TABLE OF CONTENTS







1. New Feature: Re-Enrollment Campaign

 

Re-enrollment is a challenge for the childcare centers. 1Core Solution has introduced a new feature called 'Re-enrollment', to simplify the process.

This feature helps the center to build relationships with existing families and makes it easier for the director to know parents' decisions regarding the re-enrolling of their child in the center.

1.1 Create a Re-Enrollment Campaign

 

The re-enrollment campaign offers to send an invitation to the parent and get the confirmation of their interest to re-enroll at the center. 

Follow the steps below, to create a new re-enrollment campaign.


Access Path: Center Dashboard > CRM




Step 1: Fill in the necessary details which are mandatory for creating a new campaign.



  • By Program 

The ‘By Program’ option allows parents to select a preferred program based on the child’s age group at the time of re-enrollment. Through this option, the center receives the parent's confirmation for the re-enrollment invitation, along with their preferred program.

 

For instance, if the child is an ‘Infant Toddler’ in the upcoming age group and if the parent selects ‘I’m Interested’ option, they will be redirected to view the list of programs suitable for infant toddlers. 

 

  • By Program Schedule Days

The ‘By Program Schedule Days’ option allows parents to select their preferred schedule days. Through this option, the center receives the parent's confirmation for the re-enrollment invitation, along with their preferred days.



Step 2: Select the children to whose parents you want to send the re-enrollment campaign invitation. 

 

Use the filter icon to sort the children based on their age group.



Upcoming Age Group: The upcoming age group depends on the child’s age at the time of re-enrollment.

 

For example, there are two age groups: Infant (1-12 months) and Toddler (13-36 months).

If a child is an infant in the current year and becomes 16 months old during the re-enrollment process, they will be moved into the toddler age group. 


Note: The Child's upcoming age group will be automatically displayed based on the child's age at the time of re-enrollment or you may select the age group from the 'Select Age Group' drop-down list.


 

Step 3: A template with a default email message is displayed to send the re-enrollment campaign invitation to the parent.

 

Step 4: Confirm and send it to the parents.



 

1.2 Parent Response

 

Parents will receive an email invitation. In response to this email, parents can confirm their availability and re-enroll their child in the center.



1.2.1   I’m Interested


If the parent is interested in re-enrolling their child in the center, they can select the ‘I’m Interested’ option.



On selecting the 'I'm Interested' option, they will be redirected to the page displayed below.


  • By Program - Re-enrollment invite

 

This page will list the specific program based on the child’s upcoming age group. Parents can select the desired program for their child, to re-enroll in the center.



  • By Program Schedule Days - Re-enrollment invite

 

In this page, parents can select the preferred days in the re-enrollment period.




Once the parent submits the re-enrollment form, a notification email will be sent to the Director and the parent. 

The Registration fees and charges will be posted to the Parent ledger, if they had made the payment.


Note: If the parent already has a funding account, they can use the same to pay the registration fee. Else they will be redirected to create a funding account.


1.2.2  Not Interested


If the parent is not interested in re-enrollment, they can select the 'Not interested' option.

On selecting the 'Not Interested' option, they will be redirected to the page displayed below and they can enter the reason for not re-enrolling in the center.



Once the parent submits the response, both director and parent will receive an E-mail notification.


1.3 Re-Enrollment Campaign Dashboard

 

1.3.1 Interested


When parents accept the invitation, the child will come under the ‘Interested’ category and the Director can send the enrollment offer.



1.3.2 Not Interested

 

If parents select 'Not Interested', the child is categorized as 'Not Interested' and the director can update the withdrawal date for the child, which will be displayed in the child's profile.





1.3.3 No Action

 

If the center does not get any response for the re-enrollment invitation from parents, they will be categorized under 'No Action'. The director may send reminders to those parents as a follow up.




2. New Feature: Child and Staff Attendance Summary Report 

 

The main objective of this report is to provide the total number of staff and the total number of children signed in the center for the day. This will help to view the details of staff and child attendance at the center, at an instance.


Access Path: Company Dashboard > Reports > Child and Staff Attendance Summary Report






You can view the timecard entries for both staff and children, as well as where they logged in, using the time clock and classroom movement.




3. Enhancement: Staff Scheduling


1Core has added new enhancements to manage better staffing. In the Staff Scheduling Dashboard, the user interface has been improved, allowing easy access for weekly and daily summaries directly from the landing page.

There are now six mandatory setups instead of the five optional ones. This update makes it possible to collect information of staff qualifications, can copy schedules, and add multiple breaks and special assignments.



Note: All the 'Mandatory Setups' need to be completed to access the Staff Scheduling Dashboard.
         
            If the setups are incomplete, then you will be landed to the 'Mandatory Setups' page.


3.1 Staff Schedule

 

3.1.1 Copy Schedule

 

To improve the useability, we are introducing a ‘Copy Schedule’ option in the following sections of ‘Add / Edit Schedule’ page.

  • Work Schedule Section
  • Break
  • Special Assignment 

 

Using this option, after entering the schedule entry for the 1st row, the Director can copy the data for the remaining days also.



