Within CareControl 4, there are 10 different modules, with each dedicated to a specific purpose. The 2nd Module is the Family Module, which houses all of the Family records in your Program.
Under the Family Module, you can manage all functionalities relating to each Family record.
A. Accessing the Family Module 
1. Module
When first opening CareControl, at the very top menu are the different Modules. The Family Module is the 2nd icon on the list; click on this icon to enter the main Family Module window.
❗️TIP: When hovering your mouse cursor over each Module’s icon, CareControl will display the name of the Module.
2. Navigation Bar
Immediately after accessing the Family Module, CareControl will land you in the Family Search, which is the very 1st section out of the 4 in the Navigation Bar that are: Family Search, New Family, New Family from CareWait, and Family Lists.
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Family Search is the 1st section within the Navigation Bar and is where you search for all Family records in CareControl. |
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New Family is the 2nd section in the Navigation Bar and is the starting point to add a new Family. Click on this option once you are ready to add Families. |
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New Family from CareWait is the 3rd section in the Navigation Bar and is where you can enroll a Family from your eligibility waiting list. |
Family Lists is the 4th section listed within the Navigation Bar and is a drop-down menu that brings you different pre-filtered lists to view all Families, Cases, Children, along with any recently accessed Families in your Program. The standard lists available are the 4 examples on the left, it allows you to filter for all information relating to your Families as needed. You may configure as many lists under the Family Lists drop-down menu as needed based on your agency’s processes. |
3. Search Tab
Use the Family Search Tab on CareControl to find family records.
The Family Search Tab allows you to search specifically using information found in a Family record, including the enrollment Case ID, Program, the assignments of a specific Case Specialist, etc.
This feature also supports a partial keyword search but is reserved for characters only. Partial character keyword search includes characters found only in the middle of a word.
4. Search Results
Once you have performed a search for a Family record, CareControl will list the Search Results records matching the search conditions.
The Search Results will be listed in a grid display with different columns giving you details such as Family ID, Family Name, Case ID, Case Status, Program, Specialist, and more. The first column is the Family ID, which is a hyperlink that will take you to the Family record.
5. Results List Buttons
There are 2 standard action buttons and one checkbox option for all search result lists to give you more control over the search results window and data.
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Data Export icon is the 1st button available. This provides the option to Export all data or selected rows to an Excel sheet saved to your local device. |
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Column Chooser icon is the 2nd button available. This provides the option to hide and reveal columns that appear on the search results list. |
Include Voided is a checkbox you can select to toggle whether or not you would like voided families to show up in the search results. |
B. Accessing a Family Record
After entering a Family record, CareControl will display all the details for the Family:
1. Family Name
The very top of the Family record will show the family’s Display Name along with the unique ID assigned by CareControl.
2. Top Section
The top section, underneath the Family Name header, will give you quick information relevant to the Family.
There are 3 boxes in this Top Section for all Families:
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Address: This shows the current location for the Family. If there is a different mailing address, it will display here as well.
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Contact: This shows the contact information of Parent A, which includes their email, cell, and home phone numbers.
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Subsidy: This shows the family’s subsidy information. This includes the county they’re receiving care in, the Cash Aid status with its term date, and any prohibitions.
3. Family Tabs
The set of horizontal tabs available are to input any information necessary to authorize child care. These tabs are organized in a way where navigation should be from left to right. The purpose for each tab is as follows:
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Summary: This is an at-a-glance view of all the important information for the Family separated by sections.
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Informational sections that can be shown in the Summary Tab are Children, Parents, Cases, Care schedules, and Family fees, or more.
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Details: This is used to capture the basic information for the Family from the:
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Family Info: This is to capture the overall family info such as Address, Family Size, and Cash Aid Status.
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Parents: This is to capture the adult family members, such as parents or guardians in the household.
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Children: This is to capture all the children in the household.
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Needs: This is to track the family’s activities or needs for subsidized child care.
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Income: This is to track all of the family’s income information.
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Family Fee: This is to calculate the overall income for the entire family and family size to determine income eligibility and family fee.
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Care Schedules: This is a list of all cares approved for each child.
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Cases: Shows all enrollment periods, a.k.a. Cases, created for a family.
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Reviews: This is where all the records of reviews (self-check) are listed.
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Notices and Appeals: This is to generate notices to the Family or certificates of child care to the Providers of any care approvals or changes, and track appeals.
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Documents: This is to send out and request documents to the Family, as well as receiving it.
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Files: This is the digital file archive where electronic documents are saved for the Family.
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Notes and Tasks: This is to view and add notes and tasks relating to the Family record.
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Break in Service: This is to capture additional requests for the Family, such as Drop In Cares or Leave of Absences (i.e. Limited Term Service Leave).
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Payments: This shows the Payment records associated with the Family record along with its statuses.
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Ledgers: This is the ledger record of any family fee’s invoice (charges) or payments (receipts) for the family fee payments.
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If your Agency does not collect Family Fees, this Tab may be hidden.
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Messages: This is to send notifications in an email or SMS to the Family.
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CareConnect: This is where you can find the family’s CareConnect account information, along with the documents they have received, need to complete, or have submitted on their end.
4. Tab Details
As you’re navigating through the Family records in each separate Tab, you will find the details for each Tab will show differently based on what the information is needed to be captured within the Tab.
5. Action Buttons
There are always 3 action buttons available to manage a Family record:
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The Review button is the 1st button available; it is a quick option to generate a Review for the Family record. |
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The New button is the 2nd button available, which is a drop-down menu with different selections for Note, Task, Document, and Message. Each of these 4 selections serves as a quick way for you to create a new Note, Task, Document, or Message to the Family. Each of these actions are also available in their corresponding Tabs in the Family record. |
The Action button is the 3rd button available, which is a drop-down menu with different selections:
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This last icon is not a button but is a menu (hamburger menu). It is to expand and collapse a quick window view of the:
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