Children & Families

The Children section is the central hub for managing child registrations, parent connections, medical info and more.

Adding a Child

There are two routes:

• Parent self-registers: send an invite link from Children → Invite Parent. The parent creates a Wootzoo account, adds their child's details and connects to your setting.
• Staff adds the child: go to Children → Add Child and enter the child's name, date of birth and any other details. You can then invite the parent to connect, or leave the account without a parent (staff-managed).

Child Profile

Each child's profile contains:

• Personal details: name, date of birth, gender
• Medical information: allergies, dietary requirements, medical conditions
• Emergency contacts and collection authorisations
• Responsible adults: who is authorised to collect the child
• School group: relevant for after-school settings (shows on register)

Linking a Second Parent

A nursery can link a second parent or guardian directly to a child's profile without requiring the second parent to go through the main registration flow. Go to the child's profile and click Invite Parent. There are two options:

• Send Invite Email: for a parent who has no Wootzoo account yet. They get a secure link to connect to the child's profile. The link expires after 7 days, so if a parent says it doesn't work, send a fresh invite and ask them to use the newest email.
• Link Existing Account: for a parent who already has a Wootzoo account. Enter the email they signed up with and click Link Now. They are connected straight away, with no email needed.

If the second parent has already set up their own account, use Link Existing Account with the email they signed up with. They don't need a new account.

Twins & Siblings Sharing One Email

If you have twins, or siblings, sharing one parent email address, you'll hit an "email already in use" error when trying to enter the same email for the second child via Add Child. That's because that form always tries to create a brand new guardian record.

Workaround:

1. Add the second child with no guardian details entered at all on the Add Child form.
2. Go to that child's profile and use Invite Parent, then Link Existing Account.
3. Enter the same email address there as the other child - the system recognises the existing parent account and links it to this child too, rather than rejecting it.

The same parent will then see all their children under one login.

Medical & Dietary Info on the Register

If a Q&A form includes allergy or dietary questions and is marked as "show on register", that information appears next to the child's name on the SerenPass register. This allows staff to quickly check needs at sign-in without navigating away.

Archiving a Child

When a child leaves your setting, archive rather than delete. Archived children no longer appear on the register or active lists, but all their records (observations, invoices, reports) are preserved. Go to the child's profile and select Archive.

Finding and Restoring Archived Children

To see archived children, open your setting in the left-hand menu and click Archives. Click a child's name to see their details. To put them back on your active list, click Restore on the child's page. All their records will still be there.

Deleting a Child (Parent-side)

Parents can remove a child from their own dashboard - this removes the link between the parent account and the child, but does not delete the child's record from your system.

Flying Start

Children enrolled in the Flying Start programme are flagged with an FS badge on the register. The daily Flying Start count is shown in the provider dashboard overview.

Staff Viewing Completed Forms

Staff can open a child's completed forms to read them, without being sent to the provider login. The view is read-only, so staff can't change what the parent filled in.