Help Guide
Agency Guide
Daily office work, provider and child setup, and finance tasks in one place.
For Agency owners, administrators, and accountants.
Purpose and scope
Start here
Use these steps when setting up an agency, then follow the morning and end-of-day routines in Part 1.
Part 1. Agency staff
For the agency owner and administrators. This is the operational core of the agency.
Morning routine
Sidebar › Dashboard › Dashboard, then Providers › Safe arrival
End of day
Sidebar › Dashboard › Dashboard, then Children › Enrollment
Inviting and approving providers
Sidebar › Providers › Providers › Onboarding tab
Regions: location and funded-by
Sidebar › Providers › Providers › click a home
Compliance tracking
Sidebar › Providers › Compliance. Certificates: Providers › Providers › click a home
Offboarding
Sidebar › Providers › Providers › click a home
The enrolment pipeline
Sidebar › Children › Enrollment
Adding and setting up a child
Sidebar › Children › Children › + Add child, or click an existing child
Schedules and schedule changes
Sidebar › Children › Schedules. Per child: Children › click the child › Schedule tab
Withdrawing a child
Sidebar › Children › Children › click the child
Attendance oversight
Sidebar › Finance › Attendance
Closures and stat holidays
Sidebar › Providers › Closures & stat holidays
Communication
Sidebar › Communication › Newsfeed, Messages to providers, or Broadcast
Child forms and e-signatures
Sidebar › Children › Forms
Registration links and the enrollment form
Sidebar › Children › Enrollment › Registration forms panel
Temporarily moving a child to another home
Sidebar › Children › Children › click the child › Services tab › Temporary Placement
Security and audit
Sidebar › System › Staff, Audit logs, or Email log
Two-step verification (MFA)
Sidebar › Settings › MFA & Devices tab
Attendance by home
Sidebar › Dashboard › Dashboard › Today’s attendance tile
Log books and sleep checks
Sidebar › Providers › Log books, and Providers › Sleep checks
The agency calendar
Sidebar › Dashboard › Calendar
Part 2. Providers
Home child care providers have their own guide, written for the provider portal page by page. Office staff: read it once so you know what providers see.
Part 3. Accountant
For the accountant. Money moves in two separate systems: parent invoicing in, provider pay out. They share attendance and schedules but nothing else.
How parent billing works
Sidebar › Finance › Parent invoices. Settings: the Invoicing settings tab on the same page
Generating invoices
Sidebar › Finance › Parent invoices › Generate for this period
Reviewing and sending
Sidebar › Finance › Parent invoices
Manual invoices
Sidebar › Children › Children › click the child › Billing tab › Add new › Manual invoice
The automatic true-up
No page to visit. True-ups appear as labelled lines on the next generated invoice.
Payments, credits, and corrections
Sidebar › Finance › Parent invoices › invoice actions. Credits: the child’s Billing tab, or the Credits tab in Parent invoices
Provider pay cycles
Sidebar › Finance › Provider pay
Running a pay cycle
Sidebar › Finance › Provider pay › New cycle
Tax receipts
Sidebar › Finance › Tax receipts
When a number looks wrong
Start at Finance › Parent invoices. Then System › Audit logs and Email log
Fee subsidy plans
Plans: Sidebar › Finance › Parent invoices › Student plans tab. Per child: Children › Children › click the child › Services tab
Split billing for shared custody Per agency
Per child: Children › Children › click the child › Services tab › Split billing. Day to day: the child’s Billing tab