This guide will assist with manually merging family accounts in Kangarootime. This may need to be done if you have had families enrol their children on individual accounts.
Open the two accounts (original account and second account) in two different tabs in your browser. This way you can move between the two accounts easily.
- Move the child from the second account to the original account.
On the original account, select the Add Another Child button. Select the Existing tab, and enter the Child ID of the child you are adding to the original account. Set the permissions of the Primary Contacts.
Bringing over the existing child profile to the original account will also bring over any documents associated with the child profile to the account. Documents associated with the child profile can be view under the Documents tab of any account the child is on. - Set contact permissions to the 'new' child on the original account.
Check the contacts associated with the child on the second account, and enter these on the original account. If there are any contacts that are on the second account that are not on the original account, select the + Add Contact button, select the contact type, select the checkbox to add an existing contact, and search for the contact's name as listed on the second account.
Bringing over the existing contact profile to the original account will also bring over any documents associated with the contact profile to the account. Documents associated with the contact profile can be view under the Documents tab of any account the contact is on. - Remove the child's contract from the second account and enter the contract on the original account.
Future Contracts: Enter the contract for the child on the original account as per the contract details on the second account (same class, fee, start date, frequency and days). Once the contract is on the original account, remove the contract from the secondary account. If the contract on the secondary account cannot be removed as there are sessions associated with the contract that have already been charged, remove the charged sessions from the Attendance screen, then remove the contract from the second account.
Active Contracts (not removing historical sessions): If the child has historical sessions associated with the second account, you may not want to remove these from the account as they have already been submitted to CCS. If you do not want to remove these historical sessions to the original account, you will need to enter an end date (ideally a Sunday date) for the contract on the second account. Then, enter the contract for the child on the original account as per the contract details on the second account (same class, fee, frequency and days). Enter the start date of the contract as per the Monday date after the contract on the second account has been ended on the Sunday date.
E.g. End the contract on the second account for Sunday 10/9/23, the new contract on the original account we are moving the child to will start as of Monday 11/9/23 with the same contract details.
Active Contracts (removing historical sessions): Please contact the Kangarootime Support Team if you are wanting to remove any historical sessions. - Download the completed Enrolment Form for the child, and save to the Child Profile.
On the second account, navigate to the Documents tab. Download the Enrolment Form PDF for the child you are moving. Then select the child's profile, and navigate to the Custom Data Fields tab in the child's profile. Here you will see a document upload question labelled Enrolment Form. Upload the child's enrolment form here. Once the form has been uploaded, select Update to save the form.
Please note: If you do not see a document upload question in the Custom Data Fields tab of the Child Profile, you can add this custom question by following this guide: Custom Data Fields. Ensure you apply the custom question to the Child Area, and select the question type Document. - Move CCS from second account to original account
Please note: this step is only necessary if the CCS Enrolment for the new child has been entered on to the second account already. If it has not, please skip this step.
If there is a CCS Enrolment for the child we are transferring on the second account, you will need to Remove the CCS Enrolment from this account, and link it to the original account. To do this, please refer to the guide Managing CCS Enrolments with Incorrect Data, and navigate to the section on Moving an Enrolment. - Remove/Archive the child from the second account.
Once all of the data for the child has been transferred to the original account from the second account, you can either remove or archive the child from the second account.
Remove child: If the child has no historical sessions on the second account, you will be able to remove the child from the account. To do this, select the account, then scroll to the bottom of the Profile tab to the Children section. Select the ellipses (three dots) on the child you are removing from the account, then select Remove from account.
You will then need to confirm the removal of the child from the account by selecting Remove.
Please Note: The system will check if the child is able to be removed from the account or not. If the child is unable to be removed from the account, you will need to archive the child on the account.
Archive child: If the child is unable to be removed from the second account, you will archive the child on the account. To do this, select the account, then scroll to the bottom of the Profile tab to the Children section. Select the ellipses (three dots) on the child you are archiving from the account, then select Archive.
You will then need to confirm the archiving of the child from the account by selecting Archive. - Transfer the Account Balance.
Once the child has been moved from the second account to the original account, there may be either a credit or owing balance left on the second account. You will need to manually transfer this to the original account, as the second account that is no longer being used should be at a $0.00 balance. You will do this by creating transactions on each account. For assistance with creating transactions, please see the How to Create a Transaction article, and navigate to the Creating a transaction on an account section.
Credit balance transfer: If there is a credit left on the second account after the child has been removed, remove the credit balance by creating a debit transaction on the second account for the credit balance amount. Then, apply that credit balance amount to the original account by creating a credit transaction.
Owing balance transfer: If there is an owing balance left on the second account after the child has been removed, remove the owing balance by creating a credit transaction on the second account for the owing balance amount. Then, apply that owing balance amount to the original account by creating a debit transaction. - Rename the second account as it will no longer be used
This is optional, although we recommend adding (Do not use) to the account name of the second account that will not be used. This will allow for ease of differentiating between accounts.
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