Editing, Moving, and Deleting Children

Is a child from one classroom to another in your school? Did you accidentally create a child twice? Is a child leaving your school? Are you no longer using TC in a particular classroom? 

You may think that if you answer yes to any of these questions your solution is to delete the child. This is not the case! 

In general, you only want to delete a child when it was a mistake to add them (for example, you added a child twice). This is so that you always have access to that child's records. 

In this article, we'll show what to do when:

• A child leaves your school or the child's classroom is not using TC
• A child is moving to a new classroom
• You've created a child by mistake or have a duplicate child profile

If a child is leaving your school or their classroom is not using TC:

Go to [Children] > use the pen icon to edit the child's Profile.

Scroll down until you see the list of Classrooms to which the child has belonged. Next to "Classrooms", you'll see the heading "Sessions". Remove the current session from this list by checking the "X". This will remove the child from your class, and the school will no longer be billed for them. 

If you have utilized our "First Day" feature and the child's first day falls within the session that you are trying to remove, the above instructions will not work. Instead, you will want to use "Last Day" rather than remove the session. 

Go to the child's profile and click [Edit]. Scroll down to "Last Day" and enter the child's date of leaving and reason for leaving, then [Save]. The child will be automatically removed from the class list the day after the child's set last day (and you will no longer be charged for them). The teacher can still access their records by going to [Children] and using the dropdown in the upper right to choose "Left" instead of "Current".

Alternately, you can simply click the big, red [Archive] button at the bottom of the child's edit page. Archiving a child will:

• Set their last day to yesterday, even when a future last day was already set.
• Set the Reason for Leaving to "None of the above", unless one was already set
• Add "Archived by staff" to the Exit Notes. If exit notes already exist, the "Archived by staff" is added as a new line at the end.
• Clear the first day if child has a first day in the future
• NOT send out an exit survey, even when one was chosen previously.

To learn more about setting a child's Last Day, visit our Selecting a Child's Last Day article.

If a child is moving from one classroom to another:

As a teacher, you can use the child's Profile to add them to the next session in your classroom by clicking [Edit] and entering the upcoming session to the right of your classroom's name, then [Save]. You'll want to leave the child in all their old classrooms and sessions so that you can still see the progress they made in previous sessions.

Admin users can move a child (or many children, say at the end of the year) to a new classroom by going to [Admin] > [Classroom Placement] > [Re-enroll].

Click here to learn more about how to use the Classroom Placement page.

If you've added a child by mistake: 

You may actually want to delete a child's profile. You must be an Admin user to do this. Go to [Children] and use the pen icon to edit the Profile for the child you wish to delete (generally, if it is a duplicate child, choose the profile that doesn't have any records put in yet). You will see a [Delete] in the lower left corner. 

If there are duplicate child profiles and they both have records entered, contact us and we will merge the duplicate profiles together while retaining all the records for the child. 

If the child has any records (a child is considered to "have records" if they have any activity, forms (or application), conference reports, meeting notes, or pages), you will not see the [Delete] button, but will instead see the [Archive] button (see above for details on what "Archive" does). This will remove the child from the current session for you and you will no longer be billed for them. However, it will maintain their records so that you can access them in the future if needed. 

If you really want to delete the child's profile, you must delete all records (as mentioned above) before the [Archive] button will revert to [Delete]. 

Questions?

If you have additional questions or feedback, please send us an email at info@transparentclassroom.com, or click [?] > [Ask] in the bottom right-hand corner of your browser window.