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Managing Parents & Carers

Once parents and carers have been added to the system, you can edit their details, manage invitations, and remove profiles as needed.

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Edit Parent/Carer Details

  • Click the edit icon on a parent/carer row to modify their details and child relationships
  • Update personal information, add or remove children, and change relationship settings

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Send Invitation

  • Click the More Actions (…) button on the parent/carer row and select Send Invite
  • The parent/carer will receive an invitation email allowing them to access the parent portal

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Archive Parent/Carer

Parents and carers are archived rather than deleted. An archived parent/carer:
  • Is removed from the Parents/Carers list and moves to Past Parents
  • Loses access to your setting — the nursery disappears from their app, and they stop receiving announcements and journal digests
  • Keeps their child relationships, so nothing is lost
This happens automatically when the last of their children is archived, so the list stays current without anyone tidying it. You can also archive someone by hand — click the delete icon on their row — which is useful for a parent/carer added in error, or one a family has asked you to remove while their child is still with you.
Archiving is reversible. Linking an archived parent/carer to a current child brings them back automatically, along with their access. Restoring an archived child does the same for their parents and carers. There is no separate “restore” button, because the child links are what decide it.

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Past Parents

Parents/Carers → Past Parents lists everyone whose children have left. You can still search it and open a profile to find contact details — useful for references, outstanding invoices, or a safeguarding enquiry after a family has moved on.

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Delete permanently

From Past Parents you can permanently delete a record. This is intended for records added in error — a duplicate, or someone entered against the wrong child.
Permanent deletion cannot be undone. Before you confirm, the dialog lists exactly what will be destroyed for that person, which may include funding declarations they signed (with their National Insurance number, address and signature), the bill payer on past invoices, and their login account. Early years records often need to be retained for years after a child leaves — check your retention policy first.

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Search and Filter

Use the search functionality to quickly find specific parents and carers by:
  • Name
  • Email address
  • Associated children names