How to manage families and link learners
In d6, Families are used to group learners who share the same household or parents (e.g., siblings or foster home residents). Proper family grouping prevents duplicate parent profiles and ensures school fee billing is consolidated under a single reference code.
Manage family names: My School > Parents > Families
Enrol/Link learners: My School > Learners > Learners
Purpose of feature
Consolidated billing: Parents receive one statement for all children, using a single family code.
Efficient communication: Newsletters and SMS notifications are sent once per household rather than once per child.
Data accuracy: Updates to parent contact details automatically reflect across all linked learner profiles.
How do I change a family name?
Search for the family using the Search for families dropdown or the search bar.
Select the radio button next to the family, click Edit, update the name, and click Save.
Best practice: If surnames differ, use a combination such as ParentSurname (LearnerSurname) — e.g., Schoeman (van der Merwe).
How do I link a new learner to a new family?
Use this when the learner is the first member of their household at the school.
Navigate to My School > Learners > Learners and click Register learner.
In Step 1 (Family Information), select New Family.
Click Continue and complete the 6-step enrolment process.
How do I link a new learner to an existing family?
Use this for siblings of learners already enrolled at the school.
Click Register Learner in the Learners module.
In Step 1, use the dropdown to search for the Existing Family by code or name.
Selecting an existing family automatically pulls parent/guardian data into the new learner’s profile.
How do I link an existing learner to a new family?
Use this for changes in legal guardianship (adoptions, foster care, divorce).
Search for the learner and click the Edit icon.
In the family selection dropdown, choose New Family.
Click Continue. The system jumps to Step 4 to capture the new household details.
Complete through to Step 6 and save.
Frequently asked questions
Why should I link siblings to an existing family instead of creating a new one?
Creating a new family for a sibling results in duplicate accounts. Parents receive two separate invoices and double communications, and contact details must be updated in two places.
Can I change a learner's family if I made a mistake?
Yes. Edit the learner’s profile and select the original family from the Existing Family list to restore the previous link.
What happens to school fee balances when I move a learner to a new family?
Moving a learner to a new family does not automatically move historical debt. Financial adjustments should be coordinated with the finance department to ensure the correct accountable person is billed.
Last updated: March 2026 | Version 4.2
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