Category Archives: How-To

To Do List

December 16, 2014 childware

This guide provides step-by-step instructions on setting up and using your To Do List.

Most To Do List items are associated with federal, state and quality regulations. The To Do List helps you identify records that missing, expired, or due to expire. To set your own deadlines, see Customized Event Reminders How-to.

Set Up Your To Do List

1. Navigate to To Do List Setup on the To Do List Menu.

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2. Click “Edit Setup.”

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3. Select the To Do List Category. For a full list of categories and items, scroll down to To Do List Definitions.

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4. Select items that you would like to keep track of in ChildWare. Items selected will appear on you To Do List accessed via the Main Menu.

5. Select items that you would like to see on your home page. This serves as an additional reminder each time you log in to the system.

6. Select items that you would like to include in your weekly To Do List email. This serves as an additional reminder every week to complete selected items.

7. Click “Ok” to save your selections.

*You can use the Select and Deselect All Buttons above each column to speed up the sign up process.

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8. Repeat steps 3-6 for each category.

To Do List Definitions

The To Do List Definitions grid provides you with details about each To Do item, including when each item appears on your list. Most To Do List items are linked with federal, state and quality (STARS) regulations. If there is a change to regulations, contact the ChildWare Team and we will update the system immediately.

1. Navigate to To Do List Definitions on the To Do List Menu.

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2. Each To Do List item is one row of the definitions grid. This grid tells you the category and subcategory of each item, and when the item will appear for each child, contact, staff or site record.

For example, “CACFP expired” notification displays for each child 1 year after the of the prior CACFP enrollment application (Entered as a CACFP Enrollment Application Event). “CACFP due to expire” notifications display after 10 months of the prior application.

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Access Your To Do List

Now that you have learned how to setup your to do list and when each To Do List item displays, you can begin updating information in the system to keep up with important deadlines.

1. Navigate to To Do List on the To Do List Menu.

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2. You can view the full list of To Dos or filter by To Do Category, Specific To Do item, or by Classroom (Child/Room List).

3. As with other grids in ChildWare, you can click the column headers to sort by that specific column.

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4. Print the To Do List by item. This option will organize the list by to do item and list all associated child, contact, staff or site records.

5. Print the To Do List by individual record. This option will organize the list by child, contact, staff or site record.

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6. To make updates to individual records, select the record from the list. After making edits, the system will navigate you back to the To Do List to continue making updates to additional records.

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Weekly Email

Weekly emails are sent to you every Sunday. The email includes a summary of all To Do items that you signed up for under To Do List Setup.

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How-To, How-To-Billing

Preparing Child Records for Billing

October 30, 2014 cbalsamo

This guide provides step-by-step instructions on preparing child records for billing and subsidy reconciliation.

For additional assistance with financial processing, return to How-To Guides and select an option under Billing Guides.

Review/Update Child Roster

The first step of this process is to review your active child roster to ensure all active children are billed. This process includes adding newly enrolled children and discharging/transferring children who are no longer enrolled. Click here for a review on updating your active child roster.

Review Your Billing List

Next, you should review the list of children to be billed.

1. Navigate to Family Billing on the Billing Menu.

2. Select the billing frequency and billing period when you plan to begin billing in ChildWare.

3. Click “Print Billing List”.

4. Review each child’s funding sources and expected charges and jot down notes for any necessary changes. Be sure to include effective dates.

If you have children with different bill frequencies (weekly, monthly, etc.), repeat steps 2 – 4 for each frequency.

Service Profile Updates

After reviewing the billing list and notating changes in service for specific children, you will begin updating each child’s service profile. Typical updates include incomplete service profiles and children with a change in funding source, co-pay amount, schedule, care level or frequency.

Incomplete Service Profiles

Children with incomplete service profiles are easy to identify on your billing list. They appear at the top of the list and include a notation about what data is missing in the ‘Billing Issues’ column of the grid.

No Care Rate

1. If the billing issue listed is ‘No Care Rate’, this indicates that no tuition rate has been selected. Select that child’s record.

2. Navigate to the services tab, then select the service profile.

3. Scroll down to the Costs/Payments section. The tuition or care rate is missing from this profile. Regardless of the funding source, each child must have a care rate assigned, as this indicates the cost of care. Even children with subsidies must have a care rate assignment.

