🔒 To delete children and staff in-app, both of the Data management permissions will need to be enabled

Please note that permanent deletion should only be done in cases where the parent has requested it or it is mandated by government guidelines. Once deletion is confirmed, you will no longer have the opportunity to get that data back and Famly will not be able to recover it either.

How to Access the Data Management Tab

Data management permission

The Data management tab in Famly allows authorised users to export and delete child, staff, and bill payer data. Access to this tab is restricted and depends on your role and the type of setting you work in.

Who can access the Data management tab?

Access is not given to all staff members by default. Here’s how it works depending on your setup:

For single settings (not part of an organisation):

Only the Manager role has access to the Data management tab by default.
Setting managers can grant the Data management permission to other staff members at their setting.
The permission sits within Administration → Data Management, and can be enabled as part of a new role or added to an existing one by the default manager.

For organisations (groups of multiple settings):

Only those with the Organisation manager role have access to the Data management tab by default.
Organisation managers can grant Data management access to other organisation-level staff by creating or editing an organisation-level role. Organisation managers cannot enable this role for site-level managers or staff as site-level managers within an organisation do not have access to this tab.
To do this, go to your organisational-level Settings → click Show in Access Control → then Compare permissions. From here, edit or create a role (e.g. "Data Manager"), and enable the Data management permission under the Administration section.

💡 Within an organisation, only organisation-level roles will be able to see the Data management tab. Managers and staff at site-level within an organisation cannot see the Data management tab and will have to request child or staff deletion be done by an organisation-level staff member

How to check if you have access to the Data management tab

If you can’t see the Data management tab:

You may not have the right permissions
You may be in a site-level role within an organisation, which does not allow access

To check your role:

Go to your profile
Review your assigned role:
- For single-site settings, you’ll need to be a Manager, or have been given a role with Data management enabled
- For organisations, you must be in an organisation-level role with Data Management enabled.

If you’re unsure whether your role is site-level or organisation-level, contact a Manager for clarification.

If you have the Data management permission

This permission enables a new tab within a child or staff member's profile titled Data management. From this tab, you can select whether you'd like to Export data or Delete Child/Staff data

Delete Child or Staff data

Upon clicking the Delete child data button, you will need to confirm the deletion by reading the information on the pop-up and typing DELETE into the required field

Once confirmed, you will be asked to remain on this screen until the deletion is complete and an all-done status shows

Export Child or Staff Data

Clicking on the Export data button will prompt a pop-up to show a description of the export process

To begin your export, click on the Request export button. You'll receive a notification when the export is complete and ready to access in the same Data management tab.

Click on the Download button to download the data package to your computer. The data package will expire after the given period

Information Included in a Data Package

The data package is a .zip file containing a collection of CSV files.

💡 Please note that the data within the package is encrypted. This means that no names are visible and only the corresponding IDs are shown

The data package can be useful, for example, if you want to trace who made a specific entry in Famly and when. To find out who the IDs belong to, you can enter them into the search function in Famly or contact our support team for assistance.

For a more reader-friendly overview of your data, we generally recommend using the built-in reports, such as the Attendance report, the Occupancy planner, or the Custom reports feature.

What’s included in a child's data package?

A Media folder, which contains:

Documents shared via the Notes tab in a child’s profile (including deleted notes)
Photos saved by parents in the profile
Photos added to observations for the child (including deleted observations)
Profile pictures

Encrypted information about:

Absence data
Event responses
Ad-hoc purchases and booking plans
Deposits
Planned sign-out times
Parental permissions
Child-specific notes
Accident/incident reports
Medication forms
Holiday responses
Observations (including observation drafts, deleted drafts, and deleted observations)
Group changes
Check-in and check-out times
Collection passwords

What’s included in a staff member’s data package?

The data package for a staff member is also a .zip file containing a series of CSV files. As with the child data, all information is encrypted, so no names are shown, only the associated IDs.

For a clearer overview of staff data, we recommend using the relevant reports available directly from the respective sections, such as the Staff attendance report or our Custom lists or reporting features.

The staff data package includes: