Family records: notes, tasks and assignments

A family page is your team's shared memory. It has their contact info, a running Timeline, and quick actions for notes, tasks and assignments. What you write is there for the next person who opens the page.

Directors and admins can use family pages. On the web, the page has Overview, Timeline, Notes, Tasks and Communications. The app shows the same records in one scrolling timeline. For Memory, Milestones and preferences, see Family memory, milestones and preferences.

Add a note

1. Open the family and select Add note. On the web, switch to Notes first.
2. Write it in the Note field.
3. Pick a Type: General, Expected child, Job change, Interest, Concern or Milestone.
4. Select Save.

Turn on Pin to family to keep a note at the top of the family page and in Today's Moments.

A Milestone note is free text. For dated reminders that show up ahead of time, use the Milestones panel.

Create a task

1. Select Add task. On the web, switch to Tasks first.
2. Give it a short title under What, such as "Welcome Chen family at pickup".
3. Add details under Suggested action if you like.
4. Choose a Type: Task, Outreach, In-person moment, Appreciation, Winback or At risk.
5. Select Save.

Clear Day also creates tasks for birthdays, anniversaries and at-risk signals. They go to whoever is assigned to the family. To work every open task together, see Work your open family follow-ups.

Finish a task

On the web, the Tasks section has a check to complete a task and an X to dismiss one you don't need. In the app, finish a task from Today's Moments, which logs the contact at the same time.

Assign a family

Assignments decide who owns the relationship and where auto-tasks land. In the app, open the family and tap Assignments. On the web, use Manage assignments on the Overview. Both open Assignment & coverage.

1. Under New assignment, choose PRIMARY (the director responsible) or BACKUP (covers time off).
2. Choose a school admin and select Assign.
3. To close a coverage window, select End on an active assignment.

Timeline and Communications

The Timeline gathers notes, tasks created and finished, logged contacts and lead milestones, each with the time and who did it.

On Communications, select Log touch, choose a Channel and a Direction (inbound or outbound), and add notes. It lands in the timeline.

Send a portal link

A portal link is a secure, one-time link a parent can use without a password. It expires after 3 days. School admins can send one from a family's page. Teachers don't see the button.

1. Open Send portal link for the family.
2. Choose a recipient under Known contacts, or type an email.
3. Choose a Purpose: Accept offer, Schedule tour, Track application or General portal.
4. Select Send link.

The address must belong to someone already on the family. Add the parent as a contact first, or Send link stays disabled. On the web you also get Copy link and Open in email. The app emails the link and stops there.