Creating a child profile is the first step in Educa. Once the profile is created, your team can document learning, assign teachers, add the child to a Class, and invite family members when you are ready to share.

Before You Add a Child

Before creating a child profile, make sure you have:

First name and last name
Date of birth
Any required site-specific fields, such as gender
At least one family contact
Guardian consent to store this information in Educa, based on your centre’s enrolment process

Note: You can create the child profile before inviting family members. However, at least one family member should be invited before you start sharing learning with the child’s family.

Who Can Add Child Profiles?

Who can create child profiles depends on your site's privacy settings:

Site Admins: Users with site admin access can always create child profiles.
When Class Privacy is off: All teachers can create child profiles because teachers have access to all children on the site.
When Class Privacy is on: Teachers cannot create child profiles by default.
Allowing teachers to add children with Class Privacy: A Site Admin can enable the relevant setting under Settings > Privacy. Teachers can then create child profiles for their own Class only.
Home-based services: Visiting Teachers can create child profiles for their assigned Class.

Note: Only users with site admin access can archive child profiles.

For more information about these permissions, see Your Site's Privacy Settings.

How to Add a Child Profile

Go to Children in the main menu.
Select All Children.
Click + New Child.
Enter the child’s required details.
Optional: While creating the profile, you can also:
- Upload a profile photo
- Add the child to a Class
- Assign a Profile Teacher
- Link a sibling’s profile
Click Save to create the child profile.
Invite one or more family members when you are ready to share learning.

After saving, the child will appear on the All Children page. If you assigned the child to a Class, they will also appear under that Class.

Note: Who can access the new child profile depends on your site's Class Privacy settings. When Class Privacy is off, all teachers can access the profile. When Class Privacy is on, access is limited to teachers linked through the child's Class or Profile Teacher assignment.

Link Sibling Profiles

If a child has a sibling already in Educa, you can link their profiles. This helps connect family members across the children’s profiles.

Tip: For three or more siblings, link two children first. Then open each remaining sibling’s profile and link them to one of the already linked children. Educa will automatically connect the whole sibling group.

Edit a Child’s Profile Later

You can update a child’s details at any time.

Open the child’s profile.
Click Edit Profile.
Update the relevant details.
Click Save.

You can also allow parents to update selected profile details through your site’s Privacy Settings.

Add Children in Bulk

If you need to add several children at once, you can request a bulk upload.

Download the Bulk Child Upload Template.
Fill in each child’s details in the required format.
Send the completed spreadsheet to Educa Support.

For full instructions, see the Child Bulk Upload Guide.

How to Add a Child to Your Site