Young People Management

There are several ways to add young people to your club's system.

Method 1: Manual Entry by Staff

1. Go to Young People from the sidebar
2. Click Add Young Person
3. Fill in the required information:
   • First Name and Last Name
   • Preferred Name (optional - what they like to be called)
   • Date of Birth
   • Gender
4. Add at least one guardian with contact details
5. Add any medical information or special requirements
6. Set consent preferences (photo, social media, data processing)
7. Click Save

Method 2: Self-Registration at Check-In

New visitors can register themselves when they first arrive at a session. See Self-Registration for New Visitors for details.

Method 3: Guardian Portal Registration

Guardians can register their children through the Guardian Portal. This creates a pending registration that staff can review and approve.

Each young person has a comprehensive profile that stores all relevant information.

Profile Information

• Basic Details - Name, date of birth, gender, photo
• Contact Information - Address, postcode
• Guardians - Parents/carers with their contact details
• Emergency Contact - Who to call in an emergency
• Medical Information - Health conditions, allergies, medications
• Consent Records - Photo consent, data processing consent
• Notes - Additional information relevant to their care

Viewing a Profile

1. Go to Young People
2. Search or browse for the person
3. Click on their name to open their profile

Editing a Profile

1. Open the young person's profile
2. Click Edit in the section you want to update
3. Make your changes
4. Click Save

Profile Photos

Adding a photo helps staff identify young people during check-in. Photos should:

• Show a clear view of the young person's face
• Be recent (within the last year)
• Have photo consent recorded before taking/uploading

Accurate medical information is crucial for safeguarding. Youth Platform provides a structured way to record and access this sensitive data.

Types of Medical Information

Recording Medical Information

1. Open the young person's profile
2. Go to the Medical tab
3. Click Add Medical Information
4. Select the type of information
5. Enter the details
6. Mark as "Critical" if it's essential for staff to see during check-in
7. Click Save

GP/Doctor Information

You can optionally record the young person's GP details for emergencies:

• GP name and surgery name
• Surgery address
• Phone number

Each young person should have at least one guardian linked to their profile. Guardians receive communications and can access the Guardian Portal.

Adding a Guardian

1. Open the young person's profile
2. Go to the Guardians tab
3. Click Add Guardian
4. Enter guardian details:
   • Name
   • Relationship (parent, grandparent, foster carer, etc.)
   • Email (required for portal access)
   • Phone
   • Address (if different from young person)
5. Set guardian permissions:
   • Primary Contact - Main point of contact for communications
   • Emergency Contact - Can be called in emergencies
   • Can Collect - Authorised to collect the young person
6. Click Save

Guardian Portal Access

Guardians with an email address can log in to the Guardian Portal where they can:

• View their child's profile
• Access the QR code for check-in
• Update contact information
• Register for sessions
• View attendance history

See Guardian Portal for more details on how guardians use the system.

Multiple Guardians

A young person can have multiple guardians linked to their profile (e.g., both parents, grandparents). Each guardian can have different permissions and all can access the Guardian Portal.

When new young people are registered (either through self-registration or the Guardian Portal), their records go through an approval process.

Registration Statuses

Reviewing Pending Registrations

1. Go to Young People → Pending Registrations
2. Click on a registration to review the details
3. Check the information is complete and accurate
4. Review guardian contact details
5. Click Approve or Reject

After Approval

When a registration is approved:

• The young person's status changes to "Active"
• Their QR code becomes fully active
• Guardians receive a confirmation email
• They can be checked in to any appropriate session

Requesting Additional Information

If a registration is incomplete, you can:

1. Click Request More Info
2. Select what information is missing
3. Add a message to the guardian
4. Click Send Request

The guardian will receive an email asking them to complete the registration.

Youth Platform helps you comply with GDPR by providing tools to archive and delete personal data when it's no longer needed.

Archiving vs Deleting

How to Archive

1. Open the young person's profile
2. Click Actions → Archive
3. Confirm the archive

To view archived records, enable "Show Archived" in the Young People list filters. You can restore archived members at any time.

GDPR Deletion

1. Open the young person's profile
2. Click Actions → Delete (GDPR)
3. Read the warning about permanent deletion
4. Type DELETE to confirm
5. Click Permanently Delete

Data Retention

Under GDPR, you should only keep personal data for as long as necessary. Consider archiving young people who haven't attended for 12+ months, and deleting after your retention period (typically 3-6 years after last attendance for safeguarding records).