Children & Guardians

Child and guardian records drive attendance, pickup authorization, registration, and billing.

Child records

Go to Children to search and filter by status and grade. A child record can include:

• First and last name, unique check-in code, date of birth, and grade
• Active or inactive status
• Assigned room and linked guardians
• Notes and allergy records

Only active children can participate in normal attendance workflows. Use a code that is unique within your organization and difficult for others to guess. A child detail page also provides linked contacts and recent operational history.

Prefer making a child inactive when they leave. Delete only when your retention policy permits it.

Guardian records

Go to Guardians to create or update a guardian’s name, email, phone, and permissions. Link guardians to the appropriate children.

Guardian permissions are:

• Viewing — access to linked child information in the guardian portal
• Billing — access to applicable invoices and payment links
• Checkout — authority to collect a linked child

Linking a guardian to a child does not automatically grant every permission. Review checkout authority carefully and remove it promptly when circumstances change.

Duplicate and access requests

If the same person has duplicate guardian records, use the merge workflow to choose the verified account to keep. Review linked children and contact details first because merging changes which record owns the relationships.

The Account access requests panel shows guardians who need help linking portal access. Verify identity outside the system, then resolve or dismiss the request and leave a useful note.

Guardian portal

Guardians sign in by email, see only information connected to their account, and can update their name and phone. Staff retain control of email identity, child links, and permissions. See Guardian Portal.