Welcoming a New Family
A new family touches most of KidzLog in their first week. This guide follows one family from application to their first day, in the order the steps happen. Each step links to the page that covers it in detail.
The Sequence
The application arrives
If your center accepts applications online, the family applies through your public application link and lands in the Applications tab of the Enrollments page, marked Online. If not, or if the family called or visited, your team enters the application there instead, marked Staff. Both are reviewed the same way. See Reviewing applications.
Review and approve
Open the application, check the child's date of birth and the guardian's contact details, and fix anything missing with Edit. Then Approve. If your center requires more than one sign-off, approving moves it along the chain and the last step creates the child. See Reviewing and deciding and When more than one person has to sign off.
Approval creates the child and their enrolment, links each guardian on the application to the child, and emails an invitation to every guardian with an email address. If you have to decline instead, the family can be told by email without being given the reason. See Declining, and telling the family.
Guardians accept their invitation
Each guardian receives an invitation to the Parent Portal. Until they accept it, they can still use the kiosk with a PIN, but they will not receive notification emails or see the portal. See Accepting invitations and, if a guardian needs adding by hand, Adding a parent.
Send the enrolment documents
If Auto-send documents on approval is on, the child's document packet has already gone to their guardians. If not, send it now from the child's enrolment. See Documents on approval and Sending documents to a family.
The parent signs, fills in or acknowledges each document from the Parent Portal. See Parent signing. Watch the Requests tab for anything outstanding before the first day.
Complete the child's profile
Open the child's profile and fill in what the application did not collect: address and health care provider, emergency contacts (including who may pick the child up), allergies, medical conditions and immunizations. See Viewing a child's profile and Editing a child's information.
Set the family up for check-in
Each guardian has a kiosk PIN on their parent profile; give it to them before the first morning. If you use QR check-in, the family scans the code at the door with their own phone. See Kiosk PIN, Kiosk Mode and QR Code Check-In.
What the parent sees on day one
Once signed in, the parent's dashboard shows their child's card, the day's activities and announcements, and upcoming events. They receive an email when their child is checked in and out, when activities are logged, and when an announcement goes out, and they can switch any of those off under their own settings. See Parent Portal and Parent Settings.
A Checklist for the First Morning
- The child appears on today's Attendance page in the right room.
- The guardian's PIN works at the kiosk, or the QR code opens the check-in page on their phone.
- Nothing is outstanding on the Requests tab for this child.
- Allergies and medical conditions are on the profile, where the teacher will see them.