Clicking on the ‘Children’ menu option on the main menu on the left-hand side of the screen will open a page displaying summary profiles for every child enrolled at the nursery. These boxes contain a summary of the child’s details, as explained below. Children with funding entitlement for the current week can be easily identified as their profiles have a green/grey background, whereas non-funded children have a white background.
- This drop-down menu can be used to reorganise the children view. The children can be ordered by first name, last name, room or date of birth.
- This tick box allows the user to indicate whether the inactive children should be displayed.
- This tick box allows the user to indicate whether children across all branches should be displayed.
- These two buttons can be used to switch between grid view and map view. The children will be displayed in grid view by default.
- These five buttons allow the user to perform various functions, as described later in this document (sections 1 to 5).
- A summary of the child’s profile is displayed in a grid view by default. The summary includes a photo of the child, the child’s name and ID number, the age of the child (in years, months and days) and the child’s designated room and key person. Any tags linked to the child are displayed in the bottom left-hand corner of the box.
- The days the child is attending the nursery in the current week are displayed in the top right-hand corner of the box.
- In the bottom right-hand corner of the box are six buttons that can be used to perform certain functions, as described later in this document (sections 6 to 10).
1. Searching for a Child
If the user hovers their cursor over the search icon, a search bar will appear. The user can enter full or partial details to search for a child. As the user starts typing, the system will display only the children whose names contain those letters. The system will also highlight if a parent’s/carer’s name contains those letters with a ‘Parent Matched’ message. This message and the letters within the child’s name will be highlighted in yellow for clarification. The user is also able to search by URN and tags assigned to the children.
2. Adding a Child
Clicking on the ‘+’ icon in the top right-hand corner of the page will open a ‘Profile – Create’ form in which the user can enter details about the new child. This function is only available if the ‘Can Add Child’ tick box is ticked in the System Settings. For further information, please refer to the System Settings -> Branch/Nursery documentation on the Support Portal. If the ‘Can Add Child’ box is unticked, the user will need to add children through the enquiries process. These two processes for adding a child are explained further in the Children -> Adding a Child documentation on the Support Portal.
3. Send a Child Profile Form
Clicking on the envelope button in the top right-hand corner of the screen allows the user to send a child profile form out to a child/group of children or all children. When the user clicks on this button, a ‘Send Child Profile Form’ pop-up window will appear. The user can enter full or partial details into the blank field to select children – the system will set the value to ‘All’ by default. Clicking the ‘Send’ button will send a child profile form to all parents/carers with parental responsibility to the children selected. This can be used to update existing children’s profile information.
4. Room Movement
Clicking on the suitcase button in the top right-hand corner of the screen opens a new page displaying the room movement information for every active child on the system. This list contains the child’s name, the room they will be moving into, the date they will be moving and their key person. Beneath the child’s name is their age shown in years, months and days. The colour and age group of the room are displayed next to the room name. The list is organised by room and then by child’s age.
The user can edit the date of move and key person by clicking in the relevant fields. When the user clicks on the date of move field a calendar will appear from which they can select the required date. When the user clicks on the key person field a drop-down menu will appear showing staff that work at the nursery. Multiple children can be selected using the tick boxes on the left-hand side of the list. The user can then save or delete the room movement for those children using the two buttons on the right-hand side of the list.
5. Importing Child Data
Clicking on the upload button in the top right-hand side of the screen will open a new page in which the user can upload a csv file. Clicking in the blank field will open the user’s documents folder from which they can search for and select the required csv file.
6. Child Scheduling
Clicking on the calendar button in the child profile summary box opens the child scheduling screen in that child’s profile. Please refer to the Children -> Child Scheduling documentation on the Support Portal for more information on creating a child’s schedule.
Clicking on the credit card button in the child profile summary box opens the invoices screen in that child’s profile. This screen displays a list of invoices the child has received, the invoice amount, and whether the invoice has been paid. For further information on the invoices section of a child’s profile, please refer to the Children -> Invoices documentation on the Support Portal.
Clicking on the cash note icon in the child profile summary box opens the funding screen in that child’s profile. The funding screen shows how much funding that child is entitled to per term. For further information on the funding section of a child’s profile, please refer to the Children -> Funding documentation on the Support Portal.
9. Editing a Child's Profile
Clicking on the pen icon in the child profile summary box opens the child’s profile screen in which the user can edit the child’s details. Once the user has edited the required fields they can click on ‘Update’ to save the changes, or on ‘Next’ to edit details in the next section of the child’s profile (parental details).
10. Downloading a Child's Profile
Clicking on the download icon in the child profile summary box automatically downloads the child’s profile as a PDF. This PDF displays the child’s details and their parents’/carers’ details. The nursery logo will be displayed in the top left-hand corner and the date and time the profile was downloaded is displayed in the top right-hand corner.