Automatic Sign-In/Sign-Out For Children

It couldn't be easier to track child attendance. With our computerized child sign-in and sign-out feature, you'll be tracking child attendance by week, day and  hour with the click of a button! Users simply click the checkbox by the student's name, and the computer captures the time and date for you. Comprehensive reports summarize attendance hours on a daily and weekly basis making this feature even more invaluable!

 Automatic Sign-In/Sign-Out For Employees

Like the Automatic Sign-In/Sign-Out for children, our computerized employee sign-in and sign-out feature simplifies tracking of employee hours. Employee attendance is tracked by week, day and  hour. Just click the checkbox by the employee's name, and the computer captures the time and date for you. Comprehensive reports summarize employee attendance hours on a daily and weekly basis.

 AutoBill Tuitions

If the user chooses, the computer will automatically bill the appropriate childcare account for tuition dues according to the tuition rate and billing schedule setup. This option is available to the user on a per child basis by clicking a checkbox on the child's information form. On days when the computer AutoBills an account, or accounts, the user is notified by a printable popup information form listing the account name(s) and amount(s) that were billed. This information is also available to the user, at any time, from the Account Transactions Menu.

 Global Billing

Global Billing allows the user to enter a single debit transaction and have it posted to all Active accounts at once. This feature is excellent for posting those once per year billings such as insurance, supplies, etc. Additionally, use this feature to post activity fees, drop-in fees, late fees, etc., for a large group of children. The feature allows you to exclude any account from being billed, on a per child basis. And, users can simply click the Print button to print out a report of the Global Billing transaction for their records. You'll never again be spending hours posting the same billing transaction to each account individually!

 Today's Reminders

Clearly one of our best features! When users open ChildCare Office Pro, they are presented with a printable information form, Today's Reminders. This form includes: interoffice reminders for that day, upcoming children's birthdays and the age they will be, upcoming activities, upcoming child immunizations due, childcare accounts where information needs to be updated and the date it was last updated, and Active childcare accounts which are past due. All of this information, and the user never even had to click a button! Today's Reminders is also available at any time from the Reminders Menu.

 End Of Month Statements

With the click of a button, users can print End Of Month Statements, similar to an account statement received from a bank, for each Active childcare account in which transactions took place during the month. Users may input any month-end and year date. Unless an account has in excess of 35 transactions during the month, the entire end of month statement will print on a single sheet of paper per account. End Of Month Statements include a running balance and balances do carry from year to year.

 Update/Change Tuition Rates

To complement AutoBilling, the Update/Change Tuition Rates feature enables the user to update or change tuition rates for all children under a particular tuition rate, such as Full-Time Infants, with the click of a button. The user is presented with a printable form that shows the tuition type, current rate, all Active children in care that fall under that rate, and the rate currently being charged per child. The user has the option (on the same form) of entering a unique tuition amount charged for any child, even after a new rate has been applied.

With the Update/Change Tuition Rates feature, there'll be no more headaches in billing school students for full time care during holiday weeks or when school is out of session! Simply set up a Student Tuition (school in session) rate. When school is out for a week of holidays, or for summer session, use this feature to change the rate due before the next AutoBilling cycle for these students. AutoBilling will pick up the new rate and charge the accounts appropriately.

 Daily Roster

The Daily Roster feature allows users to view and print the day's roster, as a whole or by classroom. It is based on the schedule set up for each child on a per day basis. If there is a child assigned to a classroom, but he or she is not in care for a particular day of the week, the child will not appear on the roster for that day. The printed form includes the classroom, teacher name(s), children's names and a count of children in the class. Additionally, it includes checkboxes for whether a child is present or absent, a box for lunchroom attendance count, and additional lines for the teacher to write in any child's name who is present but not on the roster. This is an excellent means for the bookkeeper to know which childcare accounts to bill for a drop-in fee for that day.

 Transportation Schedule

Any childcare facility that provides transportation for students to or from school will find the Transportation Schedule invaluable! With the click of a button, users can print a weekly transportation schedule that includes the type of transportation required (before or after school, or both), schools, and children's names. A child's name will only appear on the Transportation Schedule for days specified on the child's information form.

 Guardian Information

The Guardian Menu makes it easier than ever to look up information about a guardian and/or children on an account. A guardian account is either Active or Inactive (children are no longer in care). The menu presents the user with separate drop-down list boxes of Active or Inactive guardian names. Nothing to type, just click on the name of the guardian whose information you wish to view! To view information about all children on an account, simply select a guardian name and click the View Children On Account button.

When a guardian removes all of his or her children from care, the user simply selects the guardian account name from one of the drop-down boxes and clicks to view the information form. A click on the Inactive checkbox will set the account status as Inactive, and all children on the account are automatically set to Inactive status as well. The account name and children's names will no longer appear in reminders, daily rosters, transportation schedules, birthday lists, etc. However, the account information is kept in the system for bookkeeping purposes until the user chooses to delete the account using the Account Transactions Menu.

