Create & Manage Policies

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View Policies

Follow these steps to view policies already existing for your business. If no policies exist yet, skip ahead to creating one!

1. Go to Settings (left menu) > Business Settings card > Manage Policies. 
2. Click the Expand iconto see details for all policies.
3. Click the Options icon> View on the card of the policy you want to see agreement details for.
   
   

Create a Policy

Follow these steps to create a policy. Policies can later be added to an Online Registration form.

Create a New Policy

1. Go to Settings (left menu) > Business Settings card > Manage Policies.
2. Click the + New Policy button.
   • Enter a required Policy Name.
   • Add the required Policy Content and use the toolbar to edit the text's formatting and style. To add an image, copy it to your clipboard and paste it into the textbox.
   • Select a required Signature type from the drop-down list, such as Agree Checkbox, Agree/Disagree Checkbox, No Signature, or Digital Signature.
3. Click Create Policy, and the new policy will be added to the Policies page.
   
   

Duplicate a Policy

1. Go to Settings (left menu) > Business Settings card > Manage Policies.
2. Click the Options icon> Duplicate on the card of the policy you want to duplicate.
   • A new policy will appear with the original name plus - Duplicate added.
     
     
     
3. Click the Options icon> Edit on the new, duplicated policy to make any changes.
   
   

Edit Existing Policies

Policies that are not in use on an Online Registration form can be edited. Unused policies will appear with a Not Used badgeon their card.

1. Go to Settings (left menu) > Business Settings card > Manage Policies.
2. Click the Options icon> Edit on the policy card you want to make edits to.
   
   
   
3. Make edits to the existing policy, including:
   • Change the Policy name.
   • Use the text box and toolbar to edit the text's formatting and style. To add an image, copy it to your clipboard and paste it into the textbox.
   • Change the Signature type required.
4. Click Save Policy when finished.
   
   

View Agreed-to Policies

On a Completed Registration

Once a family agrees to policies during Online Registration, follow these steps to see their agreements on the Online Registration form:

1. Go to Enrollment (left menu) > Online Registration card > View Recieved Registrations.
2. Go to either the Pending or History tab to find the registration, depending on whether it has been approved or not.
3. Click Review if the registration is on the Pending tab or View if the registration is on the History tab.
4. Find the Documents and Policies section. Any agreed-to policy will show with Agreed on MM/DD/YYYY.
   
   

From a Child's Account

After a child is enrolled, follow these steps to see a family's policy agreements on a child's account:

1. Go to Family Accounts (left menu) > Profiles card > View # Active Family Accounts.
2. Select the family card for the child you want to see, then click the child's name in the Children section.
3. Click the Policies tab.
4. Find the Registration and Class, then click the View iconon that line.
   
   

Print Agreed-to Policies

Follow these steps to print agreed-to policies from families:

1. Go to Family Accounts (left menu) > Profiles card > View # Active Family Accounts.
2. Select the family card for the child you want to see, then click the child's name in the Children section.
3. Click the Policies tab.
4. Find the Registration and Class, then click the View iconon that line.
5. Go to the Actions menu > Print.
   
   

Q. Why can't I edit a policy that's in use?

A.  A policy is a legal agreement between families and your center. Editing a policy that is already attached to an Online Registration form can alter the agreement made. To edit a policy you are currently using, detach it from the Online Registration form, edit it, and then reattach it for future registrations or enrollments.

Q.   How can my imported families agree to policies?

A.  Right now, families who are imported can't agree to policies during the import process. To get around this, you can enroll all imported families in a Program, such as "Existing Families. Then, follow these steps:

1. Create an Online Registration Form for the "Existing Families" Program.
2. Include Policies as a required step in the registration or enrollment process.
3. Invite Parents/Contacts to Download the CircleTime Mobile App.
4. When families use the app to register their children, they will be asked to agree to any necessary policies for your center.