Send a welcome pack and finish a family's set-up

This page is for people who look after families joining the service, such as managers and admins. The old welcome pack address brings you here.

Steps

1. Open Questionnaires, then the Onboarding packs tab. The page is called Bring families in & finish setup.
2. Read the Active inbox. It lists everything that needs you: submissions to acknowledge, and young people still in set-up.
3. Press Send welcome pack. Choose the young person, check the parent or carer name and email, and send. A personal message is optional.
4. When a family sends their answers back, press Review → on the row and read what they entered.
5. Acknowledge it when complete, or press Send back to parent ↩ with a note on what to fix.
6. Check Recent packs you've sent to see the last fifty. Use Archive to see what you put away.

If it goes wrong

• If a row has no parent email, the row says so. Fill in the form on that page, or add the contact to the record.
• If a family says they have not had it, press Resend on the row. It sends the same pack again.
• If a pack has declined consents, read those before you acknowledge. The row tells you.

What the inbox shows

• Submissions waiting to be acknowledged, newest first, with the time sent in.
• Young people still in set-up, with what is missing: emergency, medical, dietary, photo consent and trip consent.
• A row marked Awaiting pack means a pack was sent and is waiting. Needs pack means none has gone yet.
• Families who withdrew, confirmed by the parent.

Sending and resending

Send pack is shown on a row when the main parent contact has a name and email. Resend appears if one is already out, with when it was sent and whether it was opened. Using the main button lets you choose any young person and the area.

Welcome PDFs

The Welcome PDFs button opens a window to upload one default PDF for the organisation. You can add a different one for an area. The pack uses the area's PDF first, then the default.

Wording and documents

People who may change it see Welcome wording and documents. It opens Onboarding, where you edit the wording of the pack and its documents. If you do not see it, you are not allowed to change them.

Acknowledging and sending back

Review → opens what the family sent. Acknowledge marks it complete. Send back returns it to the parent with your note. The row then says sent back, waiting for the parent, and returns to you when they send it again.

Withdrawals and the archive

When a parent withdraws, you can Archive & scrub, which permanently removes personal data and keeps only an audit shell. It asks you to confirm and has no undo. You can also delete the record. Normal archiving keeps the item on the Archive tab for audit, and you can unarchive it.

How it links together

Consents, medical and emergency details the family return become part of the child's record once you acknowledge them. Missing items keep the child in the inbox. Withdrawals can be archived and scrubbed. Wording and documents are edited in Onboarding.