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Child profiles

Last Update 4 maanden geleden

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Link Enrolment Form to Existing Child Profile

⚠️ This feature is not for linking siblings!

Overview

This process allows centres that have just migrated to OWNA (and uploaded the children during onboarding) to ask parents to fill out an enrolment form via OWNA and then link it to and update the existing child profile.

Steps

  1. Go to CRM > Enrolment Forms
  2. Locate the enrolment form (you can use the search or other filters to help find it)
  3. Click on the edit button (pencil icon)
  4. Complete required fields (e.g. select their room and fee - even if they already have this in their profile)
  5. Select the child's name from the Update Existing Child dropdown
    • Only exact name matches will be listed
    • DOB is also displayed in the event of two children with the same name
  6. Click Submit
  7. Confirm the action (click OK)

Updated FIelds

These are fields that will be updated in the child and linked parent/carer profiles when linked using the dropdown.

Linked Form/Profile

Once an enrolment form has been linked to a child, their OWNA ID appears in the top right corner:

  • You can unlink the profile by deleting this code and clicking Update again
  • Click on the Child Profile button underneath to go to the child's profile
  • Don't enter your owna codes in this field!

You can also click on the enrolment form link from the child's profile to return to the form.

Linked to Another Child

For this explanation, the child who has been incorrectly linked to is 'Child A' and the child whose enrolment form has been incorrectly linked to another child is 'Child B'.

Follow these steps to fix an incorrect linking:

  1. Remove incorrect Documents from Child A
    • Go to the child's profile
    • Click on Child's Documents
    • Identify any documents that are not related to that child, click Edit, then Delete Document (click OK to confirm)
  2. Unlink Emergency Contacts from Child A
    • Go to Relationships/Permissions
    • Change the dropdowns for the incorrect contacts back to -select-
    • Click Update Family
  3. Locate Child A's enrolment form and re-link it to Child A (this will restore any incorrect fields in their profile)
  4. Use Child B's enrolment form to create a profile for Child B or ensure you have selected the correct profile if Child B already exists

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