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| What are my limitations with the Rate ID and Billing Rate Name? Are they both alpha-numeric and how many characters are each allowed? |
 | The Rate ID is a number (integer). The Billing Rate Name is alpha-numeric, which can go up to 35 characters. |
| When I try to enter a child I get a message that the child already exists in the database; however, I can't find the child through the Find Child form. What to do? |
| The child you are trying to enter does exist in the database; however, there is no Main Contact for the child and so the child does not show in Find Child form. This is so in the versions (dated 11/4/08). The Find Child form will be revised so that such children would also show.
In the mean time, take the steps below to enter the Main Contact for the child and rectify the problem.
- Close the Enrollment Form.
- Open the Children's Classroom Enrollment List. (You will find that child here).
- Right-click on that child's row in the report grid. Select Enroll and click on Child Enrollment.
- Go to the Contacts tab. In the Contact Information grid click on the name of the contact that is the Main Contact.
- Click on the SetAsMainContact button. Answer any question asked.
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| How can I find if the children that attended as drop-in were actually billed? |
| - Open the Drop-in Services form.
- Click on Reports and select 'Check If Attendance was Billed'.
- Select any date.
- All the children that attended that day will show in the grid. Any child for whom the BilledTo and the Amount columns are blank were not billed.
Other keywords: check billing, attendance based billing, drop-in billing check |
| How can I enter second shift attendance for staff; for example, when we have staff meeting in the evening? |
| You can do this through the Edit All Attendance form. However, if you are entering this attendance for the past, a period for which the attendance has already been posted, then you have a take one extra step. You have to take this extra step only for those staff that had attended 1st shift on that day. Here are the steps:
- Open the Edit All Attendance form for staff. Select the date for which you need to enter attendance.
- If 1st shift attendance is already there (TimeIn1 and TimeOut1) and you want to enter 2nd shift attendance (TimeIn2 and TimeOut2) then delete the 1st shift attendance.
- Scroll to the next or previous row so the deletion is saved.
- Enter both the 1st and 2nd shift attendance. (This new attendance will be posted in the Dayending Process.)
- If you want to post the attendance right away, then close all the forms. Go to Tools and select Do Dayending. Select ONLY Post Attendance of PAST. Click on Do Dayending.
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| What is the difference between Current account statement and All account statement ? |
| The Current Statement shows the AR ledger for active families; meaning, families that have at least 1 active child.
The All Accounts Statement show all active and inactive families. |
| How can I make inactive children active or active children inactive? |
| To make an active child inactive (un-enroll):
- Open the Enrollment form.
- Using Find Child, find the child you want to inactivate.
- Click on Remove and select UnEnroll Child. Fill the Discharge Date and click on OK. (An End Date will be inserted in the child's exiting schedule.)
To make an inactive child active (re-enroll):
- Open the Enrollment form.
- Using Find Child, find the child you want to activate. (Note you have to use ShowInactiveChildren).
- Click on Reenroll. Fill the Re-enrollment Date and click on OK.
- If the child had a existing schedule with an End Date, the End Date will not be removed automatically. You have to go to the Schedule form and change the schedule as needed.
Comments: See email to Treehouse dated 10/17/08
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| How are passwords generated and how can I change them? |
| When you enroll a new child or staff the password is generated by a taking the first 3 characters of the first name and 1 character of the last name. If this combination of characters already exists as a password for some other person, then the numbers 1, 2 or 3, etc. will be added at the end to differentiate the passwords. Although, most centers use the iCare scheme, you can change the passwords to anything you like. Some centers change it to the last 4 number of the phone number or the social security number. However, especially for the signature tablet you have to change to numbers. Here is a method for changing the passwords in a batch rather than one at a time through the enrollment form. 1. Open the Authorized Pick-Up List. 2. Directly type in the Password column. (Some columns in a few reports are editable.) |
| Sometimes the fingerprint reader takes too many attempts before it recognizes the fingerprint. What to do? |
| Maybe the quality of her fingerprint is very low. Here are some tips though. 1. The middle finger is considered the best for fingerprinting...don't know why. It is recommended that the middle finger should be used. At the time of registering the fingerprint make sure the quality of the fingerprint was good to excellent.
2. Scantastic Fingertip Moistener: There is fingerprint moistener in your package; especially for the hard to read fingerprints this is supposed to help according to the manufacturer. If you are registering elderly people, they will need to use Scantastic as older people lose the elasticity in their skin and thus have very dry fingers.
3. For those really exceptional cases, you can open the Lobby Interface directly and check them in using their password. You can get their password from the enrollment form or the Authorized Pickup Listing report. |
| The 3" report is not showing multiple children, is there another report I can use to get the multiple children that were checked in? |
| The 3" receipt has been revised in the version 7.9.6840 to include the names of all children that were checked in on that day. If you have an older version, then you should upgrade to this version. |
| I have accidentally created a duplicate adult (children's contact). How can I remove the duplicate and merge the account with the correct adult? |
| The iCare database does not completely stop you from creating duplicates of adults. If you enter 2 adults with the same last name and first name then you will be prompted that the same name is already in the system and the phone number for the existing name is so and so. You will be asked whether you are entering the existing name. If you say no, then another adult with the same name will be added in the database. If you had said no by mistake then you would have created a duplicate adult, which is a problem form both record keeping and accounting points of view. Removing Duplicates
Let's say the 2 duplicate adults are Adult1 and Adult1Dup. - In the enrollment form find the child to whom Adult1Dup has been added.
- Go the Contacts page and in the Contact Information grid click on Adult1Dup.
- Click on Edit. Change the last name and first name of Adult1Dup to XXXDup and XXXDup. Click on Save the Changes.
- Click on Add New and select Add New Contact. Click on Different Address or Same Address.
- In the Adult First Name type the first name of Adult1. In the Adult Last Name type the last name of Adult1. Press the Tab key on the keyboard. You will be prompted that the adult you are entering already exists in the database with the so and so phone number. If this is Adult1 then click on Yes. Click on Save the Changes.
- In the Contact Information grid select Adult1. Click on Set As Main Contact.
- In the Contact Information grid select Adult1Dup (note that the name was change above). Click on Remove and select Delete Contact.
Merging Accounts To transfer the ledger transactions of one account to another follow these steps: - Go to the Child Enrollment form.
- Click the Accounting button near the bottom.
- Select "Transfer Account".
- Select the payer you are transferring from and the payer you are transferring to. You can also select a range of transaction dates.
- Click "Transfer."
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