How to Manually Add Child and Family Members

Step 1: Open the Families Module

Ensure you are in the Families module, where you can add and manage family and child records.

Remember that typically families add themselves through your online registration form and you simply review and approve in childfriendly.

Remember that a bulk upload of multiple families can be done separately in Setup > Import Data; this process focuses on adding individual families and children.

Step 2: Create a New Family Record

Click the plus (+) icon in the top‑left corner of the Families module to create a new family.

A form will expand where you can enter family information, including the family last name and the email address of the primary parent or caregiver.

Step 3: Add the Primary Caregiver as a Member

In the Members section:

• Enter the primary caregiver’s first name and last name.

• Open the Relationship dropdown and select the most accurate relationship to the child.

Use the Status field to indicate whether the caregiver is a legal guardian, non‑guardian emergency contact, or other.

In most cases, a parent will be a legal guardian, so you can typically leave the default as Legal Guardian.

Under Pickup Authorization, select whether the caregiver has Full, Limited, or None access for pickup and drop‑off:

• Full – may pick up or drop off at any time.

• Limited – may only pick up on specified days (e.g., Fridays).

• None – has no drop‑off or pickup privileges and will not appear in the dropdown list when signing children in or out.

Add at least one phone number for the caregiver.

Step 4: Save the Family or Proceed to Add a Child

At this point, you can either:

• Click Create to save the family and member to the system,

• Or continue and add the details of any children now.

You may choose to create the family first and return later to add child details as needed.

To immediately add a child to the family, click the New (+) symbol beside Students.

Step 5: Add a Child to the Family

When the child section expands, enter the child’s details:

• First name

• Middle name (optional)

• Last name

• Date of birth

• Gender

After completing all required fields, click Create to save the child.

If any mandatory fields are missing, the system will prompt you to complete them before the family and child can be added. Once created, the family will appear in the system and you can further edit details, including registration (covered in a separate training).

To view family details or add more children later, click the family name.

Step 6: Review and Update an Existing Family and Child

When you open an existing family:

• The Family tab will display.

• You can view all children and parents/guardians listed at the top.

Click on a child’s name, then scroll down to review or add information such as:

• Health card number

• Records and documents

The Immunization section is where parents can upload immunization records; any files they add will appear here.

Use the additional sections to manage:

• Medication – regular or emergency medications; parents can add these via the parent app.

• Allergies and medical conditions – e.g., food allergies or conditions such as asthma.

• Special Needs – any details related to the child’s individual needs.

• Meal Restrictions – dietary restrictions added by a parent or guardian.

Always scroll back up and click Save after making any changes.

Step 7: Add Additional Children to the Family

To add another child to the same family, click the Student plus (+) sign at the top of the family record.

Follow the same steps you used earlier to enter all required child information.

If other family members or caregivers will be dropping off or picking up the child, they must be added to the family file as members.

Step 8: Add Another Caregiver or Family Member

To add another caregiver:

1. Click the Member plus (+) sign at the top of the family record.

2. Enter the caregiver’s first name and last name.

3. Open the Relationship dropdown and select the appropriate relationship to the child.

Use the Primary toggle only if this person will be the primary portal member. A primary portal member:

• Has full access to the ChildFriendly app.

• Can both view and modify the child’s file.

Only one guardian or caregiver can be marked as Primary, and this is typically a parent.

Enable the Portal Member toggle if you want the caregiver to have portal access to ChildFriendly.

• A portal member can view basic information for other members.

• They cannot access financial or payment details for anyone other than themselves.

• An email address is required for any guardian or caregiver with portal access.

Enable the Authorize Sponsor toggle for any member responsible for paying all or part of the child’s fees.

The center can only accept payments from members designated as authorized sponsors. If a parent or caregiver will pay any of the child’s fees, this toggle must be on.

Step 9: Configure Authorization and Pickup Access

In the Authorization section, confirm the caregiver’s pickup authorization:

1. Open the Status dropdown.

Options:

• Legal guardian – parents or other primary legal guardians.

• Non‑guardian emergency contact – typically grandparents, aunts/uncles, or others listed as emergency contacts.

• Other – anyone who does not fit the above (e.g., a babysitter).

  2. Next, select the Pickup Access dropdown.

Options:

• Full – may pick up the child at any time.

• Limited – may pick up only on specific days (e.g., Fridays only).

• None – has no pickup access. They may still be listed as a guardian but cannot sign the child out.

The Flag toggle is used when a parent or caregiver has limited or no access to the child.

Enable Flag if you need to clearly mark this member.

Flagged members will appear in red, and staff will see this in the Attendance module if the member arrives to sign the child out. Staff can then click in to view applicable Pick Up Notes.

Enable Authorize to Volunteer only if you have parent volunteers and have confirmed that the member has submitted all required documents (e.g., a police check).

Finally, enter the member’s address details. A phone number and email address are required; you can also add work details if desired. Parents can update these details themselves later through the portal.

Click Create to add the new member and save all information to the family file.

If needed, you can edit a member’s information or access rights at any time, or the portal member can update their own profile.

Step 10: View and Manage a Member’s Payment Information

Parents or portal members are responsible for adding payment information to their profile to set up pre‑authorized debit (PAD) or credit card payments. Ensure PAD is already configured on your center’s side.

To view a member’s payment information:

1. Click the member’s name.

2. Click the Payment tab.

The member must be an Authorized Sponsor before adding payment information.

Enabling PAD allows the center to debit the member’s account when an invoice is due, helping avoid late payments. Members can alternatively set up pre‑authorized credit card payments.

For PAD payments, the member will need:

1. Bank name

2. Institution number

3. Transit number

4. Account number

For more details on adding payment information, refer to the applicable parent guide.

Step 11: Delete a Member from a Family

If you need to delete a member:

1. Open the member’s profile.

2. Click the three dots in the top‑left corner.

   

3. Select Delete to remove the member from the family file.

Step 12: Review and Acknowledge Portal Member Changes

When a portal member updates their own profile or their child’s information (e.g., medications, addresses, payment details), those changes must be acknowledged by an admin.

To review pending changes:

1. Go to the Dashboard module.

2. Select the Info Changes tab.

Within this area, you will see:

• Member info changes – updates such as address or name changes.

• Member payment changes – updates to payment methods, such as new or modified bank or credit card details.

• Student info changes – updates to student profiles, including name or address changes, new medications, or medical conditions.

Review and acknowledge these items as appropriate to keep family and child records accurate and up to date.