Work a child's record
A child's record loads three requests, her profile, her full profile and her attendance streak, and renders eleven sections over them. The active section is in the page's address, so a section can be linked to directly.
The header
Name, age, grade, status and enrolment date, with the child's allergies and medical alerts shown as red and amber chips from her own record.
Two buttons: Edit, which opens the edit sheet, and Generate QR, which opens the badge; see Work the member directory.
The edit sheet
Everything on the child's own record. Six sections: identity, address, school, medical, enrolment and interests, pickup security, and a guardian section used only when creating.
Three things to know before using it:
- Date of Birth and Enrolment Date display as required fields and neither is actually saved when changed. Changing them does nothing and reports nothing.
- Five boxes must hold a specific structured shape. Allergies, Medical Alerts, Medications, Hobbies and Other Programs go into fields that only accept a list of short entries in the format the placeholder shows. Typing a plain sentence fails with a server error; the bracketed, quoted form saves.
- The sheet closes before the save actually finishes. So a failure appears only as a red toast over the record you thought you had saved.
The Audit panel inside the sheet is the child's audit history. Read what it does and does not record before relying on it.
The eleven sections
| Section | Reads | Can save |
|---|---|---|
| Overview | The profile and full profile | Guardians (add), emergency contacts (add, remove), pickups and restricted persons (add, remove), consents (grant, revoke) |
| Attendance | The five most recent check-ins | Nothing |
| Programs | Program enrolments and enrolment history | Nothing |
| Documents | The document list | Upload, verify, download, delete |
| Incidents | The five most recent incidents | Nothing |
| Notes | The note list | Add, edit, delete, pin |
| Pickup Auth | The full profile | The same three lists as Overview |
| Health | The structured medical record, the document list and Health and Safety's readiness check | The medical record |
| EAPs | Health and Safety's emergency action plans | Create, update, activate, archive; this is the Health and Safety module |
| Accommodations | The accommodation list | Add, edit, remove |
| Financial | The financial record and enrolment history | The financial record, add enrolment, terminate enrolment |
Overview
The section that does most of the work. Top to bottom: the allergy and medical-alert banners, basic information, demographics, guardians, attendance and incidents summary cards, the medical summary, emergency contacts, pickup authorisation and consents.
Adding a guardian collects name, email, phone and relationship, and creates a new guardian record every time. There is no edit and no way to attach an existing guardian, so a second child in the same family gets a second guardian row.
Emergency contacts offer Add and Remove only. To correct a phone number you must remove the contact and add it again.
Pickup authorisation shows two lists side by side, authorised pickups and restricted persons. Adding a restricted person is how a custody or no-contact order is recorded. Removing an authorised pickup sets a revocation date that is then hidden along with the record, so the person simply disappears; there is no revocation history.
Consents can be granted and revoked, both working. This panel passes a real guardian identifier, which is why it succeeds where the registration wizard's version fails.
Demographics displays and cannot be edited; nothing calls the update action.
Attendance and Incidents
The child's profile returns her five most recent check-ins and her five most recent incidents. Both sections read those two short lists and nothing else.
On Attendance that means:
| What it shows | What it is |
|---|---|
| Monthly calendar heat-map | Built from at most five check-ins, for any month you page to |
| Date-range filter, 7 days, 30 days, 90 days, all time | Filters the same five |
| Total Visits | The count, capped at five |
| Avg Weekly | The count divided by days in the window, times seven. Under "All time" that divides by 365, so a child who attends every day reads 0.1 |
| Avg Duration | The average of check-out minus check-in. PTRS never creates a check-out record, so this always shows an empty dash |
The current streak and longest streak shown alongside them come from a separate reading that covers every check-in, and is correct.
On Incidents, the list and its counts cover the five most recent involvements only.
Use the Attendance module for a child's real attendance history. Nothing on this section is wrong about the five rows it has; it is wrong about how many there are.
Health
Three panels.
Her separate, structured medical record holds conditions, medications, instructions, dietary restrictions, physical limitations, blood type, physician, hospital, insurance, Immunizations Up to Date and the last physical date.
