Use the staff app to create a person, keep family contact details together, and find or update a saved record. Check the site name at the top of the page first: people and lists belong to the selected site.
People, families, and lists
- A person is a saved child or adult record.
- A family groups related people, such as a child and their parent. A family member does not have to be on a waitlist.
- A list membership connects a person to a waitlist and records details such as Date Added, position, and status.
- A site is the organization or location you are currently managing.
For example, Oliver Bennett is a child on the Infants list. His parent, Emma Bennett, is an adult in the same family with an email address and phone number. Emma can be the family contact without joining the Infants list herself.
Before you add someone
Search for the person or family first to avoid duplicate records. The fields you see depend on your site’s child/adult settings and custom fields. Fields marked with an asterisk (*) are required. Admins configure these in Settings > Site Details and Settings > Form Fields.
If Email Customer on Signup is enabled, adding someone to a list can send a welcome email. Review Signup Emails before entering test records.
Add a person
- Click Add person in the main navigation. On a smaller screen, open the main menu first.
- Choose Child or Adult if those options are shown. Some sites are configured for just one applicant type.
- Enter the name and other required details. For a child on an age-based list, enter their birthdate or known due date. Use Trying when appropriate if that option is enabled.
- Under Waiting List, select a manual list or leave automatic placement selected for the site’s Age/Birthdate lists. Check any “Will be added to” message.
- Review Date Added and Requested Start Date. Date Added is the date used for that membership’s date-based ordering; Requested Start Date records when the applicant would like to start.
- Use Add person to submit the entry. If you need to enter another person in the same family, use Add Family Member to continue the family-entry workflow. Follow any prompt requiring an adult for a child.
- Review the saved person’s details and assigned list.
For date-of-birth exceptions, see adding a child without a known birthdate. For list placement and sorting, see Setting up Lists.
Add a new member to an existing family
- Find and open a person who already belongs to the family.
- In their person details, go to Family and click Add Family Member.
- Check the heading “Adding Family Member for…” to confirm you are using the right family.
- Choose Child or Adult as appropriate, then enter the new family member’s details. Add contact details to the relevant adult.
- If the new family member is also an applicant, review their Waiting List section. A parent added only as a contact does not need a list membership.
- Submit using Add person, or use Add Family Member if continuing to enter more family members. Review the Family section afterward.
Add Family Member creates a new person within that family. You cannot move an already-saved person from one family to another or merge existing people into a family. If you find records entered into separate families by mistake, contact support for advice before deleting or recreating them.
Find a saved person
- Enter a name, email address, or phone number in Search people in the main navigation and press Enter.
- On the People results page, select the person’s name to open their details.
- Check their identity and Family section before making changes. You can open a relative’s record using their name in the Family section.
Search includes people who have been removed from lists. If someone is missing from an active list, search for their existing record instead of creating them again. Also confirm that you are in the correct site.
Edit personal or contact details
- Find and open the person.
- Click Edit person.
- Update the relevant fields and click Save Changes.
- Check the saved details. To change an adult family member’s email or phone number, open that adult’s record and edit it.
Custom field names may differ on your site. The person’s birthdate or priority can affect their list placement or order, so review their memberships after changing these values. For membership-specific dates, moving lists, or adding someone back after removal, see Manage a person’s place on a list.
Other ways to add people
- Let customers complete the Customer Signup Form.
- For an existing spreadsheet, follow the support-assisted import process.