Linking siblings' profiles

You can ensure parents with multiple children at your setting have access to the profiles of all their children. To do this:

  • Make sure that the parent(s) have the same email address associated with all their children.

  • Once you send the 'parent' login out from all their children's profiles, that parent will be able to log in to the app and see all their children.


Linking siblings' invoices

Parents with multiple children at your setting can receive one invoice for all of their children. To set this up:

When a new sibling starts the setting

Do not set up a new bill-payer for the younger sibling. Instead:

  • Go to the new sibling's profile and select the 'Bookings' tab

  • Next to 'Bill payers' click 'Manage'

  • Next, click 'Add bill payer' and ensure the 'Search for existing' box is selected.

  • Search the name of the bill payer you want to add (the same bill-payer as you used for their sibling) and make sure that the person has 'Bill payer for: [the child's older sibling]' under their name.

For example, if Ruby Walker's younger sibling has just started the setting, and I wish to assign their mum Caroline as a bill payer for the younger sibling too, I would search for Caroline (as described above), then select her from the results.


When both siblings already have established bill-payers

If two siblings already have separate bill payers assigned to them (and the family wish to combine them into one bill payer for all siblings), you can follow the steps below. To make it clear, we have used the terminology 'first' and 'second' sibling, but this is just to differentiate in the instructions, you can of course follow the same procedure with multiple siblings.

To set this up:


Step 1: Check for outstanding balances

  • First check for outstanding balances on the account of the 'second' sibling. This is because you will have to remove a bill payer for this sibling, to add the bill payer of the first sibling. This means that you will also have to transfer the balance.
    To do this, visit the 'Bookings' page of the profile, then click 'view account' under the 'Bill payers' box. Here you can see the outstanding balance.

Step 2: Remove a bill payer

Next you will need to remove the bill payer from the 'second' sibling in order to add the 'first' sibling's bill payer (you can also have multiple bill-payers if you choose). To do this:

  • Go to the 'second' sibling's profile and select the 'Bookings' tab.

  • Next to 'Bill payers' click 'Manage'

  • Next to the name of the existing bill payer for the 'second' sibling, click the 'x' (as below)

  • A pop-up will open, asking you to confirm that you want to remove the bill-payer. Here, click 'Remove'

Step 3: Assigning the 'first' sibling's bill payer to the 'second' sibling

Now you have removed the 'second' sibling's bill payer, you can assign them the 'first' sibling's bill payer. To do this:

  • Go to the new sibling's profile and select the 'Bookings' tab

  • Next to 'Bill payers' click 'Manage'

  • Next, click 'Add bill payer' and ensure the 'Search for existing' box is selected.

  • Search the name of the bill payer you want to add (the same bill-payer as you used for their sibling) and make sure that the person has 'Bill payer for: [the child's older sibling]' under their name.

For example, if Ruby Walker's is the 'first' sibling, and her younger (the 'second') sibling has just started the setting, we can now assign their mum Caroline as a bill payer for the younger ('second') sibling too. I would search for Caroline (as described above), then select her from the results.

Step 4: Check the balance

Now you have the same bill-payer for both siblings, both of their balances should be payable by that one bill-payer. To check this that the balance has moved across:

  • Go to the 'Apps' menu and select the 'Revenue and Debt' app

  • Next, click on 'Debt and Invoicing'

  • In the 'search' box below the graph, search for the shared bill-payer name

  • Here you can see two siblings are now linked to this one bill-payer and see the outstanding balance. The bill payer's invoice will also show charges for each sibling separately.

  • If the outstanding balance on the 'second' sibling has not moved across, go back to the bookings section of their profile and click outstanding invoice for their fees. A new window will open showing the invoice.

  • Click the three dots on the top menu of the invoice, and select 'Transfer invoice' from the drop-down menu.

  • A pop-up will open where you can search for the newly assigned bill-payer and click 'Transfer'.

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