This is the record the enrolment gate reads. Setting the immunisation flag and the physical date here is what clears two of its five checks.
Three boxes on this panel are sent and quietly dropped: Dietary Restriction Type, Special Medical Needs and Behavioural Health Notes. PTRS's own record of this data does not declare them, so the values are sent and lost with no error. The columns exist underneath.
The allergies panel is permanently empty. It calls a link that PTRS does not register, and the screen catches the failure and returns an empty list. The structured allergy record it would read has no writer anywhere in PTRS.
The allergies that are recorded, the ones on the header chips, live on the child's own record and are edited on the edit sheet, not here.
The enrolment readiness card comes from the Health and Safety module, running that module's own readiness check. It is a different mechanism from the enrolment gate in this module: different logic, different checks, no shared result. A green card here does not mean Add Enrolment on the Financial tab will succeed, and a red one does not mean it will fail.
Documents
A checklist of nine types the section labels required, noted as "required per DELACARE compliance" with no regulation cited, followed by the uploaded list.
- Upload: PDF, JPG, JPEG, PNG, GIF, DOC, DOCX, up to 25 MB. The file is optional; a metadata-only row is allowed
- Do not choose an IEP document from the twenty type options; PTRS does not recognise that name and refuses the upload. Use "Section 504 Plan" or "Other"
- Keep the document name under 200 characters. The on-screen check allows 250 and PTRS stops at 200
- Download fetches the file and saves it
- Delete hides the document rather than erasing it
Pressing Verify sends a fixed word, "current-user", as the verifier's name rather than the account that pressed it, and PTRS stores whatever it is given.
So every verified document in PTRS names "current-user" as its verifier, and the question a reviewer asks, who checked this birth certificate, has no answer in the record. There is also no un-verify: once marked verified, nothing sets it back.
This section's own checklist is not PTRS's own missing-documents check, which counts three types, ignores expiry, and reaches no screen anyway. See Required documents.
Notes
Add, edit, delete and pin, with a type filter over eight note types. Pinned notes sort to the top.
Confidential is a checkbox on the note form. It is stored and displayed and never used to filter a read. Every note on a child is visible to every user who can open the child, including a front-line staff member. Treat the checkbox as a label, not a control.
Follow-up required, and a follow-up date, can be set and completed, and nothing acts on either; no scheduled task reads them, no notice is sent.
Accommodations
Add, edit and remove, all working, the one area of the module where every action is reachable from one screen and every one succeeds.
Disability type and plan review date are checked and quietly dropped when they do not match a value PTRS recognises, on both create and update.
Programs, EAPs and Financial
Programs is read-only here: program enrolments and membership enrolment history. Enrolling a child into a program, and the licence-capacity check that runs when you do, happens in the Programs module.
EAPs is the Health and Safety module rendered inside this page. Creating, updating, activating and archiving all work.
Financial needs a second, narrower setting on top of the main one, which in practice means an organisation administrator or a super admin only. Everyone else sees "No financial information on file." whatever the child's record actually holds. It also hosts Add Enrolment, the one control that fires the enrolment gate. See Member financial information.
What the audit panel records
The Audit panel inside the edit sheet answers a narrower question than it appears to.
It shows changes to the child's own record only. Guardian, contact, pickup, consent, document, note, accommodation, medical, demographic, financial and enrolment writes all log under their own category, and none of them appears here.
Twelve fields on the child's record are excluded from the recorded values. A field marked this way is removed from the before-and-after snapshot entirely: allergies, medical alerts, medications, physician, hospital, insurance, pickup password, and the whole contact block.
So the panel reliably shows changes to name, middle name, nickname, gender, ethnicity, status, grade, school, swimming ability, referral source and the hobby and program lists. For anything else, the entry records that the child's record was updated and by whom, not what changed.
This is a deliberate privacy choice in PTRS: the documentation behind it says it is for sensitive fields such as tokens, personal detail and medical data. It is stated here because it is the opposite of what an audit panel usually implies.
Where to go next
Checked against PTRS on 7 September 2026.