iCare Knowledge Base

Here is a list of the initial data entry and the basic tasks that are required for operating the iCare system. Instructions for entering data in these areas are given in the individual chapters. This is a checklist to help you organize the initial data entry functions.

Note that in each form only the yellow highlighted fields are mandatory. Enter the white fields if you think you need to track the information in them.

Enroll Children

Enter Staff

To enter staff, enter the Staff Employment form.

Issue Punch In/Out Cards (Password cards)

If you are going to use any one of the methods for attendance collection – the data terminals, lobby interface or the swipe card reader – issue Punch In and Out cards to the parents and staff. These cards have instruction on how to enter attendance and the required codes and passwords. See page 174 for instructions.

Managing Attendance using the Data Terminal, the Lobby Interface or the Swipe Card Reader

1.       Issue Punch In/Out cards with the password to the parents and staff for them to access the center.

2.       Instruct parents and staff on how to use the data terminal (page 175) or the lobby interface (page 177) when entering and leaving the center.

3.       If someone forgets to enter their attendance, use the Edit Attendance feature to enter their attendance manually (page 76).

Setting up Standard Attendance and Schedule-Based Billing

1.       Enter fee information (Fee & Schedule Form).

2.       If billing is schedule-based, enter children’s schedule (Fee & Schedule Form).

3.       Set up when to bill and next billing date (Billing Setup tab in the Center Information form).

4.       Set opening balances (System Configuration Menu. Select Billing Setup. Select whichever type is required).

5.       If you are using additional hour billing, set up additional hourly charge or rate for each program (Program and Classroom Structure form).

6.       If you are using late fee charges, set up your late fee (Billing Setup tab in the Center Information form).

7.       If needed set up payment plans (System Configuration Menu. Select Billing Setup. Sessions and Payment Plan Setup).

Editing Attendance Activity

1.       Click on the Attendance icon in the Toolbar.

2.       Click the Edit All button.

3.       Click Edit Today or Edit Past. For Edit Past, enter the date you want to edit and click OK.

4.       Add or edit attendance times in the grid.

5.       Click on the Confirm Changes button.

6.       Click Yes to complete your editing.

7.       Click Yes again to confirm your editing.

Entering a Payment

1.       Click on the Payments icon in the Toolbar.

2.       Enter the amounts.

3.       Use the up or down arrow key to move to another row.

4.       Click on the Confirm Changes button.

5.       Click Yes to complete your editing.

Printing Account Statements/Ledgers

1.       Click in the AR icon in the Toolbar.

2.       Select a report from the Available Reports window.

3.       Use the Data or Date Filters if required.

4.       Click on the Viewer tab to see the formatted statements.

5.       To add a message in the ledger printout, click the Print button and follow the instructions. Otherwise, click the printer icon on the Preview tab.

Sending Messages to Staff and Parents

Messaging

1.       Send messages to people from your staff list or children’s contact list one at a time or in a group. (Go to the Message Center Menu. Select Send Messages.)

2.       Check the incoming messages in your inbox. (Go to the Message Center Menu. Select Messaging Logs. Select Incoming Messages.)

3.       Check messages that are waiting in the inboxes of parents and staff. (Go to the Message Center Menu. Select Messaging Logs. Select Sent Messages.)

Manual Messages

Backing Up your Daily Activities

1.       Go to the System Configuration menu.

2.       Select Database Backup Path Selection.

3.       Follow the instructions on your screen.