Tag Archives: parent events


The Relationships tab stores a list of adult (contact) and child (sibling) relationships. Each person (adult or child) has their own record in the system, so contact records can be accessed via the Contact Data menu (under Child/Family) and siblings can be accessed from the Child Data grid.

From the Relationships tab you can:


You can store an unlimited number of contact relationships to the child via the Relationships tab. The first contact added is automatically assigned as the primary contact. The primary contact indicates who will be billed for services and who is the head of household for Head Start. The secondary contact designation indicates the second person listed on a family invoice and is a household member for Head Start reporting. To expand on the contact’s profile, press ‘Select’ to the left of their name. To add a new contact to the child, click the ‘Add Contact’ button.

contacts grid


The Add Contact screen fields to record basic information—like name, relationship and a phone number—for the contact. You may choose from a list of existing contacts or add a new contact. Click ‘OK’ to save the contact.

add contact recordTo add additional demographic data, address, contact and emergency contact/pick-up details to the contact record, click ‘Select’ next to the contact in the Contacts grid. The contact’s name will be displayed at the top of this screen, along with the child they are associated with.


To delete a contact record, click ‘Delete’ in the Contacts grid. A pop-up message will appear to confirm that you’d like to delete. Note: If that contact is only associated with one child, the contact will be deleted from the system. If the contact has multiple relationships, ‘Delete’ will remove the relationship association only.

delete contact

The Contact Record is organized into the following tabs:


The Main tab in the contact record displays demographic, contact and relationship information.

contact mainThe ‘Relationship to [Child Name]’ section at the bottom of this screen contains fields that are important to complete, such as:

    • if this contact is considered an emergency contact;
    • if they reside with the child;
    • if the contact should be included on a mailing list;
    • if they are allowed to pick-up (and, if so, under what circumstances); and
    • what order they should appear within the Billing Contact menus elsewhere in ChildWare

relationship areaYou may also add a photo for each contact in the Main tab. To do so, follow the same instructions as you would to add a child photo.

Note: you can navigate to other tabs within this contact’s profile without pressing ‘OK’ after editing each tab; however, press ‘OK’ when you have finished editing this contact record before moving on to the next contact.


Within the contact’s profile, the Children tab displays all child relationships for that contact within ChildWare.

children tabThe Child Relationships grid includes information to understand at-a-glance whether or not this adult

    • has pick-up permission;
    • is an emergency contact;
    • resides with the child; and
    • receives mailings from your agency

To create another child relationship for this contact, click the ‘Add Child Relationship’ button where you can connect this adult to another child in the system and define their relationship, pick-up, emergency contact, residency and mailing details. You can also create this relationship from that child’s Relationship tab.


Here you can record employer and/or school status information for this contact. Multiple employers or schools may be added for each contact.

Note: Head Start programs will also need to document employment and school status on the child’s Eligibility Record.

employment school info tab


Note: The Family Partnership tab is specific to Head Start and, therefore, will only appear for contacts whose children are enrolled in a Head Start program.

The Family Partnership tab stores Family Partnership Agreements and Family Strengths & Needs Assessments.

To record a Family Partnership Agreement, press the ‘Add Family Partnership Agreement’ button; to record a Family Strengths Assessment for the contact, press the ‘Add Family Strength and Needs Assessment’ button.

family partnership tabWithin the Family Strengths and Needs Assessment, there are opportunities to record family strengths/supports that currently exist from the guardian’s perspective as well as areas the family would like support, training or resources that relate to housing, adult education, employment, parenting, health and volunteering. To save, press ‘OK’.


The Family Partnership Agreement (FPA) provides a place to build family goals based on the information learned through the Family Strengths Assessment. After an FPA has been saved, goals can be created for the family by clicking the ‘Add Goal’ button.


From there, the goal is described and given a target achievement date. To meet the goal’s deadline, action steps and progress updates can be assigned as benchmarks.



To enter an event for a contact, navigate to the Events tab and click the ‘Add Event’ button.

events tabNext, you be will asked to select from Event type drop-down, record an event date and any corresponding notes that may be important to save. You may also set reminders  that may be necessary as a result of the event, for example a referral follow-up reminder.

adding eventRead more about Contact Events here.


The final tab in the contact profile is the Log, which functions as a place to review the history of updates made to the contact’s data. For more on the Log, visit the Log overview.

contact log tab


Family Need Identified


  • Date: Date the parent/guardian expressed an interest or identified a need for a particular service. This defaults to today’s date so be sure to update it if you are entering an event a few days later.
  • Staff: Select the staff person who will make a referral or deliver the service.
  • Service Type: Select the type of service the parent/guardian is interested in or may need. Options are:
    • Adult education such as GED programs and college selection
    • Asset building services (such as financial education, opening savings and checking accounts, debt counseling, etc.)
    • Assistance to families of incarcerated individuals
    • Child abuse and neglect services
    • Domestic violence assistance
    • Emergency/crisis intervention such as meeting immediate needs for food, clothing or shelter
    • English as a Second Language (ESL) training
    • Health education
    • Housing assistance such as subsidies, utilities, repairs, etc.
    • Job training
    • Mental health services
    • Parenting education
    • Relationship/marriage education
    • Substance abuse treatment
  • Referral Date: If the service will occur outside of your program, enter the date the referral was made.
  • Referred To: Enter the individual or organization where the parent/guardian was referred.
  • Services Received?: If the referral or identified need resulted in the family/individual receiving services, check this box.
  • Note: Enter specific details here about the identified need, referral and service delivered.

*Only family need identified events designated on primary and secondary contacts only will be included in the count under the Family Services section of the PIR (C.50).