Children and families

Children is the roster of children in your care. A new family can start on Enrollment — parent name only, not the child’s. You can add a child here without a parent login. Connecting parents is highly recommended so they can do their part on Ashby.

1. After you sign in, open Enrollment from the left menu for a family still waiting.
2. For a child already in your care, open Children. On the roster is the card at the top, grouped by room. Add a child is below it.
3. Add that child — name and date of birth. Parent email is optional. Or upload the spreadsheet. Name rooms first in Setup. Age group and how many children sit on each room header on Children — not in Setup.
4. Add a parent email on the child if you want them on Ashby. We email the invite when you add the child. They sign in with that same email and agree to enrollment. After a spreadsheet upload, tap Invite all pending when you are ready. This is highly recommended, not required.
5. On a child row, tap More, then Add a parent. Existing parents show in a table — name, how they are related, email, phone, and whether they use Ashby — including a parent you added when you saved the child. Fill the form to add another. Close and Add a parent sit on one row. A parent with an email shows Invite pending, Uses Ashby, or Does not use Ashby. Tap More on that row, then Invite again, to send another link. Always add email and phone. Send a link only if they should use Ashby. Add a pickup name or Add an emergency name for people who should not get Ashby. The same person can be both — pick someone already on the child, or add someone new. Site leads can open Care notes.
6. Each row has a Status mark — green File ready, or Fill missing info. Tap Fill missing info to see what to add. Tap More, then Edit to change the child’s name, date of birth, weekly tuition, photo, or (in Texas) immunization status. Room stays on the roster.
7. Photo and extra-sharing choices are on that invite. Enrollment consent is always required.

A child belongs to your program. A room is where they are placed today. Moving rooms later keeps a history of where they were.

• Child — first name, last name, date of birth. Educators only see children in their assigned rooms.
• Room — named in Setup. One room can auto-place a new child. Two or more: pick one. On Children, each room shows who is in it, the age group, and how many children it is set for. A warning appears if the room is over that number. It does not block save.
• Guardian — a parent on the child. Mother and father are both guardians. Always add email and phone. Invite pending means the link is out and they have not accepted yet. Uses Ashby means they accepted. Invite again sends another link. Staff and a parent who already uses Ashby can both add another parent.
• Status — Green File ready when name, a parent on the child or a parent invite waiting, and an emergency name are on the file. Texas locations also need immunization status. Fill missing info when any of those are empty. You can still run the roster. The doctor’s note stays on paper.
• Pickup and emergency — names and a phone on the child. They do not get Ashby. The same person can be both — pick someone already on the child, or add someone new. A parent can be the emergency name. Do not add a pickup name as a parent.
• Waitlist — a parent lead on Enrollment. No child name yet. When you admit them, invite if you want them on Ashby — they fill the child’s details and you approve. Or add the child here without a login.
• Tuition — same as the location weekly rate, a different weekly amount, or a percent off. It lives on the open enrollment so a room move keeps the history.
• Photo — one picture on the child file. Staff can add or see it only when a parent has agreed to photos. It is not a gallery.
• Immunization — Texas locations store current, exempt, or missing, plus an as-of date. Other states keep shots on paper.
• Enrollment consent — records needed to provide care. Always required. Photos and extra sharing are separate.