As you’re gathering all the data for a newly added family, you may update them in the Family’s Details.

Access the Family record and locate the “Details” Tab. Hovering over the “Details” Tab will reveal the:

• Family Info

• Parents

• Children

• Referral

A. Updating Family Information

1. Hover over the “Details” Tab and select “Family Info” Tab.
2. Within the “Basic” sub-tab, select Edit at the bottom of the page.
   1. Start updating all details available and as needed for the Family such as the Display Name, Family Size, Physical and Mailing Address.
      ❗️TIP: The Family Name is auto-populated from the Parent A’s Name in the format of Last Name, First Name but you may change it as needed. Keep in mind the default format is Last Name, First name for consistency.
3. Within the “Related Entities” sub-tab is where you can link the current Family to another Family or Provider record.
   1. Selecting either option will open up a search and allow you to add the Family or Provider as a related entity.

B. Updating Parent Information

Adding a new Parent

1. Hover over the “Details” Tab and select “Parent” Tab.
2. When adding a new Parent into the household, simply click Add.
3. In the Parent Information section, enter the demographic details such as their Name, Parent Type, Relationship, Contact Info, etc.
   1. Click Save once done to save the new record.

Editing an existing Parent

1. When there is at least one Parent record added, simply click on the hyperlinked Parent ID to modify the details.
2. In the Parent Information section, click Edit to update all details as needed.
   1. If this parent record was added by mistake, simply click Void.
   2. If this parent record is no longer in the household, such as parents separated or divorcing, you may:
      1. Change the parent status to Terminated.
      2. DO NOT void the parent record.

❗️TIP: When there is a change to the parent or guardian members in the household, whether adding/removing a parent to/from the household:

1. Add/Remove the parent from the (Enrollment) Case if necessary.
2. Update and re-assess the Needs, Incomes, Family Fee prior to reauthorizing the child care as needed.

C. Updating Children Information

Adding a new Child

1. Hover over the “Details” Tab and select “Children” Tab.
2. When adding a new child, simply click Add.
3. In the Child information section, enter the demographic details such as the Name, DOB, Gender, Relationship, Language, etc.
   1. Click Save once done to save the new record.
4. If the child is school-aged, you may also add the child's school information.

Editing an existing Child

1. When there is at least one Child record added, simply click on the hyperlinked Child ID to modify the details.
2. In the Child Information section, click Edit to update all details as needed.
   1. If this child record was added by mistake, simply click Void.
   2. If this child record is aged out and no longer age-eligible, you may:
      1. Change the child status to Terminated
      2. Update the End Date for the child
      3. DO NOT void the child record
   3. If the child is aged out from eligibility, but still needs to be counted towards the family size, ensure Included in Family Size is checked.