At least one tuition rate should be available to select from the drop-down list. If no options appear, this indicates that you have selected a mismatched care rate, care type or schedule.

4. Scroll up to the Services section of the service profile. Review the child’s schedule and care level. In this example, After School + Preschool is not a service that this center provides. After School programming is only available for School Age children. Update the care type for each day.

5. After updating the care type / schedule, the tuition rate displays in the Costs/Payments section.*

*If you believe you have the correct care level + care type + number of days scheduled and there is still no tuition rate, contact childware@phmc.org. You may need to provide additional information for your site setup.

No Bill Frequency

1. If the billing issue listed is ‘No Bill Frequency’, this indicates that no bill frequency has been selected. Select that child’s record.

2. Navigate to the services tab, then select the service profile.

3. Scroll down to the Costs / Payments section and select a billing frequency from the drop-down.

Remember to scroll back to the top and click ‘Ok’ to save.

Schedule/Care Changes

A child’s schedule, age and funding source affect the amount to be billed to parent.

1. Select the child’s record.

2. Navigate to the services tab, then select the service profile.

The Services Section of the service profile includes the child’s schedule and care level.

3. The schedule can be changed by selecting a different care type from the drop-down for each day. If the child is not scheduled for a day, click the blank space above the first care type on the drop-down.

4. The care level can also be changed by selecting a new care level from the drop-down.

5. When the schedule or care level of the child has changed, a new tuition rate will populate in the Cost/Payments section of the profile.

6. If the child has a schedule or care level change and also has subsidy funding, select the subsidy record under the Subsidies/Scholarships section of the profile.

7. Update the care level or subsidy reimbursement schedule as needed.*

*The subsidy schedule cannot include days that are not listed on the main schedule of the service profile. If you are updating a profile to include less service days than the original profile, update the subsidy schedule first, then the main schedule located under Services on the service profile.

Discounts and Partial Tuition

Discounts

Private Pay families may receive discounts on their recurring charges. To add or update a discount, scroll down to the Costs/Payments section of the service profile.

1. Select a discount from the drop-down menu. The amount will load as a flat rate, or will be calculated based on a percentage.* The discount will be reflected in the final parent payment schedule.

*Discounts are setup during the account setup process. If additional discount setup is needed, contact childware@phmc.org.

Partial Tuition

Partial tuition, sometimes referred to as ‘wrap around care’ can be applied to children with subsidy. To add or update partial tuition, scroll down to the Subsidies/Scholarships section of the service profile.

1. Check to make sure a subsidy record is listed on the profile. See Funding Source Changes.

2. Under the Costs/Payments section, you will see two fields: Partial Private (parent) and Subsidy Discount.

Based on your account setup, the system will default to:

Charging the difference between private pay rates and subsidy reimbursement; OR
Applying a subsidy discount which is the difference between subsidy reimbursement and your private pay rate.

2. You can manually edit these fields by updating the amount in the Partial Private (parent) section. The final parent payment schedule will reflect this change.

Additional Services

You can also include additional recurring charges include meals, transportation and other custom charges.

Like tuition rates, a change in meal or transportation schedule will provide you with different options in the Costs/Payments section.

Meals

1. Update the expected meal schedule for the week.

2. Specify the meal subsidy status. If you enter the family size and annual income the meal subsidy status will prepopulate based on federal poverty guidelines.

3. Select the meal rate that applies to this child.

4. The meal rate selected will display as additional services charged to the parent under Weekly Payments/Source.

Transportation

1. Select the transportation schedule by selecting a type for each day of service.

2. Select the appropriate transportation charge.

3. The transportation rate selected will display as additional services charged to the parent under Weekly Payments/Source.

Funding Source Changes

1. Select the child’s record.

2. Navigate to the services tab, then select the service profile.

Scroll down the Subsidies/Scholarships section of the profile.

3. To update a copay, select the subsidy record and override the current copay amount listed.

4. To add a new subsidy to the profile, click ‘Add Subsidy / Scholarship.’

5. To delete a subsidy from the profile, click ‘Delete’.

Adding Opening Balances

On the date you begin billing in ChildWare, it is likely that some families will be carrying a balance. Opening balances can be added manually to each account, or can be input using the Batch Payments/Credits and Batch Charges feature.

