Managing Parents and Families

Understanding Families

The system uses a family structure to link parents to children. When you add a parent to a child, the system automatically creates or uses a family group. This allows:

• Multiple parents per child (mother, father, guardians)
• Multiple children per parent (siblings)
• Shared parent records across children

Adding a New Parent

1. Click Add New in the Parents section
2. Enter the parent's details:
   • Title, First Name, Last Name
   • Email address (used for notifications and parent portal access)
   • Mobile number
   • Relationship to child (Mother, Father, Guardian, etc.)
   • Whether they are the primary contact
   • Whether they are legally responsible
   • Whether they live at the same address as the child
   • Address (if different from child)
3. Click Save

Linking an Existing Parent

If a parent already exists in the system (e.g., linked to a sibling), you can link them to another child:

1. Click Link Existing in the Parents section
2. Search for the parent by name or email
3. Select the parent from the search results
4. Set whether they are the primary contact for this child
5. Click Link

Editing Parent Details

Click the Edit button next to any parent to modify their details. Changes will apply across all children linked to that parent.

Primary Contact

Each child should have one primary contact. This parent:

• Receives notifications about funding submissions
• Is highlighted in the parents list
• Appears first in dropdown selections

Disassociating vs Deleting Parents

There are two ways to remove a parent from a child:

Disassociate (Recommended)

• Removes the parent from this child's family only
• Keeps the parent record in the system
• Preserves submission history
• Parent can still be linked to other children

Delete (Head Office Only)

• Permanently removes the parent record
• Only available if parent is not linked to other children
• Cannot be undone
• Use with caution

Parent Information Captured