Guardianship requests

Guardianship requests is the review queue for every proposed guardian-to-learner link in your organization. A link sitting in this queue grants nothing. Only when someone with permission approves it does the guardian start seeing the learner’s data — and only the categories that person ticked while approving.

This article covers the admin side: how requests arrive, how to approve or reject one, what an approved guardian actually gets, and how to change or revoke access afterwards. For the guardian’s own experience and the dashboard they land on, see Guardians.

What this does

The queue shows every pending guardianship link in the organization you’re currently working in, oldest first. Each row gives you the guardian, the learner, the relationship type, whether custody documents are attached, and when the request was raised.

Approving is a two-step wizard, not a single button: you confirm the identity first, then choose which categories of data the guardian may see, then confirm once more. That friction is deliberate — approval is the moment private learning data becomes visible to a third party.

Guardian and student are the default words Lurno uses for the two people in a link. Your organization can rename either of them, so your screens may read differently — see Terminology.

Before you start

You need permission to verify guardianship relationships. In the default setup the organization admin and manager roles both hold it.
You also need permission to add people to the organization for the list itself to load and for Reject to work. The admin role holds both; a manager-style role may hold only the verify permission. See Roles & permissions.
The queue is scoped to the active organization. Sub-organizations each have their own queue — switch organization to see theirs. See Sub-organizations & structure.
Have whatever proof your policy requires (custody paperwork, HR confirmation, a consent form) to hand. Lurno records that you confirmed it; it doesn’t judge it for you.

How requests reach the queue

Three paths create a link, and only two land here:

An admin links an existing member. Use Link guardian on this page, or Add guardian on a person’s record. Both open the same dialog, which carries its own data-category picker. The link lands as pending unless the admin ticks Mark as verified immediately, which skips the queue entirely.
An admin invites a guardian by email. Lurno emails an invitation carrying the guardian role, and creates the link pending against that email address. When the person accepts, they join the organization and their new account is bound to the pending link — which still needs approval here before any data is visible.
A learner grants access themselves. An adult learner can grant a named person scoped, revocable access from their own account. The recipient confirms that by emailed link rather than an admin approving it, so it never appears in this queue.

Approve a request

Open Guardianship requests from the People section of your navigation.
Find the row and choose Verify.
Step 1 — Confirm identity. The wizard restates the guardian, the learner, the relationship type, and how many custody documents are attached. Tick the confirmation box to say you’ve reviewed them. You can’t continue without it.
Step 2 — What can they see? Tick the data categories this guardian should get. Both offered categories arrive pre-ticked as the recommended set — untick anything you don’t want exposed. Add optional verification notes — a document reference, a ticket number, whoever authorized it.
Choose Verify guardianship, then confirm on the final dialog, which lists the exact categories you’re about to grant.

Access takes effect immediately. No email goes out to the guardian, so tell them yourself if they’re waiting. Leaving every category unticked is allowed: the link becomes active and the learner’s name shows on the guardian’s dashboard, but no category is unlocked, so every data view is refused.

Which categories you can grant

Lurno’s registry defines seven data categories — Academic progress, Attendance, Schedule, Behavioral records, Medical notes, Billing & financials, and Messages & announcements. The picker deliberately offers only the ones with a real guardian-facing view today: Academic progress and Schedule. Granting the others would currently do nothing, so they’re hidden rather than shown as a promise the product can’t keep. If a link already carries one of them from an earlier grant, it stays visible and editable on the learner’s record.

Reject a request

Choose Reject on the row.
Confirm. The link is marked revoked with the reason recorded.

Two things to know. The applicant is not notified automatically — reach out yourself if they’re expecting an answer. And rejection is terminal: a revoked link can never be verified later, so if you reject one by mistake, create a fresh link.

What an approved guardian gets

A verified guardian gets a read-only dashboard listing the learners they’re linked to, with tabs that appear only for the categories you granted. Academic progress unlocks the enrollment overview, competencies, activity, and credentials; Schedule unlocks the timetable. A category you didn’t grant means the tab is absent entirely, not present-but-empty.

They also get their linked learners’ certified progress numbers — the same governed figures an admin or the learner sees, scoped server-side to that learner only. See Reporting & Insights.

Every read on the guardian portal re-checks four conditions: the link is verified, not revoked, not expired, and carries the category being read. Weakening any one of them cuts that view off at once. Nothing here lets a guardian act — no opening content as the learner, no submitting work, no enrollment changes, and no sight of anyone they aren’t linked to.

Change or revoke access later

Change categories. Open the learner from People in your navigation and use the guardian access section on their record — it lists every verified guardian with its own category checklist. Tick or untick and save; changes apply immediately. Clearing every category leaves the link in place but closes every data view.
Reject a pending request. The one control in this queue that ends a link outright. There is no admin button today that revokes an already-verified link, so narrow the categories instead, or ask the guardian or the learner to end it from their own account.
Revoke as the guardian. A guardian can drop their own link from their dashboard.
Revoke as the learner. A learner can withdraw a grant they made themselves from their account page. That page lists only their own grants, not links an admin created for them.

If someone asks for their data or their link erased entirely, handle it as a data request — see Offboarding & data requests.

The audit trail

Every step writes an audit event: the link being created or invited, the approval (who approved it, when, your notes, and the exact category list), any later change to the categories, and the revocation with its reason. That’s what makes an approval defensible months later. See Audit log.

Reference

Term	What it is
Pending	Awaiting review. The only status this queue lists.
Verified	Approved and active. The guardian can see the granted categories.
Revoked	Rejected or removed. Terminal — cannot be re-verified.
Data category	A bucket of learner data. Academic progress and Schedule are grantable today.
Relationship type	Parent, legal guardian, sibling, spouse, or other. Family-shaped by default; use Other for a sponsor, mentor, or line-manager arrangement.
Custody documents	Document references recorded on the request. The queue and the wizard show the count only — there’s no in-app uploader or viewer.
Verification notes	Free text you record when approving; stored on the link and in the audit event.
Mark as verified immediately	Creation-time option on existing-member links. Skips this queue and grants access on the spot.

Permission keys, if you’re building a custom role:

Key	Covers
`relationship.verify`	Seeing the page and approving a request
`user.create`	Loading the list, rejecting, Link guardian, and editing categories later

Troubleshooting

The page opens but the list shows an error, or Reject fails. The page itself is gated on the verify permission, while loading the list and rejecting also check the permission to add people. A role with only the verify permission hits exactly this. Ask an owner to grant both.

I approved it but the guardian still sees nothing. Check three things: that you didn’t clear every category on step 2; that the guardian is signed in to the same organization the link belongs to; and, if you invited them by email, that they’ve accepted the invitation — until they do, the link has no account attached to it.

Verifying fails saying the relationship is revoked. Rejection and revocation are terminal by design. Create a new link and approve that one.

The queue is empty but I know a request was raised. It may sit in a sub-organization’s queue rather than this one, it may have been created with Mark as verified immediately and never entered the queue, or it’s a learner-initiated grant waiting on the recipient’s emailed confirmation — those never appear here.

The Documents column always reads “No docs”. There’s no in-app uploader for custody paperwork today — the count only ever reflects document references supplied when a link is created through the API. Review your evidence outside Lurno and record the reference in verification notes.