1. Select the child’s record.

2. Navigate to the financial tab.

3. Click ‘Add Financial Transaction’.

4. For opening credit balances, select payment/credit. For opening outstanding balances select charges.

5. Select ‘Opening Balance’ as the transaction type.

6. Enter the date of the opening balance. This should be the date before you begin tracking financials and billing in ChildWare.

7. Enter the amount of the balance.

8. Enter a note about the balance transfer.

Remember to click ‘Ok’ to save the record.

The balance will be added to the child’s financial record and be reflected in the child and family balance.

Repeat for all children with an opening balance. Remember, financial records can be added in bulk utilizing the Batch Payments/Credits and Batch Charges features.

Final Review

Now that you have completed your updates you will want to complete a final review of child records.

1. Navigate to Family Billing on the Billing Menu.

2. Select the billing frequency and billing period you will be running.

You can review the billing list directly on your screen, or you can print the billing list by clicking ‘Print Billing List’.

Repeat for each frequency.

How-To, How-To-General, Recent_Changes

Case Notes and Events

October 28, 2014 childware

In Summer of 2014, we introduced Case Notes on the Child Record to provide a place for tracking general comments that you want to maintain as part of the child’s file. Part of the reason we created Case Notes was to provide an alternative to creating an Event for what was really a note. Although our initial plan was to separate Events and Case Notes, feedback from our users indicated that the two were and probably should remain linked in some meaningful way. The result is the new Events & Case Notes Tab. We also added the ability to categorize Case Notes to make them easier to manage.

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On a single screen you can view, search, add, or edit Events and/or Case Notes. You can also:

View Case Notes or Events only
View only specific types of Case Notes or Events
View Case Notes and Events for a specific date range
Search the text of all Case Notes and Events to find what you’re looking for.

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Case Note Types

Administrative
Attendance
Family
Fees/Payment
General
Health
Observation
Recruitment

Event Types

How-To, How-To-General

Customized Event Reminders

August 29, 2014 childware

ChildWare enables you to keep a record of important events for each child such as parent conferences, observations, and early intervention. Some of these events might require follow-up at a later date and you can use ChildWare to set a reminder for you or a member of your staff.

Reminders will appear on your homepage just above the To-Do List on whatever date you specify. It will remain there until you mark it as complete. You can also request that ChildWare send an email reminder to yourself or a colleague on the specified date. ReminderHome

1. Creating a Reminder

SetReminder

On the “Events” Tab, fill in the event information and select the date to be reminded to follow up on this event.

You can include information about what exactly needs to be completed.

Select the staff member who should be reminded to follow up. This could be you or you can assign it to another staff member. The dropdown list will only include staff that have system user accounts in ChildWare.

Check this box if you want ChildWare to send an email reminder to the user specified in Step 3. The email will be sent to the address listed on the staff member’s user account.

2. Dismissing a Reminder

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To mark a follow-up item as complete, go to Events tab on the child’s record and check ‘Action Complete’.

3. Reminder Reports

You can use event reports to get data on reminders.

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There are two event reports: ‘Events by Child’ and ‘Events by Type’.

Both reports have the same filters. You can filter by site, date, event type, child, or classroom.

3.a. Events by Child Report

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Events are grouped by child and sorted by event date, from most recent to oldest. The report shows which events have reminders and whether or not the follow-up actions from the reminders have been completed.

3.b. Events by Type Report

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Events are grouped by event type and sorted alphabetically by child’s last name. This report also indicates which events have reminders and whether or not the follow-up actions from the reminders have been completed.

How-To, How-To-General

Document Management Guide

August 27, 2014 childware

OVERVIEW

documentcenter

Document Fields
Documents Tab
Document Center
Viewing & Printing Documents
Uploading Documents
Removing or Replacing Documents
Document Types

The Document Management System allows you to store PDF files associated with child, contact, and staff records in ChildWare.

Document types include but are not limited to health assessment forms, transcripts, and clearances.

ChildWare allows you quick and easy access to files through individual staff and child records, or from the Document Center.

1. Document Fields

All documents uploaded to ChildWare must be associated with a specific field. Most fields for which a document can be uploaded will have an icon.

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This icon indicates that a document has been uploaded. Clicking this icon opens the document.

nodocument This icon indicates that no document is uploaded. Clicking this icon allows you to upload a document.

