iCare Software Module | Small | Medium | Large |
Children, Family & Contacts Database - Batch enrollment, and future enrollments and events management
- Multiple enrollment classifications for multi-program management
- Children and contacts’ pictures and ID cards
- Daily activities notepad for monitoring children’s development
- Web enrollment (see iCareWeb)
- Management by site (see iCareSQL)
| $295 | $495 | $695 |
Records Manager - Immunization tracking with every state’s schedule preprogrammed
- Medical data – insurance, doctor, test dates, physicals and permissions
- Allergy alerts
- Complete family and personal demographics reports for funding agencies
- User-defined fields through all areas of children’s record-keeping
| Free with Children, Family and Contact's Database |
Communications - Individual or group messaging to keypad, lobby interface and drop-in form
- Standard mail-merge letters; available mail-merge template maker (see Custom Report Maker)
- Individual or group emailing; emailing of reports in Excel or PDF format
- RSVP messaging for one-time or recurring questions
| Free with Children, Family and Contact's Database |
Custom Report Maker - Report Actions Tool for drill-down, other reports link, billing adjustments link and aggregation for financial and managerial checks
- Data browser for on-the-fly (point and click) reports
- Report formatter using Crystal API wizard
- Recalling and memorizing custom (ad hoc) reports
- ‘Get all’ feature for getting all the data from the database
- Label printing
- Email Link
- Excel link
| Free with Children, Family and Contact's Database |
Staff Database - Includes education, experience, emergency contact and personal data
- Daily notepad for reviews and monitoring certifications and training, etc.
| $175 | $295 | $395 |
Children and Staff Scheduler - Time-base and type-based scheduling to match the needs of centers, schools and agency funded programs
- Multiple active schedule per child or staff – a primary, multiple temporary and future schedules
- FTE and trends analysis reports and graphs
- Interactive graphing scheduler to determine optimal staff schedule
| $175 | $295 | $395 |
Accounts Receivable - Automated tuition billing through nightly dayending process
- Individual account register for monitoring of family and subsidy ledgers
- Single and batch billing for miscellaneous charges and credits
- Current statement with line item details; for example, check-in and check-out times for attendance based charges
- Deposits ledger with take and apply processes for escrow payments
- Batch register, payment batch process and cash apply process (see iCareSQL)
- Auto posting of transactions to GL for cost accounting support
| $195 | $295 | $445 |
Center Admin - Contract billing automation for additional hours or days and late pickup charges
- Billing filter from reports for most flexible implementation of intricate rate charts
- Automation of additional recurring charges and credit
- Billing grids for implementation of additional AR and AP side billing processes
- Automation of block hours and block days billing
- Payment plan billing of yearly tuition charges in to smaller amounts on scheduled dates
| Free with Accounts Receivable |
Electronic Payment Processing - Instantaneous processing of credit card and ACH transactions within iCare with 3” printer receipts
- Low processing rates for ACH payments and low discount rates for credit card and debit card processing
- Batch processing of credit card and ACH payments
- Reconciliation process for EFT transaction logs with iCare payments
- Web based on-line EFT payment processing for parents (see iCareWeb)
| $135 Application Fee Competitive Processing Rates |
Attendance Manager - Time-base and type-based attendance to match the needs of centers, schools and agency funded programs
- Included features – 24-hour processing, 5/7 days per week, roundup/cutoff minutes, grace period for children, multiple ins and outs, and audit trail monitoring of edited attendance records
- Payroll hours reporting and interfacing with payroll processing systems
- Staff earned and used leaves tracking and reporting
- Subsidy attendance reporting
- Many automated method for time-clock processing (see hardware options)
- Bus-line management with quick check in and check out
| $175 | $295 | $445 |
School Admin - Children’s application and waiting list process
- Staff employment application process
- Classes, camps and special events management
- Grading and reviews management (see Custom Form Maker)
| $95 | $195 | $295 |
Advanced Report Maker - Embedded Crystal report designer for the most comprehensive report formatting tools
- Column grouping (pivoting) wizard for analytical reports
- ‘Save As’ feature for converting standard reports to custom reports
- Report Scheduler for scheduled printing or emailing
- Mail-merge template maker
- Exporting data in many formats – character separated file, Excel, Word, HTML, XML, PDF and ODBC, etc.
| $95 | $195 | $295 |
Custom Form Maker - Create custom forms for tracking information or activities
- Add user-defined database tables for children, contacts, staff and members
- Add user-defined fields – text, number, yes/no, memo and currency, etc.
- Design form layout and convert textboxes to drop-down
| $195 | $295 | $395 |
Food Program - Menu planning (included with Records Manager module)
- CACFP food program reporting
- Nutrition and production management
| $195 | $295 | $395 |
Drop-in Manager - Automated or manual check in and out
- Drop-in billing and cash and EFT payment processing
- Cashier and cash drawer management
- Pre-paid packages by money or hours
- Multiple rate charts – by program, number of children, family, and specific times of the week, etc.
| $425 | $545 | $695 |
Membership Manager - Membership database with family membership management
- Recurring and non-recurring fee management
- Classes management
| $195 | $245 | $395 |
Accounts Payable and General Ledger - Vendor database with special set up for providers and drivers
- Bills, payment and checks
- GL and financial reporting
- Set up for auto GL posting of common AR and AP transactions
| $165 | $325 | $395 |
Lobby Interface with RSVP Messaging - Works with touch screen or regular monitor
- Children and staff attendance
- Messaging to parents and staff with acknowledgement tracking
- RSVP messaging for parents with auto billing for choices made
- Bus line check in and check out
| $95 | $175 | $245 |
PDA Attendance with Pictures and Signatures - Children’s list selection by program name or bus
- Attendance entry – click for current time, scribe a time or enter time from a numeric keypad
- Picture and personal data – height, weight, allergies, main contact and doctor
- Signature capture for authentication of attendance
| $125 | $195 | $295 |
iCareWeb – Internet based extension of iCare - Web based enrollment for new families
- Online accounting, payments, scheduling and teacher’s notes for families
| See iCareWeb Pricing |
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