Manage student profiles

A student profile is the home for everything you know about a child: their basic details, who can pick them up, what they're allergic to, and their day-by-day history at your school. You enroll new students here, keep their records current, and withdraw them when a family moves on.

Most of this is open to your whole staff. Teachers can view profiles and read the daily history. Adding a new student, editing a child's details, managing parents and caregivers, and withdrawing a child are reserved for directors and admins.

Enroll a new student

You can start a new student from inside a classroom or from the student area. If you start from a classroom, that room is already filled in for you.

1. Open the classroom you want to enroll into and choose to add a student, or start a new student directly.
2. Enter the child's First name and Last name. Those are the only required fields.
3. Pick an Enrollment status. It defaults to Active.
4. If you started outside a classroom, use the Classroom picker to assign the child now, or leave it for later.
5. Select Add more details to fill in anything below, then choose Add Student.

Edit a student's details

From a student's profile, open Edit Student. The form leads with the two required fields, First name and Last name, and tucks everything else behind Add more details.

Under Personal you can set:

• Middle name and Nickname
• Date of birth (you can't pick a future date)
• Gender: choose Male or Female, or tap the same choice again to clear it

Under Address you can record the Street address, Apt / Suite, State, and Zip code. Choose Save Changes when you're done.

Set the classroom

A student's classroom shows at the top of their profile, next to their name. You set it when you enroll, using the Classroom picker on the add-student form. To move a child who's already enrolled into a different room, work from the classroom roster: see Manage classrooms.

Add parents and caregivers

Profiles keep two kinds of contacts apart. Parents get app access and daily reports. Caregivers are the other approved pickups and emergency contacts.

To add a caregiver, choose Add Caregiver and fill in their name, email, phone, Relationship, and whether they're an emergency contact. Check Is Emergency Contact and you'll set an Emergency Contact Priority:

• 1: first to call in an emergency
• 2: second to call if #1 is unavailable
• 3: third to call if #1 and #2 are unavailable
• 4: an additional emergency contact

Each contact sits in a card you can expand. Use Edit to change details or Remove to drop the link. Removing only unlinks the contact from this child; it doesn't delete their account.

Record allergies

In the Health & Safety section of the student form, type an Allergy and press enter to add it. Allergies show up as colored tags on the profile's Information section, under the Allergies heading.

When you add an allergy, you can flag it as a Room-Level Alert. That raises the allergy to a classroom-wide warning, so every teacher in the room sees it: not only whoever happens to open the child's profile. Use it for anything serious enough that the whole room needs to know.

You can also drop a quick Medication tag in the same Health & Safety section: a colored note that surfaces on the profile alongside allergies. That tag is just a heads-up, separate from the Medications card below, where you record an actual medication and log each dose you give.

Give a medication and log the dose

The Medications card on a student's profile is the home for real medication records and a witnessed log of every dose. Directors and admins manage the records; both teachers and admins can give a dose.

To add a medication, directors and admins choose Add Medication and fill in the Name (required) plus optional Dosage, Frequency, Route, Prescriber, Start date, End date, and Instructions. Use the edit and delete buttons on a record to keep it current. Deleting a medication that has already been given keeps it as ended history rather than removing it, so the administration log stays intact.

To log a dose, anyone on staff (teacher or admin) selects Give on the medication:

1. Confirm the Dose (it prefills from the record's dosage) and the Given at time.
2. Choose a Witnessed by staff member. A second teacher or admin must witness every dose, and you can't witness your own: the picker lists everyone at the school except you. Confirm & notify parents stays disabled until you've chosen a witness. If no one else is on site, the picker tells you to record the dose once another staff member is present.
3. Add optional Notes, then choose Confirm & notify parents. The dose is logged and parents are notified.

Each record shows when it was last given. Below the records, the Administration history lists every dose with its time, Given by, and witnessed by: the two-staff trail for each administration.

Track immunizations

The Immunizations card sits below the medications. Directors and admins manage the records; teachers can read them.

To add a record, directors and admins choose Add immunization and enter the Vaccine (required) plus an optional Dose #, Administered date, Next due date, Lot #, and Provider. Toggle Required for compliance off for an optional vaccine, and set an Exemption (None, Medical, Religious, or Philosophical) with optional exemption notes. Use the edit and delete buttons to keep records current.

Each record carries a compliance badge that Clear Day derives for you:

Badge	What it means
Up to date	The dose is current.
Due soon	A dose is due within the school's due-soon window (the card tells you the exact number of days).
Overdue	A required dose has passed its due date.
Exempt	The record carries a medical, religious, or philosophical exemption.

These badges feed your school's compliance dashboard and the Immunizations report, so directors can see at a glance who's current and who needs follow-up: see Immunization compliance dashboard.

What the profile shows

In the app a profile is organized into these sections: Information (basic, address, and medical details, including Medications and Allergies), Contacts & Pickup (the parents and caregivers who can collect the child), and Activity: a timeline grouped by day with the most recent on top. Directors, admins, and teachers also see a Skills observed card summarizing the developmental skills tagged for the child: see below.

The app's Activity timeline is a rich, role-gated aggregation: alongside check-ins, check-outs, planned absences, and logged moments like food, naps, and notes, it surfaces incidents, enrollment-status changes, spot-check discrepancies, and profile-audit entries inline, so the full picture of a child's day and record sits in one place. The web app shows a leaner Daily History (events and attendance only), so reach for the app when you want the complete timeline.

Tag developmental skills

Directors, admins, and teachers can connect what they observe in the day to a child's developmental progress.

In the Activity timeline, an observation (a logged moment like food, a nap, or a note) carries a Tag skills action. Choose it to open the Tag skills picker, select the developmental skills that observation demonstrates, and choose Tag skills to save. The skills you can pick come from your school's skill catalog, which directors and admins manage: see Manage the skill catalog.

Tagged skills roll up into the Skills observed card on the profile. Each skill is listed once with its domain, how many observations it appears in, and when it was last observed. Until anyone tags a skill, the card simply prompts you to tag skills from an observation in the timeline.

Withdraw a student

When a family leaves, withdrawing the child closes out their enrollment and records why: so your school can learn from it. This is a director and admin action, and the option appears while the student is still active.

1. From the student's profile, open Withdraw student.
2. Pick one or more Reasons. The full list is Moved, Cost, Schedule change, Dissatisfied with care, Dissatisfied with staff, Dissatisfied with curriculum, Child ready to advance, Chose competitor, Family circumstances, and Other. At least one is required; reach for Other if nothing fits.
3. If you chose Chose competitor, pick one from your list or type a name you don't yet track.
4. Answer Would they return?: Not sure, Would return, or Won't return.
5. Set the Withdrawal date. It defaults to today.
6. Add Exit interview notes in the family's own words, and Your assessment of what you think really happened.
7. Choose Withdraw.

Right after you withdraw, Clear Day can offer a stay-in-touch nudge so you can keep the door open with the family. The reasons you capture feed your churn reporting: see Analyze churn and competitors.

Enrollment status

Every student carries an enrollment status, shown as a tag on their profile:

Status	What it means
Active	Currently enrolled and attending.
Withdrawn	The family left. Set for you when you withdraw a student.
Disenrolled	No longer enrolled for another reason.
Graduated	Aged out or moved on to the next program.

You can set the status by hand on the student form, but when a family is actually leaving, go through Withdraw student. That's the path that captures the churn signal.

Enrollment status is a different thing from the day's attendance: Checked In, Checked Out, Absent, Not Present. Attendance tells you whether the child is here right now.