Inviting and Setting Up Family Access
Parents and students set up their Hub access in different ways. Parents are invited — you create their record and send them a link. Students self register using their own email and a one time verification code. In both c
Setting Up Parent Access
Creating a Parent Record
Before a parent can be invited, they need a parent record in your system linked to their student. If you've already been working with a student, you may have created a parent record as part of your student setup. If not, create the parent record from the student's detail page, entering the parent's name and email address.
A parent record can exist in the system before the parent has a Hub account. This is how Octavia works: the record represents the parent's relationship to the student; the account is separate and created only when you invite them.
Sending the Invitation
Once a parent record exists, you can send them a Hub invitation. Octavia sends an email to the parent's registered email address with a link to create their account. The parent follows the link, sets up their login, and from then on can access the Hub directly.
You can send this invitation either:
- From the student's detail page on the Parent / Guardian Details card
- From Manage Parents by selecting one or more parents and choosing Invite to Hub
In both places, Octavia shows a preview before sending and lets you optionally CC myself on the email.
After sending, Octavia records the most recent invite date so you can see which parents have already been contacted. This is especially useful on Manage Parents, where the Hub Access column shows invite status alongside each parent.
Setting Up Student Access
Student accounts work differently from parent accounts. Students still complete their own account setup using their own email address, but Octavia only lets them do this once the student record is ready and the appropriate invite step has happened.
How Student Registration Works
- You create the student record (or it already exists) and ensure their email address is entered correctly.
- If the student is old enough to be invited directly, you can send their Hub invite from the Family Hub access card on their profile.
- If the student is below your school's consent age, you first request parental consent.
- Once consent is granted:
- if the student already has an email address on file, Octavia automatically sends their Hub invite
- if the student does not yet have an email address on file, you add it later and send the Hub invite manually
- The student follows the invite email into the signup flow, verifies their email, completes account setup, and is signed in.
From that point on, the student can log in to the Hub using their email and password (or an OTP email link).
Student Account Activation
Creating an account doesn't automatically give a student Hub access. Whether a student can actually enter your school's section of the Hub depends on their account status:
- Activated — the student can access the Hub for your school
- Not activated — the student account exists but they are not yet permitted into your school's Hub
- Revoked — access has been explicitly blocked for your school
Activation is school-specific. A student might be activated at one school but revoked at another, and each school's setting is managed independently.
Octavia activates a student record automatically in some circumstances (for example, when a student meets the school's configured consent age requirement). Where automatic activation isn't applicable, you can manage the student's access status from their student record.
Hub Access vs Hub Account: The Distinction
There are two separate concepts for both parents and students:
Hub account — whether the person has completed account setup. For parents, this happens when they accept the invitation. For students, this happens when they complete self-registration.
Hub access permission — whether you have granted this person permission to enter your school's Hub. This is entirely under your control and defaults to enabled.
This separation means you can revoke a person's access to your school's Hub without deleting their account or affecting their access to any other school.
Revoking and Restoring Access
You can revoke a parent's or student's Hub access at any time from their record. When access is revoked:
- They can no longer enter your school's section of the Hub
- If they are currently active in the Hub when you revoke access, they are redirected immediately — the change takes effect in real time
- Their account is not deleted, and their data is preserved
- For students, revocation overrides everything else — a revoked student cannot enter your Hub even if they meet the age or consent requirements
You can restore access at any time from the same place. No re-registration is required.
A Parent With Multiple Students
A parent can be linked to more than one of your students. They see information for all their linked students when they enter your school's Hub — one availability request per student, all their lesson information together, and so on. You manage each parent–student link separately.
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