đ Code status is available for sites that use automatic funding entitlements
When a family provides an eligibility code for funded childcare, it's important to know whether that code is currently valid, in its grace period, or no longer active. Recording the code status in Famly gives you a clear, up-to-date picture of which children you can claim funding for and which ones need following up before the next claim deadline.
Permissions required
You'll need the Manage funding permission to set or update a code status. Anyone with access to financial reports can see the Status column in the funding report. To update permissions for your team, go to Settings â Staff â Manage roles and permissions.
Finding Code Status
You can find the code status section by going to the child's profile, then Funding â Manage funding information â Code status.
Setting a Status from the Code's Dates
If you have the code's start and end dates, this is the recommended approach. Famly will use those dates to calculate the status automatically and update it every day, so you don't have to remember to check or update it manually as terms change.
To set a status from dates:
Select Set status from dates
Enter the code start date and code end date
Choose the grace period end date: 31 March, 31 August, or 31 December
Click Save
Once saved, Famly updates the status daily based on where today's date falls:
Invalid before the code start date
Valid until the code end date
In grace period from the code end date until the grace period end date
Invalid again after the grace period ends
The status also shows which term the code covers, for example "Valid for Spring term 2027", making it easy to see at a glance whether the code is relevant for the current claim period.
Setting a Status Manually
If you don't have the code's start and end dates, you can set the status manually instead. This is useful when a parent has confirmed their eligibility verbally or when you're waiting for the formal code to come through.
To set a status manually:
Select Set status manually
Choose Valid, In grace period, or Invalid
Choose the term under Valid for (this shows as Invalid for when the status is set to Invalid)
Click Save
đĄ A manually set status won't update on its own as time passes, and Famly won't store any dates alongside it. If you later receive the code's dates, it's worth switching to the date-based option so the status stays accurate without any extra effort
Seeing Every Child's Code Status
Rather than checking each child's profile individually, you can get an overview of all eligibility code statuses in one place. The funding report includes a Status column with a coloured dot, showing each child's current status and the term it applies to at a glance. The status also appears on the child's funding card in their profile, so it's visible wherever you're working.
This makes it straightforward to spot any codes that are approaching their end date or have already expired, so you can follow up with families before it affects your claim.
âď¸ Famly doesn't check codes directly with HMRC. The status reflects what your team has recorded, so it's important to keep it up to date and chase families promptly when a code is due to expire
Good to Know
Every change to a code status is logged with who made it and when, so you have a full audit trail
Code statuses are updated one child at a time. There's no bulk update option currently
There are no automatic reminders to parents or staff when a code is approaching its expiry date. This is planned for a future update