Sending & Tracking Documents

Once your library is set up, you send documents to families and follow their progress from one screen. The Requests tab shows everything you have sent, grouped by child, with a clear status for each document.

Sending documents to a family

You send documents from a child's enrolment, so the paperwork is always tied to the right child and family.

Starting a request from the Requests tab

You can also start a request without opening an enrolment. On the Requests tab, click New request, choose the child the request is for, then select Continue. The same send window opens, already set to that child.

The same Request a document button is available on each child's profile, under their Documents tab.

Tracking progress

The Requests tab gives you the full picture. Three counts sit at the top, followed by filters and the list of requests grouped by child.

The three counts are:

• Total — every document you have sent that is still active.
• Outstanding — documents still waiting on someone.
• Completed — documents that are fully finished.

Use the filters to narrow the list to a single status: All, Pending, Awaiting sign-up, In progress, Complete, Overdue, Cancelled.

What each status means

• Pending — sent, but no one has acted yet.
• In progress — at least one person has acted, but the document still needs someone else. This is common when a document has two guardians or a staff step that comes after the family signs.
• Complete — every step is finished.
• Overdue — past its due date and not yet complete.
• Awaiting sign-up — waiting on a guardian who does not have an account yet.
• Cancelled — withdrawn before it was completed.

Reading a request

Each document shows its status, the date it was sent, and a row for every person who needs to act. Those rows tell you exactly who you are waiting on. A guardian's row is marked Recipients, and each one shows Complete or Pending, so you can see when one parent has signed and the other has not.

Documents that only need to be read, such as a welcome letter, show as Complete as soon as they are sent, since there is nothing for the family to sign.

Actions on each request

• View document opens the original PDF.
• View signed copy appears once a document is complete and opens the finished copy with its signatures.
• Remind emails everyone who still hasn't completed the request, instead of waiting for the next automatic reminder. It appears only while the request is still live and someone is pending. You'll be asked to confirm first, and KidzLog then tells you how many people were emailed.
• Cancel withdraws a document that is no longer needed.

When a document includes a staff step, that step shows its own button once it is the staff member's turn:

• Countersign lets an owner or admin add their signature after the family has signed.
• Verify upload lets a staff member review a copy a parent uploaded and mark it accepted.

Awaiting sign-up

When you send a document to a family whose guardian has not created their account yet, the document waits with an Awaiting sign-up status. As soon as that guardian accepts their invitation and signs in, the document is sent to them automatically. You do not need to send it again.

Frequently Asked Questions