When a child leaves your center, you can either withdraw their profile (recommended in most cases) or permanently delete it. The sections below explain each option and what happens next.
Withdraw a Child From Your Center
Withdrawing a child removes them from your list of current children while keeping their records available for reference. To withdraw a child:
Use the search bar to find the child’s profile
Open the About tab
Scroll to Registration and room moves
Enter the child’s leaving date in the Last day field
Click Save
Once the child’s last day has passed:
They’ll be removed from your list of current children
They’ll no longer appear in their room
Their profile will be available when filtering for Withdrawn children or using the search bar
Tidying Up After a Child Leaves
Once a child’s last day has passed and their final invoice has been sent, there are a couple of extra steps worth taking to keep your account clean and up to date.
Check for outstanding invoices
Before archiving anything, make sure there are no outstanding invoices for the child. Head to the child’s Billing tab and check that all invoices have been paid or resolved. Archiving a bill payer with an open balance means the debt won’t be visible in your regular bill payer list.
Archive the bill payer
Once the final invoice is settled, archive the bill payer so they no longer appear in your active list. To do this:
Go to Finances in your sidebar and select Bill payers
Find the bill payer and open their account
Click Archive
Archived bill payers are removed from your active bill payer list but their records are still available if you need to refer back to them. This keeps your bill payer list relevant and avoids a build-up of inactive accounts over time.
💡 If you have a number of bill payers that need archiving, it’s worth setting aside time to do this at the end of each term or semester as part of your regular admin
Permanently Delete a Child’s Profile
If you need to permanently delete a child’s profile and records, this can be done from the Data management section. To permanently delete a child:
Open the child’s profile
Go to the About tab
Select Data management
Delete the child’s records from here
Please note:
Only managers with the highest level of permissions can access the Data management tab
If your site is part of an organisation, only organisation managers can delete child records
Site-level managers cannot permanently delete records
If you’re not part of an organisation, only the site manager has access
This article runs through permanent deletion in more detail:
What Happens When a Child Leaves?
When a child’s leaving date has passed, their profile is archived. This means:
They no longer appear in your list of current children
They’re removed from their room
Their profile remains accessible as a withdrawn child
Parent Access After a Child Leaves
When a child is withdrawn:
Parents can still access their child’s profile and photos
Parents can view their current balance
Parents do not need to download or print records immediately
💡 Parents will continue to have access to Famly unless you remove their role
Download a Child’s Learning Journey
Although parents can download the learning journey themselves, you can also provide a copy if needed.
To download a child’s journey:
Open the child’s profile
Go to the Journey tab
Click Print, then Print all
Choose your formatting preferences in the pop-up
Click Print again
In the preview window, select Save as PDF as the destination
Click Save
Find Records of Past Leavers
You can view withdrawn children at any time. To find withdrawn children:
Click Children in the sidebar
Open the Status filter
Select Withdrawn children
Make sure all other status filters are unchecked
This will show a list of children who have previously left your center.
Find a Withdrawn Child Using Search
You can also search directly for withdrawn children.
To do this:
Click the search icon to open the search bar
Toggle Include withdrawn
Search for the child’s name
Re-enrol a Withdrawn Child
If a child returns to your center, you can add them back to your list of current children. To re-add a withdrawn child:
Use the search bar with Include withdrawn turned on
Open the child’s profile
Go to About → Registration and room moves
Click on Clear over the Last day field or change it to a future date
Click Save
The child will now appear as a current child again. Please note:
When adding a new plan, you’ll need to create a placeholder (blank) plan covering the dates the child was not enrolled
Save the placeholder plan before adding the new active plan
Create a List of Withdrawn Children
You can create a list of past children by making a Custom list or a Custom report.
Custom Lists
To create a list of withdrawn children:
Go to Reports in the sidebar
Select the Custom lists tab
Click Add list
Choose Children
Under Status:
Select Past
Deselect Current
You’ll now have a list of all withdrawn children, with links to their profiles.
Starters & Leavers Report
The Starters & leavers report is available on the Professional package and is currently in beta, so you may see changes as it develops.
To access the report:
Go to Reports → Registration → Starters & leavers
This report shows:
Children starting in a selected period
Upcoming leavers
Children who have already left
You can filter by:
Month
Starters
Upcoming leavers
Leavers
Each report can be downloaded using the three-dot menu.
Child Statuses in the Starters & Leavers Report
Statuses indicate where a child is in their journey:
0 – Deleted
A child who has been soft deleted1 – Active
Includes:Upcoming (enrolled but not yet started)
Current (actively attending)
Withdrawn (attended previously, end date is in the past)
2 – Enquiry
The child exists only as an enquiry3 – Anonymised
The child has been permanently deleted from the platform
On the Professional package, the report also includes:
The Reason for leaving
Any additional notes added on the Registration tab