What are Delegates
Delegates are the list of people authorized to pick up your child from the facility, in addition to the primary family members.
Typically, they are grandparents, uncles, babysitters, family friends, or other trusted individuals who, on certain days, can show up at the time of exit to pick up the student.
The registered delegates:
do not have access to the management system or the Easy Family App;
do not receive credentials, emails, or notifications;
are simply recognized by the staff of the facility based on the data and document you have entered.
Note: For each delegate, you can enter First Name, Last Name, and (recommended) an attached document, such as a photo of their ID card.
Which document to attach
The file to upload is generally the ID document of the delegate (ID card, driver's license, passport), so that the staff can recognize them at the time of pickup.
Some facilities prefer that the signed delegation form be uploaded instead: ask your facility's coordinator what procedure to follow.
Supported formats: jpg, jpeg, png, pdf.
Important: uploading the document is optional. You can save a delegate with just First Name and Last Name, but it is strongly recommended to attach a document to facilitate recognition.
Insert a delegate from the Easy Family App
Step 1 — Access the app
Open the Easy Family app on your smartphone.
Log in with your credentials.
Select the facility of the student.
If you have multiple students associated, select the one for whom you want to insert the delegate.
Step 2 — Go to the Delegates section
From the Home screen, access the "Attendance" section.
Within Attendance, locate and tap on "Delegates".
A page will open with the list of delegates already entered for the student (it will be empty if this is the first time).
Step 3 — Add a new delegate
Tap the button to add a new delegate.
Fill in the following fields:
First Name (required) — the first name of the delegate.
Last Name (required) — the last name of the delegate.
(Optional but recommended) Tap the "Upload Document" button to attach the delegate's ID document. You can:
select a photo already in the phone's gallery;
or take a photo on the spot of the document.
Ensure that the file is readable.
Step 4 — Save
When the required fields (First Name and Last Name) are filled in, the "Save" button becomes active (green).
Tap "Save" to confirm.
The new delegate will immediately appear in the list and will be visible to the facility's staff right away.
Insert a delegate from a browser
If you prefer to use a computer, you can also insert a delegate from the web panel.
Step 1 — Access the management system
Open the browser and access your facility's management system with your family member credentials.
Step 2 — Go to the Delegates section
In the left menu, click on "Attendance" to expand the submenu.
Among the opened items, click on "Delegates".
You will see the list of delegates already registered for your student(s).
Step 3 — Add a new delegate
Click the button to add a new delegate.
Fill in the First Name (required).
Fill in the Last Name (required).
(Optional) Click on "Upload Document" and select the file to attach from your computer (jpg, jpeg, png, pdf).
Step 4 — Save
Click on "Save" to register the delegate.
Modify a delegate's document
If the attached document has expired, is poorly readable, or you want to replace it with another file, you can update it at any time, both from the app and from the browser.
Go to Attendance → Delegates.
Locate the delegate whose document you want to update.
Open their profile (by tapping the delegate from the app, or by clicking the edit icon from the browser).
Upload the new file using the "Upload Document" button.
Save.
The previous file will be replaced by the newly uploaded one.
Note: as a family member, you can only modify the attached file. The First Name and Last Name of the delegate, once entered, cannot be modified from your profile. If you entered incorrect data, contact the facility for correction.
How to delete a delegate
Important: once entered, you cannot delete a delegate from your family profile, even if you added them by mistake.
To remove a delegate, you must request deletion from the facility. You can do this in one of the following ways:
sending a message from the Easy Family App to the facility;
directly contacting the coordinator or the secretary;
communicating it in person to the staff at the time of entry or exit.
The coordinator will proceed to remove the delegate from their panel.
This procedure is in place to ensure the safety of the student: every deletion goes through a verification by the facility.
Frequently Asked Questions
Will the delegate I insert receive credentials to access the app? No. The delegate receives nothing: no email, no password, no notification. They are simply registered in your student's profile so that the staff can recognize them at pickup.
Do I have to upload the ID document? No, it is optional. However, uploading a document (ID card or photo of the delegate) helps the staff recognize the person at the time of pickup and is therefore strongly recommended.
Can I insert multiple delegates for the same student? Yes, you can insert as many delegates as you need (for example, both grandparents, an aunt, and a babysitter).
I accidentally inserted a delegate, how do I delete them? You cannot delete them directly. Send a message to the facility via the Easy Family App or contact the coordinator: they will take care of the removal.
I misspelled the delegate's first or last name. Can I correct them? From your family profile, you can only update the attached document. For correcting First Name or Last Name, contact the facility.
Is the delegate valid for other children I have in the same facility? No, the delegates are associated with each individual student. If you want the same person to pick up another child of yours, you will need to insert them in that child's profile as well. (From the facility's side, the coordinator can import the same delegate already in the archive for multiple students.)
When can I upload the delegates? Only at the beginning of the year? No, you can insert or update delegates at any time of the year, even multiple times, based on your needs.