The Families Management module holds all the students of your school, together with their family members. Accounts can be used by parents, by students or by both. Students can have their own account if they have an email address.
Recommended order: add the students (families), then the parents, send the activation invitations and, when needed, move, suspend or archive accounts.
Contents
1. How do I open the module and what does the list show?
Families Management
In the left menu, click Families Management. For each family, the list shows the children's names, Registered since, Class and Users (the parents and students with an account). Families are listed alphabetically.
The icon in front of each user shows the account status:
green tick: the account is activated;
orange x: the invitation was sent, but the account is not activated yet;
red x: the invitation has not been sent.
If a family has no parent added, the Users column shows the Invite parents button.
2. How do I use the filters?
Families Management › Status
The Status filter has these options:
All children: all active students;
Registered users: families with at least one activated account;
Uninvited Users: users who have not been sent the invitation;
Pending Users: the invitation was sent, but the account is not activated;
Archived accounts: archived students, with their re-enrollment code.
With Select Group you see only the students of one class, and with the Search field you look for a family, a child or a parent. In Show … entries you choose how many families appear on a page.
3. How do I add a new family?
Families Management › Add new family
Click the green Add new family button. In the window, choose NO, i will add data manually, then fill in:
Group: the student's class;
First Name and Last Name (required);
Gender and Date of birth (optional).
Click Add. The family name is taken from the child's last name. Then add the parents from the family profile (see section 6).
Tip: if the student comes from another school that uses Kinderpedia, choose Yes, i have a transfer code (see section 5). This way the student keeps their account and history.
4. How do I add a child to an existing family?
Families Management › Add child to an existing family
For a brother or sister of a student who is already in Kinderpedia, click the blue Add child to an existing family button. Search by family name, child or parent last name and click Select this family.
The members of the chosen family appear at the top. Fill in the child's details (class, first name, last name) and click Add. The parents see both children from the same account.
You can also add the child straight from the family profile, with the Add Child button (see section 6).
5. How do I add a student with a re-enrollment code?
Families Management › Add new family › Yes, i have a transfer code
The re-enrollment code (transfer code) keeps the student's account and history. You get it like this:
A student archived in your school: in Status, choose Archived accounts. The code appears under the student's name, as Child KP CODE.
A student coming from another school: the parent gives you the code from their account, or the school the student comes from does.
Click Add new family, choose Yes, i have a transfer code, select the class, type the code in Code and click Search for a child.
If the student is found, click Add Child. The account is activated in the chosen class.
Note! The code works only if the student is archived in the school they come from. If no code appears under an archived student's name, the account has already been reactivated in another school. If the parent can't see the code in their account, the student is still active in another school, and that school must archive the account first.
6. How do I add a parent or another family member?
Families Management › view family › Add member
In the list, click view family under the family name. The family profile shows:
the parents, with their role (for example MOTHER, FATHER), contact details and whether they may pick up the child (PICKUP: YES). The yellow star marks the main account;
the children, with their class;
Family observations (see section 15).
Click the green Add member button.
Fill in the details:
Account Type: Mother, Father, Grandfather, Grandmother, Tutor, Stepfather, Stepmother, Sister, Brother, Uncle, Aunt, Other Guardian or Consultant/Recruiter;
First Name and Last Name (required), Email, Phone, Address;
Pickup Allow?: turn it on if the person may pick up the child;
Send invite via email: tick it so the person gets the account activation invitation.
Click Add.
7. How do I change the family name or a member's details?
Families Management › view family
Family name: in the family profile, click the pencil next to the family name, change the name and click Save.
A parent's details: click the pencil next to their role (for example MOTHER). Change the details and click Save. For the email address, see section 8.
A student's details: click the student's name, then the green Modify button in their profile. You can change the first name, last name, gender, date of birth, Registered since and your school's custom fields.
8. How do I change a parent's email address?
Families Management › view family › pencil next to the parent's role
The email address is also the username the parent signs in to Kinderpedia with. The steps depend on the account status, which you see from the icon next to the parent's name.
The account is not activated yet
The parent has an orange x (the invitation was sent, but the account is not activated) or a red x (the invitation hasn't been sent yet). In this case you change the address yourself:
Open Families Management and click view family under the family name.
Click the pencil next to the parent's role (for example MOTHER).
In the Edit member details window, correct the address in the Email field.
Click Save.
After you save the new address, send the invitation again (see section 9), so the parent receives it at the correct address.
The account is already activated
If the parent has a green tick, the account is active and the Email field can no longer be changed in the platform.
In this case, someone from the school administration writes to Kinderpedia support in the chat and sends us:
the old email address;
the new email address.
We make the change, and the parent then signs in to Kinderpedia with the new address.
9. How do I send the activation invitation to a parent or student?
Families Management › view family › Invite parent
A parent already added: in the family profile, parents who haven't activated their account have the Invite parent button. Click it.
Check or correct the email address and click Send invitation by email.
If the parent can't find the email: click the orange x next to their name. The Invitation URL window opens, with the invitation date. Click Copy and send them the link. From the link, the parent activates their account directly.
A family with no parents added: in the Families Management list, click the Invite parents button in the Users column. The family profile opens. Click Invite parents (or Add member) and fill in the details as in section 6, with Send invite via email ticked.
A student: under the student's name, click Invite Student. Fill in Email, tick Send invite via email and click Add.
