Family records: notes, tasks, and assignments

A family page is your team's shared memory. Open one and you get their contact info, a Brief that Clear Day writes from their history, a running Timeline, and quick actions to add notes, tasks, and assignments. Whatever you write down is there for the next person who opens the page, so the detail you catch at pickup doesn't leave with you at the end of your shift.

Add a note

A note is for something you learned about a family. A new baby on the way, a worry, a hobby worth bringing up, a change at home.

1. Open the family and tap Add note. On the web, switch to Notes and tap Add note.
2. Write it in the Note field: "What happened? What did they say?"
3. Pick a Type:
   • General: anything that doesn't fit a category
   • Expected child: a sibling on the way
   • Job change: a new role, a move, a schedule shift
   • Interest: a hobby or topic to connect over
   • Concern: something to keep an eye on
   • Milestone: a birthday, an anniversary, a first (this is a free-text note; for dated reminders that surface in advance, use Track milestones below)
4. Tap Save.

Pin the notes that matter

Turn on Pin to family when you save a note and it stays surfaced. Pinned notes ride along to Today's Moments and sit at the top of the family page, so the things worth remembering are the first thing the next person sees.

Create a task

A task is a reminder to follow up: welcome a new family, send a thank-you, check in on someone.

1. Open the family and tap Add task. On the web, switch to Tasks and tap Add task.
2. Give it a short title under What: for example, "Welcome Chen family at pickup."
3. Use Suggested action for the details you'll want when you pick the task back up later.
4. Choose a Type: Task, Outreach, In-person moment, Appreciation, Winback, or At risk.
5. Tap Save. The task lands in the family timeline and on Today's Moments.

Clear Day also writes some outreach tasks for you: birthdays, enrollment anniversaries, at-risk signals, a sibling on the way. Those route to whoever's assigned to the family.

Finish a task

Open tasks show up in the family timeline, and a finished one stops nagging the team. On the web, the Tasks section has a check to mark a task complete and an X to dismiss one that's no longer needed. Either way the timeline records what happened and who did it.

In the app, you close out a task from Today's Moments rather than the family page. Completing it there logs the touch at the same time.

Assign a family

Assignments decide who owns the relationship and where auto-tasks land. Both front-ends manage the same PRIMARY/BACKUP coverage history in an Assignment & coverage panel.

In the app, open the family and tap Assignments to open Assignment & coverage.

1. Under New assignment, pick a role: PRIMARY (the director responsible for the family) or BACKUP (covers PTO).
2. Choose a school admin from the list, then tap Assign.
3. To close a coverage window, tap End on an active assignment.

Outreach auto-tasks follow the active assignment, so keeping a PRIMARY in place means the follow-ups reach the right person.

On the web, the family's Overview has Manage assignments, which opens the same Assignment & coverage panel: pick a role, choose a school admin, tap Assign, and tap End to close an active window.

Read the timeline

The Timeline gathers everything in one feed: notes, tasks created and finished, logged touches, and lead milestones. Each entry shows the time and who did it. Pull to refresh in the app (or refresh the page on the web) to bring it current, and the Brief up top sums up the highlights.

On the web the family page splits into Overview, Timeline, Notes, Tasks, and Communications. The Overview also stacks the operator and AI panels covered below: Memory, Milestones, Family preferences, the Handoff playbook, and the relationship signals. The app shows the same records in one scrolling timeline.

Remember what's true about a family (Memory)

The Memory panel on the Overview holds short, factual sentences about a family: the things you want every staffer to know. Tap Add, write the fact, and pick a Kind: General, People, Parent work, Child favorites, Child dislikes, Household rhythm, Cultural, Name preference, Recent event, Milestone, or Preferences. Turn on Pin to top to keep a fact in the pinned strip, and set a Pin priority (0–100) to control its order there.

Clear Day also suggests facts. When it finds something in a family's history, it lands in a yellow Suggested section with a confidence percentage. Review each one: Accept saves it to memory, Edit lets you fix the wording before saving, and Discard drops it. Nothing the AI suggests goes live until someone accepts it.

To prime the panel, tap Backfill from history: Clear Day scans the family's recent messages, notes, and voice memos and proposes facts for you to review. The scan is rate-limited to a few runs a minute, so if you see a short wait, give it a moment.

Memory is internal: only school staff see it, and it's cleared if the family is deleted. It's not visible to parents.

Track milestones

The Milestones panel surfaces dates worth a touch. A Next 30 days strip shows what's coming up; below it, All milestones lists everything in the next 365 days.

Some milestones are derived for you: Birthday, Enrollment anniversary, and First day come from the student records and are marked Auto. You can't edit or archive those, but you can Acknowledge them so the team knows they're handled. To add your own, tap Add and pick a Kind: Family event, Classroom transition, Graduation, or Custom. Operator milestones can be edited or archived later.

(This is different from the free-text Milestone note type above: a note records something that happened; a milestone is a dated reminder that surfaces ahead of time.)

Family preferences (tune the AI)

The Family preferences panel on the Overview shapes every AI-drafted message and director suggestion. The more specific you are, the warmer the result.

• Communication channels: which channels work for this family
• Tone preference: Formal (title and last name, no contractions), Warm (first names, friendly), or Casual (more relaxed)
• Preferred language: free text; "Spanish" or "es" both work
• Decision maker: who actually decides, if it's not the primary contact
• Priorities and Dietary restrictions: free-form tags
• Important people: names and relations (e.g. "Aunt Lina, godparent")
• Celebration style: how this family likes to mark milestones

These fields feed the same AI that drafts messages, so anything you set here changes what Clear Day writes. For what the AI reads and why every draft waits for a person, see What the AI can see and Drafts wait for your team.

Draft a message with AI

From the Overview, tap Draft message, choose an Intent and a Channel, and tap Generate draft. Clear Day writes a draft from the family's brief, memory, and preferences. You can Copy it, Open email (when the channel is email), and tap Log as outbound touch to record that you reached out. If the draft suggests a follow-up, a toggle lets you schedule a reminder task at the same time.

Logging the draft as a touch is record-keeping: Clear Day doesn't send the message for you, so send it from your own email or texting app first.

Log a touch (Communications)

The Communications tab is the running log of every time someone reached out or heard back. Tap Log touch, pick a Channel and a Direction (inbound or outbound), and add notes about what was said. The touch lands in the timeline. Drafting a message and logging it (above) writes an outbound touch here automatically.

The Overview also shows a family's Lifetime value (an estimate based on months enrolled, broken out per child), so you can see at a glance what the relationship is worth.

Relationship signals on the family record

Two read-only signals help you size up a family at a glance on the Overview:

• A relationship chip next to the contact info shows where the family stands: Active, Recent alumni, Alumni, Prospect, or Inactive. Clear Day recomputes it nightly; hover to see when it was last updated.
• When a family has been with you before, an alumni-return banner appears at the top: a one-line note like "previously enrolled, 3 years away" or a heads-up that an older sibling withdrew earlier. It only shows when there's a real prior connection.

Hand a family off to another staffer

When a family moves between staff, Clear Day can compose a Handoff playbook: an AI-written staff-to-staff briefing. You launch it from a quick action in the daily brief; the Handoff playbook panel on the family page lets you open and read the composed notes (enter the task number from your brief to view them).