The family page

Click a family on the Families list to open its page. The left side is about the kids. The right side has notes, the grown-ups, billing, and emails the studio has sent.

Owners, admins, and front desk can edit everything on this page. Instructors can read it and add notes. Billing and missed classes only show to owners, admins, and front desk. Merging and deleting are for owners and admins.

What’s on the page

The header shows the family name, Active or Inactive, the address and home phone, and Imported from Jackrabbit if it came over in an import. Buttons: Message, Edit (family name, home phone, and address), and a … menu with Merge with another family… and Delete family.
Students lists each kid with their age, birthday, any allergy (shown as a red tag), and the classes they’re in. Click a class to open it.
Details shows your studio’s custom fields for the family. See Notes and custom fields.
Notes from the team, pinned notes first.
Parents & guardians and Emergency contacts, with tags for Primary, Billing, Pickup, and Uses parent app (they’ve signed in to the parent app).
Billing: the family’s balance, charges, and payments. See Billing.
Missed classes: absences and cancellations and how each was settled. See Absences and makeups.
Emails: messages Spotter sent this family and whether they went out.

Under each kid

Add medical notes (or Medical notes once filled in): allergies, medications, conditions, and notes. Allergies show on the kid’s card, on class rosters, and on the attendance roll so instructors see them at class.
Details: the kid’s custom fields.
Past classes: their last 10 classes that ended, with dates, whether it was a trial, and why they left.
Enroll in a class: pick a class and enroll them. Full classes offer the waitlist. See Enroll students.

Add a person

Click Add student, Add guardian, or Add contact

Add student is above the kids. Add guardian and Add contact are on the grown-up sections.

Choose New person or Someone already here

For a new person, fill in their name. Kids get a birthday and gender. Grown-ups get an email, mobile, home phone, and relationship.

Pick Someone already here to link a person who’s already in another family, like a child who lives in two households. Search by name and click Link. Both families then see the same kid, and the card says Also lives with the other family.

Set the grown-up’s flags

For guardians, check Primary contact and Gets bills as needed. For any grown-up, check Can pick students up. A family has one primary contact, so checking it on one guardian unchecks it on the other.

Save

Click Add student, Add guardian, or Add emergency contact.

Edit or remove a person

Click the pencil next to a person to edit them. Changes to a name, email, or phone show in every family that person belongs to. On a kid, you can also set Status to Inactive. Only active kids can be enrolled in classes.

Click the trash can to remove someone:

If they’re also in another family, they’re only taken out of this one.
If this is their only family, they’re deleted.
A kid who’s still in classes and isn’t in another family can’t be removed. Drop them from their classes first.

Merge duplicate families

If Spotter thinks two families are the same household (same email or phone number), a yellow box at the top says This might be the same household as the other family.

Start the merge

Click Review and merge in the yellow box, or choose Merge with another family… from the … menu and search for the other family.

Choose which record to keep

Under Keep which record?, pick the family you want to keep. Spotter shows what moves.

Click Merge into the family you’re keeping

Everyone in the other family, their classes, billing history, notes, emails, and custom field answers move over. Where both families have an answer to the same field, the one you keep wins. The address, home phone, and billing rules fill in only where the kept family has none. Then the other record is deleted.

Merging can’t be undone. Only owners and admins can merge. Others see “An owner or admin can merge them.”

Delete a family

Owners and admins can choose Delete family from the … menu. Anyone who isn’t in another family is deleted too, along with their history. Spotter won’t delete a family while one of its kids (who isn’t in another family) is still in a class, so drop them first. This can’t be undone.