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Overview

A guardian must be on the student record (name and email) before you can invite them. Inviting is a separate step: it sends them a login email. They then accept by signing in. Until they accept, they cannot complete camp communications or forms. mymeddiCAL is a reminder and a repository — inviting a guardian does not mean you are asking them for clinical advice.

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Before you invite

  1. Add the student (see Adding a student) and enter at least one guardian with an email on the Guardians step of that wizard.
  2. Or open an existing student → Edit student and add the guardian there.
The primary guardian is the emergency contact and always receives communications. You can add extra guardians on the same student.

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Invite from the Guardians tab (Web)

This is the usual way to invite one guardian, or a handful you’ve picked by hand.
1

Open Guardians

In the left sidebar, click Guardians (not the student profile).
2

Check the badge

Each person shows Not Invited, Invited, or Accepted.
3

Select rows

Tick the guardians you want, or use the header checkbox to select every guardian currently shown. Select at least one before the toolbar buttons work.
4

Send Invites

Click Send Invites.
5

Confirm the count

A dialog shows exactly how many guardians you’re about to email. This appears every time — including when you’ve used “select all” — so a large or accidental selection never sends without a final check. Click Yes, send invites to proceed.
6

Wait for Accepted

When they sign in (email code on the app or web), the badge changes to Accepted.
Send Form and Prompt Update skip anyone who has not accepted yet. Camp Communications also requires Accepted — tick cells will not send to a guardian who is still Not Invited or Invited-only.

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Invite everyone matching a status (at scale)

For onboarding a whole school, use this instead of manually ticking rows one at a time.
1

Filter by invite status

Use the Invite status filter above the table (Not Invited / Invited / Accepted) to narrow the list — most commonly “Not Invited” to catch everyone who hasn’t been sent an invite yet.
2

Invite All Matching Filter

Click Invite All Matching Filter.
3

Confirm the count

A dialog shows the exact number of guardians matching your current filter. Confirm to proceed.
4

Track progress live

A progress dialog shows live processed / total counts and a final success/failure summary. You can safely close it and keep working — the run continues in the background. Reopen the Guardians tab any time to see updated badges.
Invites in a large run go out in small batches with a short pause between each, rather than all at once — this keeps a run of hundreds of guardians from tripping email-provider rate limits.

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Prompt Update and Send Form

From the same Guardians toolbar, after selecting rows: Only Accepted guardians can receive these.

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Status meanings

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What guardians can do

Once accepted, they can view health plans, complete forms you send, and respond to camp attendance permissions. They do not get a staff login. Guardian-submitted plans still need staff approval.