Overview

ChildWare’s Batch Update feature allows you to edit various fields and add events for up to 12 child records at the same time.  This saves time and makes data entry easier by eliminating the need to access each child’s record individually.

The Batch Updates feature is accessible under Child/Family on the Main Menu.

You can update three types of records with this feature:

1. Admin Records

2. Health Assessments

3. Events

1. Admin Record Updates

You can update the following fields, all of which are found on the Admin Tab of the Child Record:

Emergency Contact Form Dates Consent Form Dates and Parental Preferences Child Service Report Dates

PELICAN ID Child Service Agreement Dates Photo/Media Release Dates & Parental Preferences

1. Admin Record Updates

Select the field you want to update from the list.

Select the name of the child(ren) whose record you want to update from the drop-down list. You can update up to 12 child records at a time.

 Enter the relevant date.

 Click any check boxes if applicable. Note that if you are updating a record that currently exists, you still have to check the boxes. Leaving them empty will clear any previously checked boxes on the child record.

 Click ‘Process Updates’ to continue.

1. Admin Record Updates

The system will generate a validation message asking you to verify your request. Click ‘Yes’ to continue.

This message will also appear when you add Health Assessments or Events.

Note that data entered in batch updates cannot be deleted as a batch, you will have to correct errors by going to each individual child’s record. Please review your data carefully before clicking ‘Yes’ to process Batch Updates.

2. Adding Health Assessments

You can add any of the following types of health-related assessments to multiple child records at the same time:

1. General Health
2. Vision
3. Hearing
4. Dental
5. Blood Lead

2. Adding Health Assessments

Select the type of assessment you want to add.

Select the children whose records you are updating from the drop-down list.

Add the date of the assessment.

Add any notes from the assessment.

Click ‘Process Updates’ to save.

3. Adding Events

You can add any of the following events to multiple child records at the same time (the only events that cannot be added in batches are injury or illness incidents):

3. Adding Events

 Select the type of event you want to add.

 Select the relevant children from the drop-down list.

 Add the date of the event.

 If applicable, select the staff member involved in the event from the drop-down list.

 Add a note about the event.

 Click ‘Process Updates’ to add the events to the children’s records.

4. Reviewing Batch Updates

 You can review all Batch Updates by going to the History Tab.

 If you are looking for a particular type of Batch Update, you can filter the list to make it easier to find what you want.

 Click ‘Select’ to view the details of the Batch Update record.

4. Reviewing Batch Updates

The Batch Update Detail page displays the names of all the children whose records were edited in that batch, and the details of the changes made to their records. In the case of Admin Records, old values will be displayed, if available.

 You can print or export the list of batch updates from this screen.

4. Reviewing Batch Updates

Batch Update List

END