Child Health Assessments, Child Events, Staff Trainings, and Staff PD events can all have documents associated with them. However, because they are listed in grids they do not have icons.

For these types of documents, you have to click ‘Select’ in the grid order to see if a document has been uploaded to ChildWare.

staffeventgrid staffeventscreen

2. Documents Tab

Child, contact, and staff records include a Documents Tab which lists all the documents uploaded for that child or staff member.

From this tab, you can view, print, add, and delete documents. You can also print a list of documents available for that child, contact, or staff member, or you can search to find the specific document you want.

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3. Document Center

The Document Center provides centralized access to all child and staff files. From this screen, you can do detailed searches and find, print, or view multiple staff and child documents at once. The Document Center is accessible under “Reports/Documents” on the Main Menu.

DocCenter

4. Viewing and Printing Documents

Regardless of how you access them, all documents will open up in a new window or tab. If nothing happens when you click the icon, you might have to disable your pop-up blocker. Click here for information on how to disable the pop-up blocker

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4.a. Viewing & Printing Documents by Field

The quickest and simplest way to view a document is from the actual field within the child or staff record.

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This icon indicates that a document is available for viewing. To view the document, just click the icon.

Remember that Child Health Assessments, Child Events, Staff Trainings, and Staff PD events can all have documents associated with them but that these icons will not show because these documents are listed in grids. To see if there is a document available for viewing, click ‘Select’ in the grid to see the icon then proceed as outlined above.

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4.b. Viewing & Printing Documents from the Documents Tab

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Click ‘Select’ beside the document you want to view.

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On the Document Screen, click ‘View Document’ to open it.

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If the child or staff person has many documents in their record, you may find it useful to limit the document list to certain types of documents. To do this:

Select ‘Document Type’ from the ‘View or Search By’ drop-down; then,

Select the appropriate document type from the ‘Search For’ drop-down list.

4.c. Viewing & Printing Documents from the Document Center

By default, the Document Center will not list any documents. To view available documents, you will need to provide some details on the documents you are searching for.

DocCenterChild First, indicate whether you want to view staff or child documents

When viewing child documents, you can filter by document type or classroom, or you can look up all the documents for a specific child. You can also filter by the dates that the child was active or by their enrollment date.

When viewing staff documents, you can filter by document type, staff title (e.g. all Assistant Teacher documents), program staff vs. administrative staff, site-based vs. agency-wide staff, or look up all documents for a specific staff member. You can also filter based on their hire date or look for documents related to trainings or events that took place within a specific date range.

Once you have selected search parameters for the documents you want to view, click ‘Search Documents’.

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A list of all documents that meet your specified parameters will be displayed.

To view an individual document, click ‘Select’ beside the document you want to view.

You can also choose to view all the documents in a single PDF file by clicking ‘View All Documents’. This is useful in cases where you need the same document for multiple staff or children – e.g. if you want to print all staff health assessments.

5. Uploading Documents

5.a. Uploading Documents by Field

clickicon To add a document, click on the icon beside the associated field. You will be taken to the document upload screen.

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Click ‘Browse’ to find the document you want to upload on your computer.

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Select the document you want to upload,

Then click ‘Open’. You will be taken back to the document upload screen.

uploaded Now the name of the document will be displayed beside the ‘Browse’ button. Verify that this is the document you meant to upload and click ‘OK’ to save.

When you return to the staff or child record, the icon will have changed, indicating that a document has been uploaded.

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5.b. Uploading Documents from the Documents Tab

AddStaffDoc On the Documents Tab click ‘Add Staff (or Child) Document’. You will be taken to the Document Upload Screen.

AddStaffDoc2 Specify the type of document you want to upload.

AddStaffDoc3 For certain Document Types, such as Training, there may be multiple records that the document could be associated with. Select the correct record from the list.

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Click ‘Browse’ to find the document you want to upload on your computer.

AddStaffDoc7 Select the document you want to upload, then click ‘Open’. You will be taken back to the document upload screen.

AddStaffDoc8 Now the name of the document will be displayed beside the ‘Browse’ button. Verify that this is the document you meant to upload and click ‘OK’ to save. The document will now appear in the list on the Documents Tab.

