Adding Additional Attachments for Families

Xap allows you to record and save attachments for your Families that can be downloaded as required.

Attachments can be added via:

1. Enrolment form e.g. Medical, Custody forms - visible to Families & Service
2. Attachments section - Manually added by the Service - visible to Families & Services
3. Notes section - Manually by the Service - Internal for Service view only

Option 1 - Enrolment form

To manage this option:

Within the Family summary screen, use the 3 dots next to the child and select edit.

Attachments can be uploaded by Families or Services via questions on the enrolment form and will be visible to, and able to be managed by Families and Services.

This option is the preferred method for eg. Updated Immunisation details, Asthma action plans.

By updating from the child details section, you are able to update the newly administered immunisations as well as upload the new supporting document at the same time

Attachments uploaded against the enrolment form will be visible within:

• Medical Conditions section
• Attachments section

Option 2 - Manually by the Service - visible to Families

These attachments can be uploaded by the Service and are helpful for storing eg.

• Transport permission forms
• Excursion permission forms

1. Select the Family and go to the Family Summary screen
2. Select + within the Attachments section

3. Attach the document
4. Select Children (select Guardian if the permission form includes all children)
5. Select Child’s name (only if permission form is per child)
6. Add Attachment name
7. Select Add Attachment

Repeat for each child’s forms.

Option 3 – Not Visible to Families – Notes option

These attachments can be uploaded by the Service and are helpful for storing eg.

• Payment Plan agreement forms
• Internal Child development forms for the service

1. Select the Family and go to the Family Summary screen
2. Select +within the Notes section

3. Select the User Roles who can see this attachment
4. Add in the subject
5. Add in a Note (for your reference)
6. Add the attachment(s)
7. Select Save

Below displays the areas that attachments will be displayed for the Service.

Updated on: 21/10/2025