How to manage families and participants?
Overview
The People tab is the central repository for all individuals connected to your organization. It goes beyond a simple contact list, providing a comprehensive 360-degree view of families, participants, and staff. From this tab, you can manage financial balances, generate specialized documents (like invoices), handle check-in security codes, and track individual student schedules.
Who is involved?
- Admins: Use this tab to manage account details, process payments, and oversee participant safety and records.
- Families: Represented as "Family" units containing parents, guardians, and authorized pickups.
- Participants: The students or children enrolled in your activities.
Step-by-step instructions
The Families tab (Account overview)
Log in to your Admin Dashboard and navigate to People > Families. This is your view of every family registered in your system.
Note: Every view in the People tab can be exported to Excel, allowing you to create custom offline rosters or contact lists.
Summary data: View the total number of orders, outstanding balances, and any family credits assigned to an account.
Need to add a family that didn't register online? Click the plus (+) sign at the top right to manually create a family account using their email address.
Action menu: Hover over Actions to dive deeper into a family’s history. From here, you can:
- Manage orders & transactions: View all past purchases and generate invoices.
- Take payments: Apply payments directly to an account balance.
- Reports: Run a Dependent Care Receipt (often requested by parents for tax purposes).
- CICO: Access the Authentication Code for the Check-in/Check-out tool. This allows you to provide unique codes to parents or authorized pickups.
The Participants tab (Student records)
Switch to this tab when you need to focus on the individual attendee rather than the payer.
- View details: View the participant’s age, grade, and total number of enrollments.
- Generate class schedule: See a comprehensive summary of all programs a student is registered for. You can export this as a PDF or Excel file to share with parents.
- Add more info: Use this section to attach documents (such as medical forms) or to add internal notations regarding the student.
- Sessions: View a specific student's schedule in a Calendar view to see exactly which days they are expected to attend.
The Parents tab
A streamlined list focused solely on primary contacts. Use this to quickly export a mailing list of parent names and emails.
The Volunteers tab
If your registration form includes a Volunteer checkbox, anyone who selects it will be automatically tagged and listed here. This makes it easy to email your volunteer base in bulk.
The Delinquents tab
If you use payment plans or automatic billing, the Delinquent tab is a vital feature. The system automatically tags accounts as Delinquent if a payment is past due under your policies. Use this view to identify outstanding debts and quickly follow up with families.
The Blocklists tab
To prevent specific participants from registering, add their email address to the Blocklist. You can include a custom memo explaining the restriction (only visible to you); the message below will be displayed to the user if they attempt to enroll.