5.c. Uploading Documents from the Document Center

AddChild1 On the Document Center screen, click ‘Add Document’. You will be taken to the Document Upload Screen.

*Please note that you need to indicate whether or not you are uploading a child or a staff document.

AddChild2 Specify the type of document you want to upload.

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Next, select the child (or staff person) to whom the document should connect.

AddChild4 Click ‘Browse’ to find the document you want to upload on your computer.

AddChild5 Select the document you want to upload, then click ‘Open’. You will be taken back to the document upload screen.

AddChild6 Now the name of the document will be displayed beside the ‘Browse’ button. Verify that this is the document you meant to upload and click ‘OK’ to save.

The document will now appear in the list on the Document Center main screen.

6. Removing or Replacing Documents

Documents can only be deleted from the Documents Tab or Document Center.
To replace a document, you must first delete the original document then upload the replacement document.
Please note that once documents are deleted from ChildWare’s Document Management System they cannot be retrieved.
You should delete documents only if you are absolutely certain you no longer need them. You may want to save documents from the Document Management System onto your computer or network before deleting them from ChildWare.

To delete a document, click ‘Delete’ in the list on the Documents Tab or Document Center.

7. Document Types

Child Documents

Assessments:
- Blood Lead Assessment
- Dental Assessment
- Health Assessment
- Hearing Assessment
- Vision Assessment
Child Service Agreement
Child Service Report
Emergency Contact & Consent Form
Formula Consent
Photo & Media Release
Events: (Documents can be associated with all event types)
- Administrative
- CACFP Enrollment Application
- Early Intervention
- Health
- Illness
- Injury
- Observation
- Parent Conference
- Parental Involvement
- Redetermination
- Subsidy Application
- Transition

Staff Documents

CDA Certificate
Child Abuse Clearance
Criminal Background Clearance
Diploma
Director’s Credentials
FBI Clearance
Health Assessment
References
SAC Certificate
State Teaching Certificate
Transcripts
PD Events: (Documents can be associated with all event types)
- PD Plan
- PD Activity Documentation
- Staff Classroom Observation
- Staff Performance Evaluation
Training Certificates

How-To

Enhancements to Child Health Tab

August 25, 2014 childware

OVERVIEW

Insurance & Providers
Allergies & Nutrition
Assessments & Screenings
Special Needs
Vaccines

As a part of the Head Start Data Integration project, ChildWare now includes features for documenting and tracking more in-depth information on health providers, services and assessments. Providers with children in Head Start will also be able to add verification that children are current with EPSDT requirements.

The Health Tab now includes 6 sub-tabs, each of which is explained below. The information previously on the Special Needs and Vaccines Tabs is now stored in these sub-tabs.

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1. Insurance & Providers

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In addition to storing current physician and insurance information, providers can now keep track of when they last verified this information and whether or not the parents explicitly indicated that their child lacked insurance or a primary care provider. Providers can now also track dental providers as well as dental and vision insurance.

The Provider and Insurance grids will show only the most recently verified primary care home, dental home, and insurance records.

If the parent asserted that the child had no provider or insurance, this will also appear in the grid.

To view an existing provider or insurance record, click “Select” beside the record you want to view.

You can add records using the appropriate “Add” buttons.

1.a. Adding Provider Verification – Existing Provider

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This is the date the childcare provider verified this information with the parent. This field defaults to the current date. For records entered before the field was added, this date has been converted to the date the information was entered into ChildWare.

You can specify whether the provider offers Primary Care or Dental Care.

If the parent indicates that the child has no primary care or dental home, you can make a record of this. This will show in the grid on the main Insurance & Providers Tab.

To simplify future data entry, medical and dental provider records will be stored in the system and can be selected from the drop down list. If the provider is not already in the list, it can be added on this screen.

The system automatically pulls provider contact information from their record.

1.b. Adding Provider Verification – New Provider

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If the child’s provider is not already in your site’s drop-down list, you can add their information by selecting “Add New Doctor”.

A new set of fields will appear which will enable you to add the provider to the list.

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To edit the provider record later, select “Doctors” under “Admin” on the Main Menu.

1. c. Removing Duplicate Providers

Previously existing provider information has been converted into list format. This list can be found by selecting “Doctors” under “Admin” on the Main Menu. While every effort has been made to avoid duplication of providers, there will inevitably be multiple entries for the same provider because of slight differences in spelling or addresses. Follow the steps below to remove duplicates:

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Find duplicates by reviewing the provider list and identify which record you want to keep.

