Guardian Notification

Guardian Notification automatically sends an email to a student's guardians whenever the student passes through the institution's access control — informing whether it was an entry or an exit, with date and time. It is a feature aimed at schools and educational institutions that want to give more transparency and security to families, with no operational effort after the initial configuration.

Availability

This feature is provided as a plugin (parentnotify) and must be installed and enabled by the IONGRADE technical team. Contact support to check compatibility with your version of ACCELERO.

Compatibility

Current plugin version: 1.0.0 — compatible with ACCELERO 2.16.9 or higher.

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What the plugin does

With the plugin active, each passage of a student through access control can generate an email notification to their guardians.

Feature	What happens in ACCELERO
Entry notification	When the student passes through a channel considered an entry, guardians with the Notify entry option active receive an email
Exit notification	When the student passes through a channel considered an exit, guardians with the Notify exit option active receive an email
Automatic guardians	Guardians are not re-registered: they come from the existing student↔company link (e.g., import from QI Solution)
Preferences per guardian	Each guardian can have entry and/or exit notifications turned on or off, in addition to the stated relationship
Filter by category	Only students of selected categories trigger a notification
Filter by channel	You can restrict which channels count as entry and which count as exit
Delivery via own SMTP	The email is sent by an SMTP server configured specifically for the plugin

Main benefit

Families receive a real-time notice of the student's arrival and departure, with no manual action from the office on each access.

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Configuration

Navigation path: Settings > Guardian Notification

The screen has two tabs: General and SMTP.

TODO: Add Screenshot

Guardian Notification configuration screen, with the General and SMTP tabs visible.

General tab

The General tab concentrates the activation of the feature and the filters that define when a notification is triggered.

General Settings

Field	Description
Enable notifications	Global on/off. When disabled, no notification is sent (useful for maintenance)

Categories

Field	Description
Categories that trigger notification	Multi-selection of person categories. Only students linked to one of these categories (with a current link) generate a notification. If empty, all categories trigger

Notification Channels

Field	Description
Entry channels	Multi-selection of channels considered as entry. If empty, all channels trigger an entry notification
Exit channels	Multi-selection of channels considered as exit. If empty, all channels trigger an exit notification

How the direction (entry/exit) is determined

The plugin classifies the passage as an exit when the channel is configured to check out a visit; otherwise, it classifies it as an entry. The Entry channels and Exit channels fields serve to restrict, within each direction, which channels actually trigger the email.

Guardian link

Field	Description
Link types that represent a guardian	Multi-selection of the link types (association with the student's company) that identify a guardian. Usually General. The current guardians of these links, with a registered email, receive the notifications — without the need for re-registration

Required field to work

If Link types that represent a guardian is left empty, the plugin cannot derive any guardian and no notification is sent. See Source of the guardians.

Personalization

Field	Description
Institution name	Name that appears in the body of the email (e.g., XYZ School, ABC College). If empty, "school" is used

SMTP tab

Connection data for the email server used to send the notifications.

TODO: Add Screenshot

SMTP tab of the configuration, with the server and sender fields and the Test Send block.

SMTP Server Settings

Field	Description
SMTP server	Address of the email server (e.g., smtp.gmail.com, smtp.office365.com)
Port	Connection port (default: 587)
Security	Type of encryption: TLS, SSL, or None
SMTP user	Authentication login on the SMTP server
SMTP password	Corresponding password

Sender

Field	Description
Sender email	Email that appears as the sender of the notifications
Sender name	Display name of the sender (e.g., XYZ School)

Test Send

Field / Button	Function
Test email	Address to which the test message will be sent
Send test email	Triggers a test email with the real layout to validate the SMTP configuration

Validate before enabling

Use Send test email before activating the feature. If SMTP is not configured, the system warns: "SMTP not configured. Configure the SMTP options before sending the test."

Screen buttons

Button	Function
Back	Returns to the settings list
Save	Persists the configuration

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Guardians tab in the student's registration

The plugin adds a Guardians tab to the person registration (People > Edit > Guardians). It shows the guardians automatically derived from the student's link (see Source of the guardians).

TODO: Add Screenshot

Guardians tab in a student's registration, showing the guardian cards with read-only Name and Email, the Relationship selector, and the Notify entry / Notify exit switches.

For each guardian, a card is displayed with:

Field	Behavior
Name	Read-only — comes from the guardian's registration
Email	Read-only — comes from the guardian's registration
Relationship	Selectable: Mother, Father, Grandparent, Uncle/Aunt, Legal Guardian, or Other
Notify entry	Switch that turns entry notifications on/off for this guardian
Notify exit	Switch that turns exit notifications on/off for this guardian

Opt-out default

By default, all current guardians receive entry and exit notifications. The operator only needs to intervene to turn off a notification or state the relationship — the system stores only these exceptions.

When the tab appears empty

If the message "No guardian linked to this student was found" is displayed, check the import and the Link types that represent a guardian defined in the module configuration.

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Source of the guardians

Guardians are not registered manually in this module. They are derived from the model in which each student is represented by a company ({matrícula} - {nome}), populated by the import from an academic system — typically QI Solution.

