Summary
Managing a busy schedule just got a lot easier with creating & linking a new dependent online. Once enabled, your primary members can:
✅ Create dependent accounts (e.g. for children)
✅ View and manage dependent account details
✅ Assign a relationship to each dependent (e.g. “child”)
✅ Manage & create bookings for dependents, both online and via front-of-house
All communications are automatically routed to the primary account holder’s email, saving time and ensuring a seamless booking journey for families at your centre.
Role Definitions
| Role | Description |
|---|---|
| Owner | The main account holder (e.g., parent or primary guardian). |
| Admin | A secondary manager of the group (e.g., nanny or carer). |
| Dependent | A linked member of the group (e.g., child). |
Full details and the breakdown of permissions at the bottom of this article.
How to Enable This Feature
This feature is switched off by default and must be enabled by your team before customers can use it.
To enable Linked Accounts:
- Go to System Configuration
- Search for User Groups
- Set “User Group Owner Linking Enabled” to Yes
- Save your changes
Step-by-Step Guide for your customers
- The customer should login to their account
- The customer should then navigate to "My account" > "Account details"
- The customer will see a new “Create Group Member” button
- This will online appear online, within their Account Details area after logging in once the “User Group Owner Linking Enabled” is set to "Yes"; see "How to Enable This Feature" for more details.
- After the customer has clicked the “Create Group Member” button, they will be asked to enter the following details for their dependent:
- First name
- Last name
- Date of birth
- Label
- Additional details are also requested depending on your confirmation
- If Marketing preferences are requested, these will be linked to the primary customer for dependent users as they inherit the contact details. This is because the dependent user does not have explicit online access via an email address.
- The label helps easily identify the dependent for person and staff purposes at the centre:
- Once saved, the new dependent will show as part of the Group Members in the Account details section:
Access control for your dependents
Owners can now switch between dependent profiles, so you can manage bookings and access facilities on their behalf. Giving members smoother navigation and stress-free access for the whole group.
- The customer should login to their account
- The customer should then navigate to "My account"
- The customer will then see the "Access Cards" section which will have a button for each of their dependents in the group:
Learn about group roles and permissions
Group Roles
Owner
Each group has one owner. You're automatically the owner of the group you create, to which you can add group members (provided they are not already part of another group).
Admin
Each group can have multiple admins. Usually adults, admins have online access and the ability to manage some aspects of their own account.
Dependent
Each group can have multiple dependents. Usually children, dependents won't have online access to their own account. The owner is responsible for managing all aspects of dependents' accounts, memberships, and bookings.
Role Permissions
| Permission | Dependent | Admin | Owner |
|---|---|---|---|
| Account | |||
| - Manage own account | No | Yes | Yes |
| - Manage own bookings | No | Yes | Yes |
| - Manage own memberships | No | Yes | Yes |
| On behalf of Dependants in the group | |||
| - Manage account | No | No | Yes |
| - Create bookings | No | Via Foh | Yes |
| - View bookings | No | Via Foh | Yes |
| - Edit bookings | No | Via Foh | Yes |
| - Cancel or manage bookings | No | Via Foh | Yes |
| - Buy memberships | No | No | Yes |
| On behalf of Admins in the group | |||
| - Manage account | No | No | Yes |
| - Create bookings | No | No | Yes |
| - View bookings | No | No | Yes |
| - Edit bookings | No | No | Yes |
| - Cancel or manage bookings | No | No | Yes |
| - Buy memberships | No | No | Yes |
| Group management | |||
| - Add new accounts to the group | No | No | Yes |
| - View accounts in the group | No | Via Foh | Yes |
| - Remove accounts from the group | No | No | Via Foh |
| - Be part of multiple groups | No | No | No |