Offboard a family gracefully
The clean order of steps when a family leaves, so records are kept and nothing bills after they're gone.
When a family leaves, a little order keeps your records clean and stops anything from billing after they're gone. Here's the sequence.
1. Settle the last invoice
Make sure their final invoice is paid (or written off) before you close things out. Check the Past Due tab on Billing & Payments → Invoices and the Outstanding Balances report under Reports if you're not sure. Handling money first avoids loose ends.
2. Remove the child from their room
On Organization → Rooms, find the child on their room card and use Remove from [room name]. This ends their enrollment so they won't be picked up by future auto-generated invoices. See Move a child from one room to another for how enrollment works.
3. Archive the family
On the family's card in Families & Children → Families, use Archive family. The confirmation spells out exactly what it does: archives the parents and children, withdraws active enrollments, cancels pending invitations, and cancels active auto-pay. See Archive a family when they leave.
What stays and what stops
- Kept: invoices, payment records, and the family's history. Archiving is reversible; you can restore them if they come back.
- Stops: the parents' app access, future invoices, and any auto-pay.