The derivation considers a guardian to notify to be the person who meets all of the conditions:

1. Is linked to the student's company by a link type marked in Link types that represent a guardian.
2. Has the link current on the present date (within the start and end dates).
3. Has a registered and valid email.

Guardians with the same email are considered only once. Since name and email come from the guardian's registration, any correction is made in the corresponding person's registration — in the student's Guardians tab this data appears read-only.

Dependency on the academic import

The derivation uses the source company qisolution and the student's enrollment number (person's code field). Without this imported structure, no guardian is resolved.

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Email notification

When an eligible access occurs, each enabled guardian receives an email with the subject and content of an Access Notification.

TODO: Add Screenshot

Example of the email received by the guardian, showing the colored band (green for entry, red for exit), the event badge, the greeting, and the details card (Student, Event, Date, Time).

The email includes:

Element	Content
Institution name	As configured in Institution name
Event badge	Entry (green) or Exit (red)
Message	Greeting to the guardian and the phrase "We inform you that {aluno} entered / left {instituição}"
Student	Student's name
Event	Entry or Exit
Date	Date of access
Time	Time of access
Footer	Automatic message notice, with the institution's name

Event colors

Entry is shown in green and exit in red, helping the guardian identify the event type at a glance.

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When the notification is triggered

Sending is triggered automatically on each real access record of a person in access control, provided that all the conditions below are met:

1. Notifications are enabled in the configuration.
2. The event is for a person (student).
3. The student is in an enabled category (or no category was configured).
4. There is at least one derived guardian with a valid email.
5. The passage's channel is among the channels allowed for the detected direction (or no channel was configured for that direction).
6. The guardian has the corresponding preference (Notify entry / Notify exit) active.

Processing occurs asynchronously right after the access record, without delaying the operation of the turnstile.

A delivery failure does not interrupt the others

If sending to one guardian fails, the failure is recorded in a log and the other guardians continue to be notified normally.

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Use cases

Enable notifications for a class

1. Request the installation of the parentnotify plugin from IONGRADE.
2. In Settings > Guardian Notification, SMTP tab, fill in server, port, security, user, password, and sender; click Send test email to validate.
3. On the General tab, check Enable notifications and select the Categories that trigger notification corresponding to the students.
4. In Link types that represent a guardian, select the links that represent the guardians (usually General).
5. Fill in the Institution name and, if necessary, restrict the Entry channels and Exit channels.
6. Save and validate with a test passage of a student.

Adjust a guardian's preferences

1. Open People > Edit for the student and go to the Guardians tab.
2. Locate the desired guardian's card.
3. Set the Relationship and turn off Notify entry or Notify exit according to the family's preference.
4. Save the student's registration.

Pause all notifications temporarily

1. In Settings > Guardian Notification, General tab, uncheck Enable notifications.
2. Save. No notification is sent until the feature is reactivated.

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Best practices

• Validate SMTP before enabling: use Send test email to confirm that the credentials and the port are correct.
• Use specific categories: select only the student categories that should generate a notification, instead of leaving the filter empty.
• Confirm the link types: make sure Link types that represent a guardian points to the correct links from the academic import.
• Keep guardians' emails updated: guardians without a valid email do not receive a notification. The correction is made in the person's registration.
• Recognizable sender: configure a clear Sender name (e.g., "XYZ School - Notifications") to reduce the chance of the email going to spam.

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Troubleshooting

No notification is sent

Possible causes:

• Enable notifications is unchecked
• No Link type that represents a guardian was selected
• The student is not in a configured category

Solution:

1. In Settings > Guardian Notification, confirm that Enable notifications is active.
2. Check that there is at least one link in Link types that represent a guardian.
3. Confirm the student's category in Categories that trigger notification.

The student's Guardians tab appears empty

Possible causes:

• The student does not have the source company qisolution (import not performed)
• The guardians do not have a current link or a registered email
• The guardian's link type is not in Link types that represent a guardian

Solution:

1. Confirm that the student was imported by the academic system and has an enrollment number (code).
2. Check whether the guardians have a registered email and a current link.
3. Adjust Link types that represent a guardian in the configuration.

The test email fails

Possible causes:

• SMTP not configured or with incorrect credentials
• Port or security type incompatible with the provider
• Outbound block in the firewall

Solution:

1. Review the SMTP tab — server, port, security, user, and password.
2. Confirm the port/security recommended by the provider (e.g., 587/TLS, 465/SSL).
3. Test connectivity from the ACCELERO server to the SMTP server.

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Integration with other modules

People and Categories

The feature depends on the registration of People and the configuration of Categories: the student must be in a configured category and have the guardians linked via import.

Controllers

The Controllers and their channels determine the direction (entry/exit) and which passages trigger a notification. Configure the Entry channels and Exit channels based on the real channels.

QI Solution

The guardians are derived from the structure imported by QI Solution (student↔company model). Without this import, there are no guardians to notify.

Logs and Events

The notification reacts to the record of each real access. See Logs and Monitoring to understand which events are captured.

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Next Steps

• People — Student registration and Guardians tab
• Categories — Configure the categories that trigger a notification
• Controllers — Define the entry and exit channels
• QI Solution — Import that originates the guardians
• Plugins — Learn more about ACCELERO's plugin system