Tutorial Guide » Getting Started » Setting up Sites and Regions

ID #1325

Setting up Sites and Regions. And, how sites are used.

This feature is available only in the iCareSQL, the SQL Server based version of iCare.

Sites Setup

1.       Go to the System Configuration Menu.

2.       Select Center Setup.

3.       Select Center Operations.

4.       Select Sites and Regions tab.

5.       Click on the […] button next to the Sites box. Enter information according to the following table and click on Ok.

 
Sites Field Setup notes

Site_ID

Integer. Important number that is used through the program in transactions and reports. It is an important classifier for children, parent and staff database.

SiteRegion

Alphanumeric, size 6. Needs to match Region_ID from the Regions setup.

IsCorporate

Enter ‘0’ for No and ‘1’ for Yes.

CenterCode

A secondary identifier for sites, which is used is some reports; for example Great Plains export file as an ‘accounting code’.

Regions Setup

1.       Go to the System Configuration Menu.

2.       Select Center Setup.

3.       Select Center Operations.

4.       Select Sites and Regions tab.

5.       Click on the […] button next to the Regions box. Enter information according to the following table and click on Ok.

 
Regions Field Setup notes

Region_ID

Alphanumeric, size 6.

 

Site Management and How Sites are Used 

Site management in iCare covers staff, parents and children. You have to allocate sites for all these people. For children you can allocate up to 3 sites, where Site1 is considered the main site.

  1. Staff Site: Staff enrolled in the corporate site can see children and data of all sites. Staff of non-corporate sites can see children and data of their site only. Sites for staff are selected in the Staff Employment Form.
  2. Child Site: Children's site is used for all types of reporting and billing. When a staff of a non-corporate site enrolls a child, they will be able to select only their own site as the child's site. Corporate staff can enroll a child in any site or change a child's site to any. Children's sites are selected in the Child Enrollment Form.
  3. Adult Site: The adult site info is used primarily for filtering in reports. Adult sites are selected in the Child Enrollment Form.

More About Children's Sites

When a child is enrolled in a site, child's activities are not limited to that site. A child could be enrolled in one site but can but do activities - classes and camps - in another site. In such a case, the enrollment report will show the child's site as the enrolled site, the attendance report will show child's site according to where the child was actually in attendance and a classes or camps report will show the site where the child was actually registered for that event.

Last update: 2012-02-08 15:38