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Adding Multiple Guardians to a Participant Profile

Overview

Admins can now view, manage, and communicate with multiple guardians associated with a single participant. This enhancement ensures all guardians are consistently included across rosters, communications, reporting, and collections workflows.

Admins have the ability to:

  • View all guardians on participant records

  • Invite a secondary guardian

  • Communicate with one or more guardians

  • Ensure all guardians receive critical notifications (past due, email outreach, etc.)

Roster Tab (Admin View)

What’s New

  • Participant roster cards now display multiple guardian entries

  • Existing participant statuses remain unchanged

  • A second guardian line is added beneath the first guardian

Roster Card Actions (Per Guardian)

Each guardian listed on a roster card has an individual action menu:

Available Actions:

  1. Send Email

  2. Resend Invite

  3. Export Address

📌 These actions apply only to the selected guardian, allowing admins to reach out individually.

Bulk Actions (Multiple Guardians)

To contact both guardians at once:

  1. Select the participant using the checkbox

  2. Use the bottom bulk action menu

This ensures consistent outreach when messaging both contacts together.

Email Behavior from Participant Details

When using the Email Guardian option:

  • All guardian emails are automatically added to the recipient field

  • Recipient list is not editable

  • Ensures all guardians receive the same communication

Past Due Tab

Email Behavior

  • All guardian emails are automatically included in the EMAIL PARENT action

  • Admins cannot remove or edit recipients

  • Past due notifications are always sent to both guardians

📌 This ensures compliance and avoids disputes related to missed notifications.

Reporting Tab

Participant Column Update

  • Participant records now display all guardian email addresses

  • Emails appear together in the participant column for visibility and auditing

Admin Guardian Management

Guardian Invitation (Initial)

  • Admins now see an option to invite a secondary guardian

  • When a secondary guardian email is added:

    • An invite is automatically sent

    • The guardian must complete standard Spend onboarding

Guardian Invitation (Post First Invite)

Once a participant is selected in the Roster:

  1. Select the participant checkbox

  2. A new button appears: GUARDIAN MANAGEMENT

  3. Click GUARDIAN MANAGEMENT

  4. A modal opens with an ADD GUARDIAN option

Admin Add Guardian Modal

In the modal, admins can:

  • Enter the secondary guardian’s email

  • Select all applicable group rosters for that guardian

  • Send the invite directly

📌 The invited guardian will appear with a Pending status until onboarding is completed.

Key Rules & Guardrails

  • Admins cannot edit guardian emails once an invite is accepted

  • All guardians are always included in:

    • Past due communications

    • Participant email actions

  • Guardian visibility does not impact:

    • Payment method privacy

    • Transaction ownership rules

Support Notes / Common Questions

  • Q: Can admins remove a guardian?
    → Yes, removing a guardian revokes access immediately.

  • Q: Can admins message only one guardian?
    → Yes, via the guardian-specific menu on the roster card.

  • Q: Why can’t admins edit recipient emails?
    → This is intentional to ensure legal/compliance consistency for shared guardianship.