How to Add Parents and Carers

The Parent/Carer management system allows you to register and manage parents and carers in the nursery management system. This process includes viewing all parents and carers, adding new members, configuring their profiles, and managing their relationships with children.

Parent/Carer List Overview

The main Parents & Carers page displays a comprehensive list of all parents and carers in your nursery setting. This view provides quick access to essential information and management tools.

The parent/carer list displays the following information in a table format:

• Name: Parent/carer’s full name with their profile picture shown in the first column
• Status: Current activation status (Active, Pending, or Inactive)
• Email: Contact email address
• Children: Shows the children they are associated with, along with special indicators:
  • BP: Blue badge indicating they are a Bill Payer for that child
  • PR: Green badge indicating they have Parental Responsibility for that child
• Actions: Edit, delete and activate/deactivate

Adding New Parents and Carers

To add a new parent or carer, click the Add Parent/Carer button in the top right corner of the parent/carer list.

Creating a New Parent/Carer Profile

When you click Add Parent/Carer, you’ll be taken to the parent/carer profile creation form.

Personal Details

This section collects the parent/carer’s basic information including:

• Profile Picture: Upload a photo for easy identification
• First Name: The parent/carer’s first name
• Surname: The parent/carer’s last name
• Email: Contact email address for communications and system access
• Phone Number: Primary contact number
• Date of Birth: Optional field for the parent/carer’s date of birth

Accurate personal details are essential for identification, communication, and record-keeping purposes.

Children Relationships

The Children section allows you to establish relationships between the parent/carer and specific children. For each relationship you can configure:

• Child Selection: Choose which child this parent/carer is associated with
• Relationship Type: Select the relationship:
  • Mother: Biological or adoptive mother
  • Father: Biological or adoptive father
  • Other: Any other caring relationship (e.g., grandparent, guardian)
• Bill Payer: Toggle to indicate if this person is responsible for paying bills for this child. Bill payers will be sent invoices.
• Parental Responsibility: Toggle to indicate if this person has legal parental responsibility for this child

You can add multiple children relationships for a single parent/carer by using the Add Child dropdown.

Managing Parents and Carers from Children View

You can also add and edit parent/carer relationships directly from the Children view:

Adding Parents/Carers from Child Profile

1. Navigate to a child’s profile in the Admin Portal
2. Click on the Parents tab
3. Click Add Relative to create a new parent/carer relationship

Parent/Carer Relationship Options from Child View

When adding a parent/carer from the child’s profile, you have two options:

Option 1: Select Existing Parent/Carer

If the parent/carer already exists in the system:

1. Use the Select Existing Relative dropdown
2. Choose the parent/carer from the list
3. Configure the relationship details (relationship type, bill payer, parental responsibility)
4. Click Save

Option 2: Create New Parent/Carer

If the parent/carer doesn’t exist in the system:

1. Leave the Select Existing Relative field empty
2. Fill in the new parent/carer details:
   • First Name
   • Surname
   • Email
3. Configure the relationship details
4. Click Save

This creates both the new parent/carer profile and establishes the relationship with the child in one step.

Parent/Carer Activation States

Parents and carers can have one of three activation states, which control their access to the parent portal:

Active Status

• Green “Active” badge: Parent/carer has full access to the parent portal
• Can log in and view their children’s information
• Receives system notifications and communications

Pending Status

• Yellow “Pending” badge: Parent/carer account has been created and an activation email has been sent, but they haven’t yet activated their account

Inactive Status

• Red “Inactive” badge: Parent/carer account is deactivated and they cannot access the system

Managing Existing Parents and Carers

From the main parent/carer list, you can:

Edit Parent/Carer Details

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

Activate/Deactivate Accounts

• Activate User: Send an activation email to allow the parent/carer to access the parent portal
• Deactivate User: Remove access to the parent portal while keeping the profile in the system

Delete Parent/Carer

• Remove a parent/carer completely from the system
• This will also remove all their child relationships

Search and Filter

Use the search functionality to quickly find specific parents and carers by:

• Name
• Email address
• Associated children names