Giving Students and Parents
Access to the System through
PowerSchool
Creating Student and Parent
Access IDs and Passwords
Before a student can sign-in to the Student Portal, they will need;
-The school's PowerSchool Public Portal URL
-Their username (Student_Web_ID)
-Their password (Student_Web_Password)
-Enabled access
Before a parent can sign-in to the Parent Portal, they will need;
-The school's PowerSchool Public Portal URL
-Their username (Web_ID)
-Their password (Web_Password)
-Enabled access
Can I set up a students first and then parents?
Yes. This document will guide you through the basics of setting up student and parents access. First you, we will
show you with screen shots how to give students access, then parent access. Note: These processes happen on the
same screen in PowerSchool so you can set up parents and student access accounts at the same time if you want.
Parent and student access can be given by the District or the School
If you are a School Data Manager or other school-level personnel, make sure you check with your District Data
Coordinator before you move ahead with parent or student access. Some districts will choose to manage parent and
student access centrally – some may allow schools to set-up access individually.
How to do it!
Give Students and Parents Access to
the System
slides 4 – 11
Develop a Form Letter to Distribute IDs
slides 12 - 17
Develop a Report for a list of student &
parent IDs/passwords
slide 18
Assign Access to Portals Step 1
This process below should be followed by the school data manager or district
data coordinator.
1. On the start page, select Special Functions, on the left hand toolbar.
Assign Access to Portals Step 2
2. Under Special functions, choose Assign ID’s & Passwords.
Assign Access to Portals Step 3
3. Next, you MUST check the box next to Don’t overwrite any existing IDs or
passwords
Assign Access to Portals Step 4 (Students)
4.To allow students to view the student's academic record in the PowerSchool Portal.
Assign Access to Portals Step 4 (Parents)
4.To allow all parents/guardians to view the student's academic record in the
PowerSchool Parent Portal, select the Assign Access IDs and passwords & Enable
Parent/Guardian Access checkbox.
Assign Access to Portals Step 4
Note that you can set up student and parent accounts separately or all at the same time.
Just check the appropriate boxes. We imagine many schools wan to set up student
access first (so that students can take assessments in Schoolnet) before setting up
parent access.
This Table details each section of the Assign IDs and Password
Page on the Previous Slide
Field
Description
For
Don’t overwrite any existing IDs or
passwords
In case of conflicts append
Assign Student User Names and
passwords
Assign Access IDs and passwords
Each User Name/Access ID
Each password is
Select the option to indicate for whom you want to assign ID numbers.
Select the checkbox if you do not want to overwrite any IDs or passwords already in
PowerSchool.
If there is a conflict with an existing ID, choose a suffix from the pop-up menu.
Select the checkbox to assign User Names and passwords to students.
Select the checkbox to assign Access IDs and passwords for parents. For more
information, see Assign IDs and Passwords.
Use the first pop-up menu to choose the number of characters for the Web ID. Use the
second pop-up menu to choose how the ID number will be generated.
Use the first pop-up menu to choose the number of characters for the password. Use
the second pop-up menu to choose how the password will be generated.
Enable access accounts for processed
students
Select the checkbox to enable Web access accounts for processed students. Once this
checkbox is selected, students will have access to their records in PowerSchool.
Enable access accounts for processed
guardians
Select the checkbox to enable Web access accounts for processed guardians. Once
this checkbox is selected, guardians will have access to their records on PowerSchool.
Assign Access to Portals Step 5
5. Click Submit. A confirmation message appears indicating the account is
updated
Creating a Form Letter to
Distribute IDs/Passwords
Creating a Form Letter to
Distribute IDs/Passwords
Creating a Form Letter to
Distribute IDs/Passwords
Creating a Form Letter to
Distribute IDs/Passwords
Creating a Form Letter to
Distribute IDs/Passwords
Creating a Form Letter to Distribute
IDs/Passwords
How to Create a Report on
Student and Parent IDs and
Passwords
Distribute IDs and Passwords
Once you have assigned IDs and passwords to your students and their
parents/guardians, you may need to create a report, print the IDs and passwords, and
distribute them to your students and parents/guardians. The following table can be used
to determine which fields to include in your report:
Field Label
Field Name
Report Syntax
Student User
Name
Student_Web_ID
^(Student_Web_ID)
Student
Password
Student_Web_Passwo
rd
^(Student_Web_Password
Access ID
Web_ID
^(Web_ID)
Access Password
Web_Password
^(Web_Password)
When using the above fields in an object report, enter the text from the Report Syntax
column in a text object. When using the above fields in a form letter, enter the text from
the Report Syntax column in the body of the form letter.
How to Assign Access to Parent
Portals: Access Terms
How to Set Parent/Student Access Term
1.On the start page, choose School from the main menu.
2.Click Current Grade Display. The Current Grade Display page appears.
3.Enter a valid term abbreviation in the Parent/Student Access term field.
Note: Only yearlong classes and classes that occur within the specified term will
be displayed. Valid values for this field are term abbreviations in the current
school year’s Years and Terms setup. For example, if you have only defined the
Y1, S1, and S2 terms, you will not be able to specify Q1 as the Parent/Student
Access Term.
How Set up Parent E-mail
Before guardians can receive email in the PowerSchool Parent Portal, email must be enabled on the
PowerSchool server. Check with your Administration/District for approval on this tool.
How to Set Up Email
1. On the start page, choose System from the main menu. The System Administrator
page appears.
2. Click System Settings. The System Settings page appears.
3. Click E-mail Setup. The Email Setup page appears.
4. Use the following table on the next slide to enter information in the fields:
Setting up E-mail cont.
Setting up E-mail cont.
4. Set up the following account on your mail server: powerschool@<yourmailserver>.
For example, if your email address is user@fhs.fuhsd.ca.us, then the account must be
set up as powerschool@fhs.fuhsd.ca.us.
5. Click Submit. The System Settings page appears.
How to Edit Parent/Guardian
Account Email Preferences
Use this procedure to set or modify email preferences for a parent/guardian account. Email preference may
be applied to a single student or all students associated to a parent/guardian account.
Note: This procedure may also be performed via the Edit Parent/Guardian Account page. For more
information, see How to Edit Parent/Guardian Account Email Preferences.
1. On the start page, search for and select a student. For more information, see Search and Select in the
Students User Guide.
2. Under Information, choose Access Accounts from the student pages menu. The Access Accounts page
appears.
3. Click the Pencil icon next to the parent/guardian access account you want to edit. The [Parent/Guardian
Name] Email Preferences for [Student Name] dialog appears.
4. Edit the information as needed. For field descriptions, see How to Edit Parent/Guardian Account Email
Preferences.
5. Do one of the following:
- Click Submit to update email preferences for the selected student.
- Click Submit for all Students to update email preferences for all students associated to the
parent/guardian.
A confirmation message appears indicating the account is updated.
How to Enable Parent Access
after IDs/Passwords have been
created
1. On the home screen, under Setup, click System.
How to Enable Parent Access
after IDs/Passwords have been
created
2. Next, click System Settings
How to Enable Parent Access
after IDs/Passwords have been
created
Confirm in the button next to Enable Parent Sign-On Security. This will allow the
parent to set up multiple children under one account.
Parent Portal View
Once parents have set up their account, they will be
directed to the initial screen seen below with their child’s
information.