3.1.2 Add multiple Breaks and Special Assignments

 

Earlier we do not have an option to add multiple breaks / special assignments for a Staff. 

Now, a feature has been introduced to setup a multiple breaks and multiple special assignments for a single day as shown in the below screenshot.




3.2 Setups

 

3.2.1 Mandatory Setups

 

Earlier, Staff Scheduling setup had an individual access links for Age Group, Classroom, Staff Assignment Order, and Classroom Consolidate Rule are shown in the below page. 

Access Path: Center Dashboard > Setup



Now, all these individual links are combined into a single option called ‘Setup’. 

By clicking on the ‘Setup’ under Staff Scheduling will redirect you to the mandatory setup page, it allows you to access all the setup pages related to Staff Scheduling.

 


This Mandatory Setup page allows you to access all the setups related to ‘Staff Scheduling’. 

  • If the setup is incomplete, you will see a ‘Setup Now’ option. Clicking the ‘Setup Now’ option will redirect to the respective page for setup. 
  • For the Staff Schedule setup, clicking 'View' will redirect you to the page displaying the start date, planned schedule, and actions. In the 'Action' section, selecting 'view' will redirects you to each individual Staff Schedule page.
  • For the Child Schedule setup, clicking ‘View’ will redirect you to the page displaying the start date, planned schedule, and actions. In the 'Action' section, selecting 'view' will redirects you to each individual Program & Billing page.
Access Path: Center Dashboard > Staffing > Staff Scheduling




3.2.2 Staff Qualification

 

A new field has been introduced in the mandatory setup called ‘Staff Qualification’. This enhancement will be helpful to assign the right staff, based on their qualifications.


Access Path: Center Dashboard > Staffing > Staff Scheduling> Setup






3.3 Dashboard 

 

The Staff Scheduling Dashboard has been enhanced to view all the below details in a single page.

  1. Can view the count and details of Child, Staff, and Classroom for the selected period.
  2. Planned and Actual schedule Summary.
  3. Hours Summary breakup for Regular Hours, Floater Hours , Admin Hours, Over Staffed & Under Staffed. 
  4. Option to access ‘All’ or specific classroom’s Planned and Actual daily classroom view.
  5. Graphical representation for both Staff and Child’s Planned vs Actual head counts.


“Planned hours” represent the allocated work hours for the staff based on their schedules.

“Actual hours” represent the hours that a staff member worked for the day, i.e., the hours during which the staff checked in for the classroom.

 

Access Path: Center Dashboard > Staffing > Staff Scheduling



3.3.1   Weekly View


The weekly view helps to view the classroom planning summary for the selected week period.




3.3.2   Child Head Count 

 

You can view the Child Planned Vs Child Actual head count for the week in a graphical format.



3.3.3   Staff Head Count

 

You can view the Staff Planned Vs Staff Actual head counts for the week in a graphical format.



3.3.4   Daily View

 

Click on the 'Daily' to view the planned and actual hours of staff, classroom ratio, and staff type for that specific day. 



3.4 View “All” Classroom 

 

Now, “ALL” classroom option has been introduced to view the Planned and Actual schedules of all the classrooms in a single page.  


Access Path: Center Dashboard > Staffing > Staff Scheduling > Weekly View > Click 'View' for the day




The below path provides the access to 'all' classroom view as well,

Access Path: Daily View > Classroom View > Classrooms > All



Click on the Classroom name, to access the classroom schedule of an individual classroom.




3.5 View ‘Actual Schedule’

 

1Core gives the provision to view the actual schedule of the center. 

 

The actual hours are determining based on the classroom movement data. 

 

The Staff Scheduling dashboard provides a summary of actual hours on a weekly/daily basis for the selected period.

 

The actual schedule gives detailed information for all or individual classroom.


Access Path: Center Dashboard > Staffing > Staff Scheduling





4. Enhancement: View all Funding Account Information

 

Now the director has the provision to view all the active funding accounts of the parent.

Access Path: Center Dashboard > Families > Family Profile




5. Enhancement: Child Profile Updates

 

Now, the child's information is split into two parts: ‘Profile’ and ‘Enrollment’. The profile has the basic information, and the Enrollment section has the enrollment details of a child. This feature helps you to view the enrollment start date, the withdrawn date and reason. 


Access Path: Center Dashboard > Children




6.Enhancement:  Rollcall Sheet Report 

 

An option is included to add additional rows at the bottom of each section of the report.

This will help you to enter the details of other children.

Access Path: Center Dashboard > Reports > Rollcall Sheet





7. Enhancement: CRM – Send Enrollment Offer

 

Earlier, the director had two steps to send an enrollment offer in the CRM. First, they had to create a new inquiry, and then send the enrollment offer. 

 

Now 1Core has provided a new option. In the CRM landing page, there is a 'Send Enrollment Offer’ option. By choosing this, the director can send enrollment offer to an existing family / new family, without creating new Inquiries.


Access Path: Company Dashboard > CRM




8. Enhancement: Change Request - Send Enrollment Offer

 

Now, the director can send the enrollment offer for existing children through the Change Request tab.


Access Path: Center Dashboard > Program Enrollment