Families

The Families page groups related applicants and parents into family units. This makes it easy to see all children and guardians from the same household, track sibling applications together, and avoid duplicate parent records.

Accessing Families

Navigate to Rosters > Families in the sidebar.

Stat Cards

The Families page shows four summary cards:

Card	Description
Total Families	The total number of family groups in the system.
Total Members	The combined count of all parents and children across all families.
Archived	The number of archived family records.
New This Month	Families created in the current month.

Viewing Families

The families list is displayed as a data table with columns for:

• Family name -- the family's display name (typically derived from the primary parent's last name).
• Members count -- how many parents and children are in the family.
• Children -- names of the children (leads) in the family.
• Created date -- when the family was first created.

Use the search bar to find families by name, member email, or child name.

Filtering

Click the Add Filter button to access advanced filtering options. You can filter by saved filters, and an active filter badge shows the current filter description.

Click the X button to clear all active filters.

Archived Toggle

Toggle the Archived switch to include archived families in the list. Archived families appear alongside active ones when the toggle is enabled.

How Families Are Created

Automatically via Form Submission

When a family submits an application form:

1. The system checks if a parent with the submitted email already exists in your school.
2. If yes, the existing parent record is reused (deduplication).
3. If no, a new parent record is created.
4. The parent and the new applicant (child) are linked in a family group via the family_members junction table.
5. If siblings are already in the system with the same parent email, they are grouped into the same family.

Manually

Users with the families.create permission can create families manually:

1. Click the Create Family button (green, top-right).
2. Enter the family name and add members.
3. Save the family.

Via Family Detection

Administrators can use the Detect Families feature:

1. Click the Detect Families button (magnifying glass icon).
2. The system scans for potential family groups based on shared parent email addresses.
3. Review the suggested family groupings.
4. Confirm to create the detected families.

Family Member Roles

Each member of a family has a relationship role:

Role	Description
Child	The applicant/student (the lead record).
Mother	The child's mother.
Father	The child's father.
Guardian	A legal guardian.
Step Mother	A step-mother.
Step Father	A step-father.
Other	Any other relationship.

Parent Deduplication

Parents are deduplicated by email within the same school. This means:

• If two application forms are submitted with the same parent email, both leads are linked to the same parent record.
• The parent's information is stored once and shared across all their children's records.
• Updates to a parent's contact information (phone, address) propagate to all linked children.

TIP

Encourage families to use the same email address across all applications. This ensures automatic sibling detection and proper family grouping.

Linking Leads as Family

If two leads appear to be siblings but are not yet grouped in a family:

1. Open one lead's detail page.
2. If a duplicate warning banner appears, click Link as Family to connect the leads as siblings instead of merging them.
3. Alternatively, navigate to the Families page and add both leads to the same family manually.

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