How to Add a New Contact (Child, Parent, Guardian, Family Support Member)

• Go to Contacts > Click GO
• Click on “+” Add Child

Be sure to complete all required fields that are either licensing requirements or mandated by your organization.

Adding a Child:

• To Access:
  • Left Menu > Contacts >
• To Add a New Contact:
  • Left Menu > Contacts > Click Go > click “+” Add Child
• To View or Edit an Existing Contact:
  • Options to find an existing contact:
    • Enter the Contacts Name – click GO, or
    • You can enter their full name, or even the first few letters of their First and Last Names
    • Leave Name blank – select a role – click GO
    • Click the Edit Pencil to the left of the Contact’s Name

The child’s profile is organized into several tabs:

General Information: Enter the child’s basic details.

• Name,
• Date of Birth,
• Associated Locations (Locations MUST be set for proper billing and reporting)
• Attendance Type,
• Gender,
• Languages, etc.
• To Add a photo of the child – click on the photo square
  • Upload photo from your device
  • Click the save icon

Family: Add guardians, emergency contacts, pickup, restricted, and professional contacts.

• To add, click the “+”
• Add their relation and authorizations to the child
  • If the family support contact does not exist, please create a new individual through the left menu > contacts > click GO > + Add New Individual (not through the child’s account).
• Click the checkmark icon to apply followed by the save icon to save all

Also see: How to Add a New Family Support Member to a Child’s Account

Legal: Upload any legal documents (e.g., custody agreements) for reference.

• Click the “+” add
• Upload form from your device
• Click the checkmark icon to apply followed by the save icon

Schools: For kindergarten or school-age children, include their school details.

📌 NOTE: For students enrolled in more than one school, select the school they attend when the condition is set to ‘school closed’.

Health: Record the child’s health information.

• Best Practice for the Health section:
  • Health Sections dropdown must be set to YES to display its respective tab for the user to enter any information.
  • Health Sections dropdown should be set to NO (not left blank) if there are no known health conditions (allergies, intolerances, etc.). This helps ensure accurate data entry and can help with future reporting.

Intake/ Consents/ Screening/ Milestone:

This page displays the custom forms set up in your database. If the page is blank, there are no forms available to complete.

📌 NOTE: This step can be done later if preferred.

• Select the tab (documentation, intake or consent)
• Click the “+” add
• Upload file from your device
• Click the checkmark icon to apply followed by the save icon.

Documentation: Upload documents from your device to save on the child’s account.

• Select the tab (documentation, intake or consent)
• Click the “+” add
• Upload file from your device
• Click the checkmark icon to apply followed by the save icon

Services and Billing Setup:

Setting up services is crucial for accurate invoicing:

• Default Payer: Assign billing responsibility to one or two people, depending on the family setup. This must be set up for proper billing and reporting.

Childcare:

• Childcare Services: Choose the location and the service for this child. Be sure to enter accurate start and end dates for the scheduled childcare service.
  • 📌 Note: The system will automatically set the End Date to the child’s birthday when they age out. This date can be overridden to reflect the child’s actual childcare service end date.
• Snack Fees (Other Fees): Snack fees can be entered under “Other Fees” section below “childcare”. It is important that snack fees are associated to this child’s service. The system will then be able to properly bill according to when this child has a scheduled service.
• School-Age Children: Adjust the service invoicing based on school conditions (Note: children must have an assigned school on their account for conditions to be available) :
  • In most cases, school aged children should have 2 services set up.
    • One for when the school is open (school age periods, condition = school open),
    • The second for when the school is closed (school age full time, condition = school closed). This will help the system bill accordingly.

Conditions:

• None = Service is invoiced regardless of school status.
• School Open = Service is invoiced only when the school is open.
• School Closed = Service is invoiced only when the school is closed.

📌 Note: If dropdown menu options are missing, update them in Setup > Lists.