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Tag the records you want to delete by editing the name columns so you know which records to remove.

Next, change children associated with the doctors you want to remove by clicking on their records in the list below.

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Select the doctor whose record you want to keep from the list.

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If there are multiple children assigned to the doctor, repeat this Step 4 until there are no children listed on the doctor’s record.

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Once you are certain you have removed all the children associated with the doctor, remove them by clicking “Delete” on the list of providers.

1. d. Adding Insurance Verification

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You can specify whether the the insurance is general, dental, or vision.

If the parent indicates that the child has no insurance, you can make a record of this. This will show in the grid on the main Insurance & Providers Tab.

If “Primary Health” is selected as the insurance option, you can indicate whether or not the policy includes vision and dental insurance.

2. Allergies & Nutrition

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Infant and toddler information related to nutrition and toileting are now stored alongside other allergy and nutrition information.

Allergies and Food Restrictions are now separated by Type (Allergy vs. Food Restriction) and classified by severity (Mild, Moderate, Severe)

Providers can now track nutritional assessments for children including the date, person performing the assessment and specific recommendations.

3. Assessments & Screenings

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ChildWare now enables you to track an expanded number of assessments and screenings.

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For several areas such as vision, hearing, dental health, mental health, development, and general health you can also distinguish between assessments, which are more formal examinations conducted by licensed professionals, and screenings which are more basic health checks conducted by less specialized staff.

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The results of all assessments and screenings are indicated either by indicating than an area of concern was identified or,

By indicating whether the result of the assessment was normal or abnormal.

Assessment5

Specific assessments and screenings have custom fields to capture key information related to the health area being addressed.

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For hearing assessments you can indicate the type of hearing test conducted.

Assessment7

For BMI assessments you can indicate the child’s weight, height, BMI, and weight category.

Assessment8

For developmental assessments and screenings, you can indicate which assessment tool was used. You can also specify whether or not a follow-up assessment is required.

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For blood lead assessments, you can indicate the child’s actual blood lead level.

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For Hemoglobin assessmsnets, you can specify the child’s HGB and HCT levels.

4. Special Needs

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Special Needs function largely as they did before.

Medication Administration can now be tracked separately. You can specify the time period for which the medication should be taken or if the medication is ongoing. You can also record the dose, frequency, and any special instructions.

ChildWare now includes a more robust tracking system for Individual Family Service Plans and Individual Education Plans. You can now track multiple plans, their start and end dates, the diagnosed disability, and any special interventions being received.

5. Vaccines

The vaccines section functions exactly as it did before. The only difference is in its location.

vaccine

How-To, How-To-General, Photos

Photo Guide

August 25, 2014 childware

OVERVIEW

Technical Details
Uploading Photos from Your Computer
Uploading Photos from Your Smartphone
Photo Reports

ChildWare allows you to upload photos of children and contacts making it easier for center staff to identify children and family members. These photos are stored on the individual child and contact records and appear on several reports.

You can also see a quick overview of photos of a child’s contacts on their relationships tab (below).

1. Technical Details

Photos can be uploaded by computer or smartphone
Photos are automatically resized to 200×200 pixels
Photos can be cropped after upload to capture the most relevant part of the photo
Photos must be in JPEG/JPG or PNG format
Photos must be 2MB or smaller
For the best report output, a plain white background is recommended

2. Uploading Photos from Your Computer

On the Main Tab of the Child (or Contact) Record, click “Choose File”.

Find the file you want to upload on your computer.

Photo files must either be JPEG/JPG or PNG files and must be under 2 MB (2,000KB) in size.

When you have found the file you want, click “Open”.

The photo you selected will appear on the bottom left corner of the screen. You can crop it to remove any unwanted portions of the background. To crop the photo, click on it and drag your mouse to select the area you want. Once you have the area you want, click “Crop & Save”.

The photo will now appear on the Child’s Record. It can be removed by clicking “Delete Photo”.

3. Uploading Photos from Your Smartphone

Note that most smartphones by default take very large photos. For best results, we recommend switching your smartphone camera to the lowest setting for photo size before taking photos for ChildWare.

