portal Access on the student's record.
• Enable Access: Toggle the Portal Access switch to Yes for the grandparent.
• Enable Financial Responsibility: Toggle the Fin. Respon. switch to Yes.

Step 3: Account Authentication

The grandparent needs to securely link their identity to the student’s profile.

• Generate Code: Click Send Authentication Code on the Parent Portal Access page to trigger an automated email to the grandparent.
• The grandparent will use this email to create their credentials and authenticate their account.

Step 4: Finalize Billing Details

Determine how much of the tuition the grandparent is responsible for and how they will be paying.

• Financial Split: If the grandparent will be a primary payer, adjust the percentage of the Financial Split (e.g., 50/50 with a parent, or 100% responsibility) on the student's Parent Portal Access page.
• Shared Access: If the grandparent is not the primary payer but needs to make occasional payments, ensure Shared Access is enabled so they can process manual payments.