🔒 Parent to-do lists are available in the Enrollment add-on. Reach out to us in-app if you're interested in enabling this for your center
Parent to-do lists help you guide families through important onboarding steps before their child starts. Managers can create reusable task lists that automatically assign to parents based on rules such as the child's age or how close they are to their start date.
This helps reduce manual follow-ups, improves completion of forms and permissions, and gives you a clear overview of each family's progress.
💡 Parent to-do lists currently apply to upcoming children only (those with a future start date). Additional use cases may be supported in future updates
Finding Parent To-do Lists
For organizations
If you are an organization manager, you can access parent to-do lists by navigating to Overview, selecting your organization in the Site picker dropdown → Settings → Parent To-do lists → Show.
From here, you can:
Create new to-do lists
Edit existing lists
Publish lists to make them active
For single sites
If you are a manager at a single-site center, you can access parent to-do lists by clicking on Attendance in your sidebar, going to Registration and clicking on New Starters. From here, click on the Set up parent to-do lists button at the top of the page.
How Parent To-do Lists Work
Creating a Task List
You can create reusable task lists that automatically assign to parents when their child matches the rules you set.
Each task list includes:
A name, for example Under 2s Onboarding
Site scope, allowing you to apply the list to all sites or selected sites
A set of tasks parents need to complete
Assignment rules that determine which families receive the tasks
Task Assignment Rules
When you publish a task list, it automatically assigns to parents whose children match your criteria. You can define rules based on:
Child's age
Assign tasks based on age groups, such as:
Under 2 years old
3 to 4 years old
Time until Start Date
Assign tasks at specific points before the child's start date, such as:
8 weeks before start
2 weeks before start
💡 Rules work together. A child must match all the criteria you set in order to receive the task
Types of Tasks You Can Create
You can add four types of tasks to your lists.
Form tasks
Assign an existing form for parents to complete. The form must already be created, published, and shared across all sites.
Example uses:
All about me form
Dietary requirements form
Medical information form
Emergency contact details form
Profile completion tasks
Ask parents to complete specific sections of their child's profile.
Example uses:
Add emergency contact information
Ensure all parent permissions are set
Message tasks
Prompt parents to send a message to your center. This does not book anything automatically. It simply reminds parents to get in touch.
Example uses:
Message us to arrange your settling-in visit
Contact us with any questions about your child's start
Contract tasks
Add a care contract as a to-do, sent automatically to the right families. The contract must already be set up as a template before it can be added as a task.
Example uses:
Sign your enrollment agreement
Complete your care contract before your child's first day
Due Dates on Tasks
You can add a due date to any task. Parents see their most urgent tasks first, so the important things get done before day one. Due dates are set when creating or editing a task within your list.
Recommended Starting List
If you're not sure where to begin, here is a simple starting list that covers the essentials for most centers:
Task | Type | Timing |
All about me form | Form | 5 weeks before start |
Book a settling-in session | Message | 4 weeks before start |
Add emergency contacts | Profile completion | 3 weeks before start |
Set parental permissions | Profile completion | 2 weeks before start |
Sign care contract | Contract | 1 week before start |
By spacing tasks out in the weeks leading up to a child's start date, parents receive them gradually rather than all at once.
💡 If your center uses different forms for different age groups, add an age condition to your form task so only the relevant families receive it
Creating a Task List
To create a new task list:
Go to Parent To-do lists
Click New to-do list
Enter a name for the list, for example New Toddler Onboarding
Choose which sites the list applies to, either all sites in your organization or specific sites only
Add tasks to the list by clicking Add task, choosing the task type, adding a title and description, linking a form or contract if applicable, and setting a due date and timing for when the task should be sent
Review the task list
Click Publish to make it active
Once published, tasks are automatically assigned to parents whose children match the rules. Parents receive notifications when new tasks are added.
What Parents See
When a parent's child matches the rules for a to-do list, the parent will see their tasks in a few places:
A widget on their home screen showing how many tasks are waiting to be completed
Individual task details, including a description and a direct link to complete the action
Tasks ordered by due date, with the most urgent shown first
Notifications
Parents receive:
In-app notifications
Email notifications when new tasks are assigned
Weekly reminders for outstanding tasks
💡 Weekly reminders are only sent if the parent has created a password and the child does not have a leave date
Task Completion
Once a task is completed, it is removed from the parent's list. Any parent contact linked to the child can complete a task, but only one completion is required per task.
Tracking Task Progress
You can track task progress from the New Starters page under Enrollment → New Starters. This shows aggregated progress across all upcoming children, which families have completed their tasks, and which families may need a follow-up.
Managing Your Task Lists
Testing before sharing with parents
New task lists begin as drafts. It is recommended to test them with a small group or a test site before publishing to all families.
Once a list is published:
You can add or remove sites
You can add or remove tasks
Existing tasks cannot be edited
Adding or removing sites
You can change which sites a task list applies to at any time.
Add a site: parents at that site will see tasks within a few hours if they meet the criteria
Remove a site: tasks are removed immediately for families at that site. Completed tasks remain logged, but incomplete progress is removed
Adding or removing tasks
Add a task: parents will see the new task within 1 to 2 hours if they meet the criteria
Delete a task: the task is removed immediately for all families. Completed tasks remain logged, but incomplete progress is removed
Edit a task: tasks cannot be edited. To make changes, delete the task and create a new one. Families who completed the original task will need to complete the new version
Archiving a list
Archiving stops the list from assigning to new families. Existing assignments remain unchanged.
Deleting forms linked to tasks
You cannot delete a form that is linked to an active task. To delete the form, first remove the task that uses it.
Before You Start
A few things to know before creating task lists:
Only Organization Managers can create task lists
Task lists are created at organization level and can apply across all sites
Tasks assign automatically based on the rules you define
Manual assignment to specific families is not currently supported
The feature is designed for children with a future start date
Once a child begins attending, the to-do list no longer applies
Tasks must be part of a reusable list. One-off tasks are not supported
Once a task is completed, it cannot be undone
Frequently Asked Questions
Can individual sites create their own task lists?
No. Task lists are currently managed at organization level only to ensure consistency across sites.
Can I assign tasks manually to individual children?
No. Tasks are assigned automatically based on rules such as age, start date, and enrollment status.
What if I want to delete a form that is part of a task?
You must first remove the task from the list. Forms cannot be deleted while they are linked to active tasks.
Can multiple parents complete the same task?
Yes. Any parent contact linked to the child can complete the task, but only one completion is required.
Will parents still see tasks after their child has started?
No. Parent to-do lists only apply to upcoming children with future start dates.
What happens if I change a published task list?
Changes will not affect tasks that have already been completed. However, they may affect what new families receive. You will see a warning if the list already has active completions.