10. How do I send invitations to several families at once?
Families Management › Status › Uninvited Users / Pending Users
You can send invitations in bulk, straight from the family list. The buttons appear after you tick at least one family and depend on the Status filter you chose.
First invitation: Uninvited Users
In Status, choose Uninvited Users. The list shows the families with at least one user who hasn't been sent the invitation yet (red x).
In Show … entries, choose how many families appear on a page: 5, 10, 30 or 50.
Tick the families you want, or the box above the list to select all of them on the page.
Click Invite parents or Invite students.
Confirm with Confirm. The invitation goes out by email to all the parents (or students) of the ticked families.
Resend: Pending Users
For those who received the invitation but haven't activated their account (orange x), choose Pending Users in Status. Tick the families, click Resend Invitation and confirm with Confirm. The invitation is sent again to the parents and students of the ticked families.
Activation link on other channels
If the user can't find the invitation email, click the orange circle next to their name in Pending Users, straight from the list. The Invitation URL window opens, with the date the invitation was sent.
Click Copy and send the link to the user on another channel (for example WhatsApp or SMS). From the link, they activate their account directly.
Tip: combine Status with the Select Group filter to send invitations only to the families of one class, for example at the start of the school year.
Note! The box above the list ticks only the families on the page shown (50 at most). If you have more, go to the next page and repeat the steps. The invitation reaches only users who have an email address filled in; add the address in the family profile first (see section 8).
For All children and Registered users, ticking a family shows only the Archive Account button (see section 14).
11. How do I move a child or a parent to another family?
Families Management › view family › Move to new family
If a child or a parent was added to the wrong family by mistake, or if siblings are in different families, click Move to new family under their name. Search for the correct family in the search field and click Move Here.
Note! If you use the Billing module, the balance of the family you move the child to does not sync with the balance of the previous family.
In the family profile you also find:
Add Child: add another child to the same family;
Switch into Parent account: if a parent was added as a student (or the emails were swapped), turn the account into a parent account.
12. How do I move a student to another class or location?
Families Management › student's name › Classes
Click the student's name to open their profile. On the left are the Modify, Billing plans, Archive Account and Suspend KP Access buttons. On the right are the profile sections: Classes, Users, Notes, Timetable, Gradebook, Medical Record, Documents and others.
In the Classes section:
Move to another group or class: tick the box, confirm, then pick the new class from the list.
Move to another location: tick the box and pick the class in the new location. A student can't be moved to a location only; you must also pick a class.
When you tick the box, you are asked to confirm: click Confirm.
Note! The Move to another location option appears only if your school has several locations. Teachers need access to both locations and to the classes concerned.
13. How do I suspend a student's access?
Families Management › student's name › Suspend KP Access
In the student's profile, click Suspend KP Access and choose the reason:
Suspend (Billing Reasons): the parent or student sees only the Invoices section.
Suspend (Documents Reasons): for example, the signed contract is missing. The parent sees only the Documents section, where they can upload the requested documents.
Suspend (Other Reasons): the parent and student no longer have access to any module.
To restore access, open the student's profile again and reactivate it from the same place.
14. How do I archive, reactivate or delete a student account?
Families Management › student's name › Archive Account
One student: in the student's profile, click Archive Account. Optionally, write the reason in Reason for archiving the child's account and click Archive Account. The student gets a re-enrollment code, which can be used to reactivate them or transfer them to another school.
Several students: in the Families Management list, tick the families (or the box above the list, for the whole page) and click Archive Account. Combine it with the Select Group filter to archive a whole class.
Archived accounts move to Status › Archived accounts. Their families no longer receive the information published after archiving.
Reactivate or delete: in Status, choose Archived accounts, tick the students and click Reactivate Accounts or Delete selected children.
Note! An account must be archived first before it can be deleted. Deleting removes the account and all its history, with no way to recover it. We recommend keeping accounts archived, or asking the parents to download their information first.
15. How do I add notes about a family?
Families Management › view family › Family observations
At the bottom of the family profile, under Family observations, write the note in the Add Notes... field and click +. Observations are visible only to staff members, not to the family.
16. How do I download the list of children in my school?
Custom Reporting › Children
In the left menu, open Custom Reporting and click Children. In the list at the top, choose which children appear:
Enrolled children: all active students;
Active/confirmed KP accounts: students from families with at least one activated account;
Unregistered KP accounts;
Archived accounts.
With Columns you choose what information the table shows. Each column also has a filter and sorting. Click Export.
The Export preview opens. Here you change the title, filter, sort and choose the columns, then click Download PDF, Download XLS or Download CSV.
17. Can a parent use the same account at two schools?
Families Management › view family › Add member
Yes. Add the parent with the same email address they use at the other school (see section 6). After they accept the invitation, the parent switches in the app between the account at one school and the account at the other.
Note! This works only for parent accounts, not for student accounts.
18. How do I change the family's main account?
Families Management › view family
In a family with two or more parents, one of them is the main account. The main account is informed about the invoices issued.
Open the family with view family. The filled yellow star next to the name marks the main account. An empty star marks an additional account. Click the empty star of the parent who should become the main account.
In the Confirm window, click Confirm. The chosen parent becomes the main account, and the other one becomes an additional account. If you change your mind, click Cancel.
Tip: change the main account when invoices should go to the other parent, for example after a separation or when another family member pays.
Related articles
Need help? Write to us in the chat and we'll help you.