Contact Profiles

Adding New Contacts

Once you have entered in the key information about a child in their profile, you will be prompted to add contacts.

1. Navigate to the Child Profile > Contacts tab.
2. Click 'Add Contact' if you will be creating a new contact.
3. Enter information into each field as needed (only First and Last names and Relationship are mandatory).
4. Click 'Create'

Adding Existing Contacts

If the contact already exists at your centre, they can be added to the child profile without re-entering their information.

1. Navigate to the Child Profile > Contacts tab.
2. Click 'Add Existing Contact'.
3. Select the contact from the dropdown menu.
4. Indicate their relationship to the child.
5. Tick the relevant permissions.
6. Click 'Add'.

Bill Payers

The Bill Payer is the contact responsible for the child's account at your centre.
When creating an enrolment for the first time, a bill payer will need to be elected to receive invoices.
Once the enrolment has been saved, the Bill Payer Details section will become visible on the elected contact's profile, under the Contact Details tab.

This section allows preferences to be set for the nominated bill payer, including:

• Custom invoicing cycle or opting out of automatic invoicing
• Bank Reference (to be used by the bill payer when direct depositing fees for easier identification)
• Additional contacts to receive invoices (Copy Financial Emails To)
• Optional Direct Debit (if integrated with Xplor Pay by Debit Success) and custom billing days.

Custody and Conditional Access Terms

Any special conditions regarding the access of a Contact to a child, can be indicated in Contact Details tab > Relationship With Child.

A full list of any contacts with Conditional Access Terms can be viewed by navigating to Reports > Children > Children Contacts report.

Removing Contacts

If you have incorrect or duplicate contacts on a child's record, these can be removed by navigating to the Child Profile > Contacts tab.

Click the trash can icon next to the relevant contact's name.

Duplicate Contacts

If two duplicate records are already linked to a child's account, select one of them to be the "incorrect record" and modify their name in the Contact Details tab for easier identification, eg. "XJohn Smith". 

If the contact is associated with siblings, check the PIN in the Contact Details tab. The correct record is the one that matches. 

If there is only one record and the PIN is not matching with the sibling, you will need to add the existing contact first.

1. In the Child Profile, navigate to the Contacts tab.
2. Click Add Existing Contact and select the correct contact (There should now be 2 records).
   
3. If the incorrect contact is listed as the Bill Payer, click on the 'Account' tab, then select their name from the dropdown.
4. Click 'Change Bill Payer' and select the correct contact in the dropdown menu (All financial transactions will be moved and merged)
   
5. In the Contacts tab, click the bin icon next to the incorrect contact.