When a child leaves your setting, 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 Setting

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Their profile will be available when filtering for Withdrawn children or using the search bar

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 setting 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 setting manager has access

This article runs through permanent deletion in more detail:

Permanently deleting a child's profile

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Their profile remains accessible as a withdrawn child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When a child is withdrawn: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You can view withdrawn children at any time.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 setting.

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 setting, 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 deleted
1 – 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 enquiry
3 – Anonymised
The child has been permanently deleted from the platform