6. Guardians¶
Menu: Players → Guardians
One row per parent or carer, grouped so a parent with several children appears once, with all their children listed. Search covers the guardian's name, email and mobile, and their children's names.
Guardians are created by the player import and by waiting-list conversions, and can be added and edited by hand.
Editing a guardian¶
There are two places to edit one, and they cover different amounts of ground.
Players → Guardians → click the guardian → Edit Guardian edits the person. A guardian's details are held once against each of their children, so this writes the change to all of them at once. The screen lists the children it is about to update before you save. This is the one you usually want.
A player's page → the guardian's Edit button edits that player's copy alone, leaving any siblings as they were. Use it when one child's record is genuinely wrong rather than the guardian's details having changed. When the guardian is on more than one child, the screen says so and links across to the edit that covers them all.
Neither edit changes the email address — that has its own screen, below.
Changing a guardian's email¶
A guardian's email is more than a contact detail: it's what they sign in to their account with, what ties their children together, and what their Direct Debit is filed under. So it is never changed straight away. Click Change email — on the guardian's record, beside them on a player's page, or from the Edit Guardian screen — and enter the new address. Then:
- the new address is emailed a link to confirm it, and the old address is told a change has been asked for (with the new address partly hidden, in case the old mailbox isn't theirs);
- the guardian shows Change pending until the link is followed, and the club keeps using the old address meanwhile. The link lasts three days, and asking again replaces it;
- once confirmed, every child the guardian is on moves to the new address, and the old address's sign-ins and passkeys are removed.
Team secretaries can do this too, for a guardian of any child in their squads. It's safe to let them: the change still reaches all of that guardian's children, but only the new mailbox can make it happen.
Direct Debits are held against the player, not the email address, so they carry on unaffected. The email GoCardless holds for the parent is GoCardless's own — the parent updates it with GoCardless.
When a change doesn't complete¶
Occasionally confirming doesn't fully work — a database error at the wrong moment, or the guardian's address was changed some other way while the link sat unopened. The parent is told, and the change is shown as Change did not complete on the guardian's record and beside them on the player's page, saying what went wrong. The Guardians list also shows a warning naming every guardian affected.
- Try again re-runs the change without bothering the parent. It's offered when that can help — a database error, or old sign-ins that couldn't be removed — and only for changes the new address has already confirmed.
- Dismiss clears it once you've sorted it out by hand — for example when someone had already put the right address in.
- Asking for a new change for the same guardian also clears it.
A problem stays on show until one of those happens; it isn't tidied away with old confirmation links.
Both emails can be edited on Edit Emails.
The payment contact¶
When a player has more than one guardian, one of them is the payment contact — the one who gets payment setup emails. By default that is the first guardian on file. To change it, open the player, find the Parent / Carer section, and click Make payment contact on the guardian you want. Only ever one guardian per player is the contact.