Description of the feature
The Delegations feature allows you to register, on each student card, a list of authorized persons to pick up the student from the facility (e.g., grandparents, uncles, babysitters, family friends) without having to create a family account for them and therefore without giving them any access to the management system or the Easy Family App.
For each delegate, it is possible to register:
First Name (mandatory)
Last Name (mandatory)
An attached document (optional) — generally the delegate's ID, but at the discretion of the facility, the signed delegation form from the parent or any other useful document can also be uploaded (supported formats are jpg, jpeg, png, pdf).
Note: Delegates do not receive credentials and cannot access the system. Their role is solely to be recognized by the facility staff at the time of student pickup.
Where to find the function
Profile Position What can Coordinator (browser, light blue menu) Student card → dropdown Delegations Add, import, modify, delete Educator (browser, green menu) Student card → dropdown Delegations View only (including the attached document) Easy Staff App Student List → student → View Card → Delegations section View only Family Member (browser) Attendance menu → Delegations Add, modify the attached file Easy Family App Attendance menu → Delegations Add, modify the attached file
Coordinator Side — Add a Delegate
Step 1 — Access the Student Card
Log into the management system with a coordinator account (light blue menu on the left).
In the left menu, click on "Students" to expand the submenu.
Click on "Student List".
Locate the student for whom you want to add a delegate and click on their name (or the edit icon) to open the card.
Step 2 — Open the Delegations Section
Once inside the student card, at the top you will find a dropdown (combo box) that shows the name of the currently displayed section (by default, it shows "Student").
Click on the arrow of the dropdown to view all sections of the card.
Select the "Delegations" option.
The Delegations page will open with the table of already entered delegates (or empty if it is the first time).
The table has the columns: First Name — Last Name — Document — Edit — Delete.
Step 3 — Add a New Delegate
At the top right of the Delegations box, you will find two buttons:
"Import" (purple) — to associate an adult already present in the archive (see next paragraph).
"+ Add" (light blue) — to enter a new delegate from scratch.
Click on the light blue button "+ Add".
A modal window titled "Delegations" will open with the following fields:
First Name* — mandatory field. Enter the delegate's first name.
Last Name* — mandatory field. Enter the delegate's last name.
Upload Document — light blue button. Clicking it opens the file selection window of your device, from which you can choose the document to attach.
Supported file types: jpg, jpeg, png, pdf.
What to upload: it is at the discretion of the facility. Typically, the ID document of the delegate is uploaded; some facilities prefer to upload the signed delegation form from the parent. The field is optional: if nothing is uploaded, the delegate will still be registered with their first and last name.
Step 4 — Save
Once the mandatory fields (First Name and Last Name) are filled in, the "Save" button at the bottom turns green and becomes clickable.
Click on "Save" to register the delegate.
Alternatively, click on "Cancel" to close the window without saving anything.
The new delegate will immediately appear in the table.
Coordinator Side — Import a Delegate Already in the Archive
If the person you want to add as a delegate is already present in the system (for example, they are the parent of another student at the facility, or they have already been delegated for another sibling), you do not need to enter them again: you can use the Import function.
Step 1 — Open the Import Window
On the student's Delegations page, click on the purple "Import" button at the top right.
Step 2 — Search for the Person
In the window that opens, you can search for the person to associate by:
First Name
Last Name
Email
Enter one or more of these details in the search field; the system will show you the corresponding results already present in the facility's archive.
Step 3 — Confirm the Import
Select the correct person from the list of results and confirm the operation.
The person will be automatically added to the student's Delegations list, with their personal data already filled in.
Note: The import does not create an account nor modify the person's permissions; it only associates them as a delegate to this student's card.
Coordinator Side — Modify a Delegate
The coordinator can modify all fields of an already entered delegate (First Name, Last Name, and Document).
Open the student's Delegations page (see Step 1 and 2 of "Add a Delegate").
Locate the row of the delegate to modify.
In the "Edit" column, click on the light blue pencil icon.
The same modal window as the entry will open, already filled with the current data.
Modify the desired fields. To replace the attached document, click again on "Upload Document" and select the new file.
Click on "Save" to confirm the changes.
Coordinator Side — View the Attached Document
To consult the document already uploaded for a delegate:
Open the student's Delegations page.
In the "Document" column, click on the purple icon shaped like a sheet corresponding to the delegate.
The file (image or PDF) will be opened/downloaded on your device.
