Articles on: Families Module

Changing Guardian & Nominee Statuses

This article will assist you with the process of changing the status of a Guardian and Nominee for a Family.

Overview

Guardians and Nominees have different permissions for the Family and may change their status for example.

Scenario 1

Guardian 1 & 2 are on the existing Family then separate.

Guardian 2 no longer requires access to the Financial details of the Family as they are linked to Guardian 1.

They will need to be changed from a Guardian status to a Nominee status.

Scenario 2

A Nominee is on the existing Family and are now changing to being a Guardian for the child, and will have access to the Guardian Web Portal and App.

They will need to be changed from a Nominee status to a Guardian status.

Note: Only the Service has the ability to change the statuses of Guardians and Nominees via Xap. Families are unable to manage this themselves via the Web Portal for Guardians & Carers or the Smile App.

Changing a Guardian to a Nominee

To change a Guardian to a Nominee status there are few requirements.

They are not able to be the Primary Guardian
They are not able to be linked to a Payment Account for billing
They are not able to be linked to Bookings for the Child/ren on the Family

If the Guardian is either of these options they will need to be archived and manually re-added as a Nominee status. see How to add a Nominee/Emergency ContactHow to add a Nominee/Emergency Contact and How to Archive a Guardian or Nominee

To convert the Guardian Status

Select the Summary Screen for the Family
Select the 3 dot menu next to the Guardian
Select the option of Convert to Nominee

Adjust any Authorisations if required
Select Save

Changing a Nominee to a Guardian

To convert the Nominee Status

Select the Summary Screen for the Family
Select the 3 dot menu next to the Nominee
Select the option of Convert to Guardian

Guardians have mandatory fields that need to be completed:

Add in a DOB if it wasn't added previously
Add in an Email address (this will become their login for the Smile App and Family Portal)
Ensure that at least 1 contact number has been provided

Update any Authorisations as required
Re-set the contact priority if required
Select Save

The new Guardian will receive their welcome email and details to allow them to log into the Family Portal and set their password.

To assist you further with this process see the Xap University video: Changing Guardian & Nominee Statuses

Updated on: 20/05/2021

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