Manage household people and safety context

Who this is for

This guide is for desk staff, managers, and owners keeping a family's people correct, and finding who to call in an emergency.

Read this part before you start. An emergency contact is information, not authority. Recording someone does not let them pay, sign, collect a child, or reach the family portal. Those are separate and are granted elsewhere. Writing "can collect" in a contact record does not make it true in PositiveForm.

You need the members.change permission.

Before you begin

• Open the right household. Everything here is scoped to this one family.
• For an external emergency contact, have their first name, last name, and phone number. All three are required, because a contact you cannot ring is not a contact.
• Know that an emergency contact is recorded per person on that person's own Details tab, not on the household. The household's Overview only shows one as a quick reference.

Steps

See who is in the household

1. Click Households in the left navigation and open the household. It opens on Overview: how many adults and children, how many are enrolled, and the household's billing line.
2. Required items, directly under the header, rolls up anything outstanding across the household and its people: a missing waiver, no card on file, an unpaid invoice, or a minor with no parent or guardian linked. Each row names who it is about and offers the action that clears it. The Overview tab carries a count badge matching the number of items; it disappears once the list is empty.
3. People lists a card for every person in the household: role text for an adult (for example Father of Davis, step-father of Mia), rank, class, and last visit, contact for an adult, and that person's own required-item count. Each card links to their profile.
4. The Household block summarises location, one emergency contact, the date the household was created, and the latest note. It is a quick reference pulled from elsewhere, not a place to add or edit an emergency contact.

Add somebody

5. Click Add person in the header, then choose New member to create a person from scratch, or Add existing member to move somebody who already has a record; see Add an existing person to a household.

Record an emergency contact

6. Open the person's own profile and click Details; see Maintain member profile and notes.
7. Under Emergency, click + Add.
8. Choose either another adult already in this household, or an external contact. You have to choose one; PositiveForm will not accept neither.
9. For an external contact, fill in their first name, last name, and phone number.
10. Choose the relationship. If you pick the "other" option, describe it briefly, so the next person reading it knows who this is.
11. Save the contact.

Remove somebody

12. Click Remove beside the person's card on Overview. This takes them out of this household.

Expected outcome

Adding a person confirms with Adult added or Person added depending on their household role, and their card appears once among People. Moving an existing person in confirms with Added to household.

An emergency contact confirms with Emergency contact added and appears on that person's own Details tab, so whoever is on the desk can find it against the child rather than having to know the family structure. It may also become the one shown in the household's Household summary.

Removing confirms with Removed from household. It removes them from this family; it does not delete the person, and their attendance, ranks, and history survive.

None of this grants authority. A recorded contact cannot pay, sign, or reach the portal on the strength of being listed here.

Recovery

If an external contact is refused, PositiveForm says An external contact needs a first name, last name, and phone number.

If neither an in-household adult nor an external contact is chosen, it says Choose a household adult or an external contact.

If you pick the "other" relationship and leave it blank, it says Briefly describe this relationship.

If saving fails, you get Couldn't add that emergency contact. and nothing is recorded.

If you removed the wrong person, add them back; see Add an existing person to a household. Nothing was deleted.

If Required items names a waiver, that is an agreement rather than a person problem; see Manage member agreement completion.

Related guides

• Add an existing person to a household — move somebody who already has a record into this household.
• Manage member agreement completion — clear the agreements Required items is asking about.
• Maintain member profile and notes — where an emergency contact is now recorded, on the person's own Details tab.