Abacus Help Files FamiliesHow to Add a Family

How to Add a Family

One of the most important steps is creating a family by pairing a child and a primary carer. To add further carers see 'Adding Carers?' or to add siblings see 'Adding A Sibling'.

Adding a family

Adding a family

Go the red 'Family' icon and click on 'Add Family'.

Adding the primary carer

Adding the primary carer

Start by completing the primary carer side - fill in as many fields as you can. The fields with an astrix are mandatory.

Please note:

1) Salutation is the way in which you want the carer to be addressed on correspondence e.g. Mr J Smith or Ms Wiltshire.

2) Tick the box next to the phone number and it becomes an emergency contact number for the child.

3) Parental Responsibility assigns this carer as having Parental Responsibility for this child.

4) Here you can add a photo of the carer for security.

You have completed all of the mandatory steps for adding a carer, however if you would like to add more information, click "More".  

Bank details

Bank details

Here you can fill in the carer's bank details - this is not mandatory.

Once finished, click "More".

Carer details

Carer details

1) Tick any of the boxes which apply to the carer.

2) Put any other carer notes that you need on your system in this box.

Adding the child

Adding the child

You can now begin to fill in the child’s details. Fill in as many fields as you can. The fields marked with an astrix are mandatory.

1) The Name the child is known by even if it is the same as the first name.

2) When clicking on any calendar, you can select on the year or month bringing down a drop down box rather than scrolling through the months.

3) The Leave Date will be automatically calculated according to the system configuration. You can always change this for individual children.

4) Allocate a Key Person for the child.

5) These are routes used for taking the children home, or to and from school.

6) This defines how the child will be invoiced.

7) This is if you have our Fee Planner service where Parenta collect the children’s fees on your behalf via direct debit. See 'What is Fee Planner'.

8) To Add a photo of the child for security.

Once finished, click "More".

Child's account information

Child's account information

1) You can add any general or sibling discounts. These can be a fixed amount, or percentage, and can be applied to different elements of a child's invoice.

2) Here you can put a deposit for a child on the system - this will not affect the child’s account balance, it is just for your records.

3) An opening balance can be put on the child’s account as the amount they currently owe, or you owe them (by putting a minus in front of it), at the time they are put onto Abacus.

4) Any other notes for this child can be put in child notes on the box on the right.

Once finished, click "More".

More child info

More child info

1) Here you can add extra information for the child, by selecting the relevant option within the drop down boxes. If the option you're looking for doesn't exist in the drop down box, you can add the option within Settings > Data Lists. See 'Data Lists'.

2) Click on the calendars to add the dates. There is no strict definition of Registration or Contract, but they are there to keep track of when you received important contractual documents.

Once finished, click "More".

Saving the family

Saving the family

Fill in any Court Orders or Social Services information, and click "Save" to add your family onto Abacus.