Mailing labels can be printed for all Active childcare accounts as well as Inactive accounts. Inactive account labels are printed according to the last year in which there was a transaction on the account. The user is presented with a popup form that will prompt the user to enter a specific year. If the user wants to print mailing labels for Inactive childcare accounts whose last transaction took place in 1999, the user would simply enter that year in the popup box.

 Child Information

The Child Menu works in the same manner as the Guardian Menu, giving the user simple drop-down boxes from which to select a child name. Users can look up and/or edit information about a single child or multiple children quickly and easily.

Do you need to know which children have no immunization record on file? There is no need to dig through the file cabinet for this information. From the Child Menu, the user simply clicks the button to scroll through all Active children. When the first child information form appears, click on the Medical tab at the top of the screen. From the Medical page, the user can click the Next Child button on the screen to scroll through the Medical page for every Active child in care. The guardian and child's name appears at the top of each page.

ChildCare Office Pro also provides the user with a Birthday List, Birthdays By Classroom, and a Quick Desk Reference. The Quick Desk Reference report is a handy item to have at your fingertips! It is an alphabetical listing which includes guardians, children, emergency contacts, medical and restricted pick up information for every Active child enrolled in the childcare facility.

 Account Transactions

The Account Transactions Menu follows the same format as the guardian and child menus. When the user wants to enter, view or print account transactions, he or she simply clicks on a name from the drop-down list box for either an Active or Inactive account. The user can enter Bill To Account or Received On Account (and print a receipt) transactions from this menu. If the charge or credit is for a particular child on the account, the user can select the child's name from a drop-down list box of all children on the account. Make a mistake? Simply select the account name and click on View/Edit Transactions. From there, you may either edit the transaction or delete it completely. The printed report from this form will include a running balance on the account.

The user can also print transaction information for all childcare accounts, for a given date or period of dates, from the Account Transactions Menu. AutoBilling information for the day is also available from this menu. A click of the Outstanding Active accounts button will present the user with a printable form listing all past due Active childcare accounts and the amount in which they are past due. A click of the Outstanding Inactive accounts button will produce the same printable form for Inactive childcare accounts.

 Activities

The Activities Menu allows the user to enter information about an upcoming activity including fees, due dates, etc. The user can also enter children's names who will be attending a particular event. On the date of the activity, simply print out the report and the names of the children, and take it to the event. Users may also print out an Activity Calendar for a particular month from this menu.

 Waiting List

From the Waiting List Menu, users can keep up with children waiting for an opening. Users enter the standard information regarding the guardian and children, including child's date of birth. ChildCare Office Pro offers an added feature. It automatically calculates the ages of the children waiting for an opening. This age is recalculated each time the user opens the form to view the waiting list. No more trying to figure out how old a child is who's waiting for an opening!

 Employees

Users enter information about employees from the Employees Menu. Users can view or edit information about an Active or Inactive employee by selecting the employee name from a drop-down list box. Again, nothing to type!

Users can also print employee mailing labels from this menu for Active or Inactive employees. Inactive employees are printed by the year in which the employee status became Inactive. If the user wants to print mailing labels for employees who became Inactive in the previous year, the user would simply enter that year when the popup box prompts him or her to enter a year. This feature is excellent for mailing out tax information to former employees!

 General Ledger

From the General Ledger Menu, users can enter information regarding payables and all other receivables, other than from childcare accounts. If the user chooses, he or she can enter vendor information for a recurring payable. The company name will appear in the Payable To drop-down list box when the user enters a Payable Transaction. Upon selecting the vendor company name from the drop-down box, the address, service or supply, etc. information on the Payable Transaction form will be automatically filled in.

 Company Information

From the Company menu, users enter information about the facility and tuition rates. The user will find the Update/Change Tuition Rates available from this menu. Information is displayed on the bottom of the menu which tells the user the current number of Active accounts, children, classrooms and employees in the facility.

Also from this menu, users simply enter a year to query, and they will have access to the following reports:

General Ledger Payables Summary
A quarterly breakdown of all payables, subtotals and totals by vendor and type of expense.

General Ledger Receivables Summary
A quarterly breakdown of all receivables, subtotals and totals, other than childcare accounts.

Quarterly Childcare Accounts Summary
A quarterly breakdown of all childcare account debits and credits, subtotals and totals.

Year Childcare Accounts Summary
A complete alphabetical listing of all accounts, debits and credits, total for the year.

Company Summary
A quarterly breakdown of Childcare Accounts, Accounts Receivable and Accounts Payable, subtotals and totals.