Adding children to eymanage

Adding children to eymanage



Whether you're setting up your nursery on the system for the first time, or you're keeping the system updated, it's essential that you know all the different ways to add children to eymanage. If you're only adding small numbers of children, you may choose to do this manually and fill out their profiles yourself. Alternatively, you might use the child profile form, which can be sent out to parents for them to fill our their child's details for you. If you need to add a lot of children at once, you also have the option to import child data into the system using a spreadsheet. 

Adding a child manually

  1. Click on  Children in the sidebar.
  2. Click on the  icon in the top right.
  3. Fill out the relevant information in each tab of the child profile. At the very least, you should enter the child’s First Name, Last Name, Legal Gender, Date of Birth, Parent First Name, and Parent Primary Email and Parental Responsibility.
  4. Click Save.

Using the child profile form

The child profile form can be sent to parents when adding a child to the system for the first time, so you can have them fill out their child's details, or when a child profile needs to be updated. The child profile form is the same as the form used to register new children on eyenquiries, and so can be customised in the same place.

Customising the child profile form

eymanage lets you customise how fields appear in the child profile form. Some of the form can be editied in System Settings, but customising the form in Global Settings allows you to edit more options, and makes these changes apply to all nurseries.
  1. In the top right, click on  > System Settings/Global Settings.
  2. On the left-hand side, click on the eyenquiries tab. 
  3. Click Registration/Child Profile Form Setup.
  4. Go through Child Details, Parental Details, and Medical Details tabs one by one and check the appropriate boxes:
    1. Mandatory for fields that must be filled out before the form can be submitted.
    2. Optional for fields that appear on the form, but don’t need to be answered to submit the form. 
    3. Hide for fields you don’t want to appear on the form.
  5. On the Agreements and Policies tab, you can edit the text for the agreements that parents have to check on the child profile form. Note that edits made to this section will not alter names of the checkboxes, which will remain Permissions Authorised, Information Security, Accurate Information, Policies and Procedures, and Confirmation & Signature.
  6. On the Terms and Conditions tab, you can edit the text for the Terms and Conditions that appear when a parent clicks on the terms and conditions link in the child profile form.
  7. Click Save on each page where you’ve made changes.

Permissions

In the Permissions section of the child profile form, parents can decide what actions they allow the setting to perform with their child. This could include anything from applying sunscreen to letting the child appear in the setting’s promotional content. To add a permission:
  1. In the top right, click on  > Global Settings.
  2. Click on the eyenquiries tab on the left.
  3. Go to Child Profiles > Permissions.
  4. Click on the  button in the top right.
  5. Enter the name of the permission category.
  6. Click Save.
  7. Find the category you just created on the list and click the  icon to edit it.
  8. At the bottom you’ll see a section called Permission. Click on the  button next to it to create a permission under this category.
  9. Enter the permission in the empty Name field. This can be something like Apply Nappy Cream.
  10. Click Save.
  11. Repeat steps 8-10 for however many permissions you want under this category.
  12. Click the  icon next to any permission to delete it. Categories that don’t have permissions added won’t appear on the form.

Illnesses & Immunisation

The Illnesses & Immunisation section of the child profile form is where parents can fill out which illnesses and immunisations a child has had. You can customise what appears in this section.
  1. In the top right, click on  > Global Settings.
  2. Click on the eyenquiries tab on the left.
  3. Go to Child Profiles > Illnesses & Immunisation.
  4. Click on the  button in the top right to add a new field.
  5. Type in the name of the illness or immunisation in the Name field.
  6. In the Type field, choose whether it’s an illness, has an immunisation, or both from the drop-down menu
  7. Click Save.
  8. You can edit an item by clicking on the  icon on the right, and delete it using the  icon.
InfoThe Booking Pattern tab only applies to the registration form in eyenquiries, and is not relevant to the child profile form.
Info
Customising the child profile form will also make changes to the registration form in eyenquiries.

Sending the child profile form

Depending on your Branch/Nursery settings, the child profile form will either be sent to the parent’s inbox, or to their Messages if they have a parent login.
  1. Click on  Children in the sidebar. 
  2. From the Children page, click on the  icon in the top right.
  3. Click on Select Room/Select Tags and choose which option the child belongs to to filter available recipients accordingly. If unsure, you can choose All. 
  4. Check the box next to each child you want to send a form for in the Recipient List.
  5. Edit the email if needed.
  6. Click Send.
  7. The parent will receive a link to the Child Profile Form.

Importing child data

If you have existing data on children, you can import them into the system all at once. You can do this yourself, but it's recommended that you contact the eyworks team if you want to import data. Technically, you can import any CSV file into eymanage, but it may be better to download the child import sheet attached to this article.
  1. Click on  Children in the sidebar
  2. Click on the  icon in the top right to take you to the import page.
  3. Under Import Children, click on Browse to select a CSV file to import, then Open it.
  4. Click Next to see a list of all the data from the CSV file.
  5. Click on the drop-down menu above each column to choose which field in the child profile this data aligns to. The First Name, Last Name, Date of Birth, and Legal Gender fields are mandatory and must be selected to continue with the import.
  6. Check Skip if you don’t want a particular column to be imported into the profile. 
  7. Click Next.
  8. On this page, you'll be able to edit any of the data you’ve imported.
  9. Click Next again to finish the import.
NotesNot all options and fields can be filled in during an import. Certain things, like giving a parent eylog access, must be done manually on the child’s profile.