Family Profile Updates

Family Profile Updates

Overview

Keeping family contact details accurate is essential to ensure seamless communication with parents. Timesavr simplifies this process with an automated email request system, allowing administrators to send update requests to parents with just a few clicks.

How It Works

  • Select the families needing updates, or select all.
  • An email is automatically generated and sent to both parents with a secure link. (A contact privacy option is available for parents who are divorced and require confidentiality. Click here for more information.)
  • Parents click the link and are directed to an intuitive form where they can review and update their contact details and family profile.
  • Parents confirm the data for each parent and child, as well as the emergency contacts for their family.

Why It Matters

  • Ensures Accuracy: Keeps phone numbers, emergency contacts, and addresses up to date.
  • Saves Time: Eliminates manual outreach efforts for staff.
  • Enhances Safety: Helps maintain reliable information for emergencies.
  • Parent-Friendly: Provides a simple and accessible way for families to update details without needing to call or visit the centre.

This feature helps you maintain efficient, up-to-date records while giving parents a quick and secure way to keep their information current.

Requesting Updates

To send update requests to multiple families at once, follow these steps:

1. Navigate to Families > Request Profile Updates.
2. Review the email body message to ensure recipients clearly understand the purpose of the request.
3. Select the families that need to receive the request.
4. Click "Email Selected Families" to instantly send each family an email containing:
  1. Your email body message.
  2. A button that directs them to the secure profile update form.
This streamlined process helps ensure family records stay accurate and up to date while making it easy for parents to review and confirm their information.


Sample Email


Sending a Single Request

In addition to batch requests, you can send a single update request email for a specific family through the Tools menu. Simply select the "Profile Update Requests" option to initiate the process.

The update requests page not only allows you to send new requests but also keeps a detailed history of past updates. This lets you easily track:
  1. When the last update email was sent.
  2. Which sections of the profile have been confirmed.
  3. Who completed each confirmation.
This built-in tracking ensures transparency and helps you stay on top of pending updates without manual follow-ups.


Updating a Family Profile

When a recipient clicks the email button to update their profile, they are directed to a secure page where their information is loaded for review. Each individual in the profile is confirmed separately, ensuring accuracy and attention to detail—except for emergency contacts, which are reviewed as a group.

Timesavr automatically tracks and records each confirmation, providing a clear history of when updates were made. Once a section is confirmed, it becomes locked and cannot be modified or re-confirmed, ensuring data integrity and preventing unintended changes.

This structured approach keeps profile information secure, organized, and up-to-date while giving families control over their details.



Security Token

Each update request is secured with a unique token that expires after 30 days. This token ensures that only the intended family can access and update their information, keeping the process private and secure. Additionally, it guarantees that each request can be confirmed only once, but allows updates to be completed across multiple sessions.

For instance, a parent may open the link and confirm details about the parents and children, but leave the contacts section incomplete. They can return later—using the same link—to finalize the remaining information. The token keeps track of which family members have already been confirmed and which still need attention.

Furthermore, if one parent completes the update, the system will reflect these changes when the other parent accesses the link, showing the data as already confirmed—eliminating duplicate efforts and ensuring accuracy across sessions.

Parents Contact Privacy Option

For each family, you have the option to keep each parent's contact information private. When this setting is enabled, parents receiving the update request will only see their own contact details—not those of the other parent. This feature is particularly useful in cases where privacy is essential, such as divorced or separated families.

Despite this privacy setting, both parents will still have full access to view, update, and confirm:

  • Information for each child in the family.
  • Emergency contacts.

However, each parent's personal contact details remain hidden from the other, ensuring confidentiality while allowing necessary updates to be made.

This option can be enabled on the Profile Update Requests window for each family, which is accessible from the family's Tools menu.



Settings

The profile update form is rendered according to the options you've set for your online registration form, in Admin > Intake > Online Registration.  The following settings from your registration form are applied to the profile update form.
  1. Background colors
  2. Include mother
    1. Display mother work address
    2. Display mother birthdate
    3. Display mother school details
  3. Include father
    1. Display father work address
    2. Display father birthdate
    3. Display father school details
  4. Include children
    1. Display school questions
    2. Display medical questions
  5. Include contacts
    1. Show emergency contact option
  6. Display title - The title displayed will be the family name
  7. Display subtitle - The subtitle displayed will be the children's names
  8. Display phone number
  9. Display email address
  10. Display email consent message
  11. Display logo
    1. Logo position
    2. Logo
In addition to the settings above, from the online registration form setup, the child's medical questions are also dependent on your preferences as set on the Children tab of your Settings page.
  1. Display health care number
  2. Display doctor name and phone number
  3. Display allergies
  4. Display diet restrictions
  5. Display medical concerns
  6. Display immunization questions
  7. Display medication questions















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