Log into ChildWare on your smartphone, find the record of the child whose photo you want to take/ upload and click “Choose File”.

Depending on the make/model of your smartphone, some version of this screen will appear.

Select “Camera” if you want to take a new photo to upload.

Select “Gallery” (or the equivalent) if you already have the photo on your phone and just want to upload it.

After you take or select the photo you will be returned to the Child’s Record in ChildWare. The photo will be displayed on the bottom of the screen.

Tap the photo and drag your finger to select the area of the photo you want to use.

Once you have your desired area selected, zoom in on the outer area of the screen to select the “Crop & Save” button.

The photo should now appear on the Child’s Record.

4. Photo Reports

Photos are included in the following reports, all of which appear under Child/Family on the Reports Screen:

Child/Contact Photos (New as of July 2014!)
Birthdays by Room and Month
Emergency Contact and Health Information

Child/Contact Photo Report

Child’s name and classroom assignment

Any other children in the agency listed as siblings

The Primary and Secondary Billing Contacts are listed first followed by all other contacts in alphabetical order

If a contact has any pickup status other than “Any Time”, it will appear in red.

Birthdays by Room and Month Report

Emergency Contact and Health Information Report

ChildWare PLUS, How-To

Parent Portal

March 20, 2014 childware

What is the Parent Portal?

Parent Portal Guide

portal

The Parent Portal is currently in Beta Testing. Once testing is complete, the guide will be uploaded to the website.

The Parent Portal is a secure site where parents can log in to ChildWare to review and update information on themselves and their children. The Portal makes it easier for providers and families to share information and communicate more effectively. In addition to providing secure data access, the portal also enables new and current families to enroll children online and allows providers to email parents directly from ChildWare.

The Parent Portal is currently in beta testing. Current users wishing to join the beta test group should call or email us to get started.

How-To, How-To-General

Customized Referral Sources

March 7, 2014 childware

You can use ChildWare to track your recruitment efforts in more detail by using a customized list of referral sources. This way, you’ll be able to get much more specific information about how families heard about your program.

AddRefSource1

Select Agency/Site from the Admin Menu then select the site for which you want to create custom referral sources (If you are a multi-site you can use different sources for different sites).

AddRefSource2

Select the ‘Other’ tab, then click ‘Add Referral Source’.

Note that ChildWare already has a list of standard referral sources for you to use. These cannot be edited.

AddRefSource3

On the next screen, enter the name of the new referral source in the ‘Source’ field and click “OK” to save.

AddRefSource4 AddRefSource5

The new custom referral source will now show up in the list of Referral Sources.

It will also be included in the drop-down list of Referral Sources on the ‘Add Child’ and ‘Referral/Enrollment’ screens.

How-To, How-To-General

Viewing & Printing Reports

December 27, 2013 childware

Report Formats

ReportFormat

There are three formats for viewing reports. After selecting your preferred format and applying any filters, click ‘Preview Report’ to view and/or print the report.

PDF

This is the default view. When this option is chosen, a new tab or window pops up with the report in PDF format. You can save the file and print from here. If nothing happens when you click ‘Preview Report’, you may have to change your pop-up blocker settings. Find out more here.

You might also want to make sure that you have the latest version of Adobe Acrobat Reader installed; the free software can be downloaded here.

Report Viewer

When this option is selected, the report will pop up as a web page in a new tab or window. In some cases, you will have the the option to sort columns. From this screen, you can export the report to PDF or to an Excel spreadsheet formatted exactly as it is on the screen. Some reports feature custom sorting in Report Viewer mode. If you see two small arrows next to a column header, you can click to sort the report by that column.

If nothing happens when you click ‘Preview Report’, check to see if you have your pop-up blocker activated. If so, you will need change your pop-up blocker settings. Find out more here.

Excel (data)

Report data is exported to an Excel spreadsheet in columnar format. This is useful if you want to manipulate data, merge information from multiple reports, or use this data to create your own report. If you select Excel (data) as your format, ChildWare will export the information in the report directly into an Excel worksheet in columnar format. You may receive one of the messages show below after clicking ‘Preview Report’. Click ‘Open’, ‘Ok’, or ‘Yes’ as appropriate.

The report will open in Excel. The system defaults to Microsoft Excel 2003 for the convenience of users with older versions of the software.