If instead of the icon the cell is empty, it means that no document has yet been uploaded for that delegate.
Coordinator Side — Delete a Delegate
Attention: Deleting a delegate is permanent and can be done only by the coordinator. Neither educators nor family members can delete delegates.
Open the student's Delegations page.
Locate the row of the delegate to remove.
In the "Delete" column, click on the red icon shaped like a trash can.
Confirm the deletion in the warning window.
The delegate will be immediately removed from the list.
Educator Side — View Delegates (browser)
The educator (green menu) cannot add, modify, or delete delegates, but can consult the list to verify who is authorized to pick up the student at the time of pickup.
From browser
Log into the management system with an educator account (green menu on the left).
Open the desired student's card.
In the dropdown at the top of the card, select "Delegations".
The table with First Name, Last Name, and Document of each delegate will be displayed.
To view the attached document, click on the purple icon shaped like a sheet in the "Document" column: the file will open or be downloaded.
Difference from the coordinator: on the educator side, the "+ Add" and "Import" buttons are not present, nor are the "Edit" and "Delete" columns. The page is in read-only mode.
Easy Staff App — View Delegates
You can also consult the list of delegations from the Easy Staff App provided to the staff.
Open the Easy Staff app and log in.
Go to "Student List".
Locate the desired student (you can use the search bar or the "Section" filter).
In the student's box, click on the "View Card" button (at the bottom left of the box).
In the "View Card" screen, scroll down to the "Delegations" section.
All registered delegates for that student will be listed, with an icon to open the attached document (if present) next to them.
Family Side — Add a Delegate from Browser
Authorized family members can also add delegates independently from the browser.
Step 1 — Access the Family Panel
The family member logs into the management system with their credentials.
In the left menu, click on "Attendance".
In the submenu that opens, click on "Delegations".
Step 2 — Add the Delegate
The list of already registered delegations for their student(s) will be shown.
Click on the button to add a new delegate.
Fill in First Name and Last Name.
(Optional) Upload the delegate's document (jpg, jpeg, png, pdf).
Save.
Important: once entered, the family member cannot delete the delegate. If it needs to be removed, the family member must request deletion from the facility through communication (e.g., a message from the app or a direct request to the coordinator), who will proceed with the deletion from the coordinator side.
The family member can always modify the attached file/image of the delegate (for example, to update an expired ID document).
Family Side — Add a Delegate from Easy Family App
The procedure from the app is conceptually identical to that from the browser.
Open the Easy Family app and log in.
Select the facility and the desired student.
From the home screen, access the "Attendance" menu.
Select the "Delegations" submenu.
You will see the list of already entered delegates for that student.
To add a new delegate, use the add button.
Fill in First Name and Last Name (mandatory) and optionally upload the document from your device (existing photo or taken on the spot).
Save.
Even from the app, the family member can modify the attached file but cannot delete the delegate. For deletion, they must contact the facility.
Frequently Asked Questions
Does the delegate receive credentials or notifications? No. The delegate is simply a registered profile in the card; they have no access to the system, do not receive emails, and do not receive notifications.
Is it mandatory to upload a document for the delegate? No. Only First Name and Last Name are mandatory. The document is optional but strongly recommended to ensure recognition at the time of pickup.
Which document is better to upload: the delegate's ID or the signed delegation? It is at the discretion of the facility. Some facilities prefer the delegate's ID (to facilitate recognition at pickup), while others prefer the signed delegation form from the parent. Agree with the coordinator on which procedure to follow.
Can a family member delete a delegate they entered by mistake? No. Family members cannot delete delegates, even those they entered themselves. They must send a deletion request to the facility (e.g., via message on the app), and the coordinator will proceed with the removal.
Can the same delegate be associated with multiple students? Yes. The coordinator can use the "Import" function on each student's card to associate the same person already present in the archive with multiple students (useful, for example, for grandparents picking up multiple grandchildren from the same facility).
What does the educator see at the time of pickup? The educator, both from the browser and from the Easy Staff App, can open the student's card, go to the Delegations section, and check the name, last name, and attached document of each authorized delegate. This way, they can verify the identity of the person presenting themselves to pick up the student.
Are delegates entered by family members from the app immediately visible to staff? Yes. All delegates entered — whether by the coordinator, family members from the browser, or family members from the Easy Family App — are visible in real-time to staff on the educator side, coordinator side, and from the Easy Staff App.