Managing family memberships in the admin app

Family membership allows a primary family member to register and pay for multiple members of their family. Any family members with their own email address can then access their membership from their own device.

In this article:

• 👨‍👩‍👦‍👦 Family overview
• ⚙️ Family members at a glance
• 🧒 Increasing or decreasing the number of family members
• ➕ Adding a family member
• ⬇️ Removing a family member
• ✅ Manually accept a family invite
• 🎂 Change a family members name, age, gender or other details
• 🔄 Changing a piggyback into an account with an email

👨‍👩‍👦‍👦 Family overview  

In the admin app there are multiple functions that will assist you in managing family memberships should your members need help. 

Should the member wish to add another adult or child, they can do this themselves via the mobile app.

⚙️ Family members at a glance

The members list includes handy icons so it's easy to tell if a member is a primary or secondary family member.

1. This user is a Primary family member with 3 members total in their family.
2. This user is a secondary family member

Under the family tab it is possible to click through to the profiles of the secondary family members. Any editing of the family must be done under the profile of the primary family members.

🧒 Increasing or decreasing the number of family members

Increase the number of adults or children on a family membership:

1. Select the primary family member from the members list to open their profile
2. Click on the Family tab
3. Click on 'Add Adult' or 'Add Child'. Once the blue '+' button is pressed, the red '-' button will appear 
4. This will add an empty space to the family list at the left hand side.

Decrease the number of adults or children on a family membership:

1. Select the primary family member from the members list to open their profile
2. Click on the Family tab
3. Click on 'Remove Adult' or 'Remove Child'

➕ Adding a family member: 

1. Select the primary family member from the members list to open their profile
2. Click on the Family tab
3. The steps to take next vary depending on the status of the member to be added:

Option A: The member to be invited has an inactive account with your organisation

1. Under the family tab, click on the blue person and + icon
2. Enter the members email address and click 'Next'
3. Their information will be loaded automatically
4. They will be sent a welcome email notifying them that they have been added to your family

Option B: The member to be invited has an account with another organisation

1. Under the family tab, click on the blue person and + icon
2. Enter the members email address and click 'Next'
3. Enter the members name, age and gender. As they belong to another organisation (this information cannot be shared for privacy reasons)
4. Click 'Add Family Member'
5. They will be sent a welcome email with instructions on how to log in. They will need to use the family code to join. They can also be added manually. (See 'How family members are invited to the family.')

Option C: The member to be invited has an active account with your organisation

1. It is not possible to add an active member to a family
2. The member can be deactivated first if necessary
3. Option A above will then apply

Option D: The member to be invited does not have an account with any organisation

The family member to be added is completely new and requires adding to the family.

1. Under the family tab, click on the blue person and + icon
2. Enter the members email address and click 'Next'
3. Enter the members name, age and gender
4. Click 'Add Family Member' and the new member will be shown in the list of family members . They will be sent an email containing the family code so that they can login to Hivepass and finish joining the family.

Option E: The member to be invited already belongs to the family but their email address needs to be added

The family member has been added as a 'piggyback' (a member with no email address), when the family was initially set up, but their email address now needs to be added.

1. Under the family tab
2. Delete the piggyback family member (the user without an email address) by clicking on the red trash can icon
3. Add the family member and their email address by clicking the blue person + icon and entering their email address
4. Click 'Next' and add their details; name, age and gender.
5. Click 'Add Family Member' and the new member will be shown in the list of family members . They will be sent an email containing the family code so that they can login to Hivepass and finish joining the family.

⬇️ Removing a family member: 

1. Select the primary family member from the members list to open their profile
2. Click on the Family tab
3. Click on the red trash can icon next to their name and click 'Confirm'.

✅ Manually accept a family invite

If a family member added does not accept their invite, they will show as inactive in the main members list. Check this by going to Community>Contacts.

1. Under the Family tab, an aeroplane icon will show, indicating that an email invite has been sent but not accepted 
2. See below example: kiwisue@mailinator has been invited by the primary family member, but has not yet accepted the invite
3. The invite can be accepted manually by clicking on the green icon to the right of their details.

🎂 Change a family members name, age, gender or other details

1. Select the member from the members list to open their profile
2. In the Details tab, change any details you need to
3. Click Save

🔄 Changing a 'Piggyback' user into an account with an email

To convert a Piggyback user to a full account, delete the Piggyback and re-add them to the family using their email address. This is typically needed when a younger family member gets their own email and wants to use Hivepass on their own device.

Follow these steps:

1. Open the primary family members profile and navigate to their Family tab
2. Make a note of the piggybacks details before deleting
3. Remove them from the family by clicking on the red trash can icon. Then confirm
4. This will create an empty space in the family for them to be added back into
5. Click on the blue person + icon and enter their email address
6. Enter their first and last name, age and gender
7. Hivepass will create the member and send them an email inviting them to the family
8. They now have their own membership number and profile