Click here to find answers to common queries and tasks in Infocare
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Using the Centre Options screen you are able to view and update a variety of options to customise Infocare for your service. Please select which option you would like to view or modify from the table of options on the left of the screen.
Once you have made the changes you require for a particular option, click on the "Update" button at the bottom of the screen. You may then choose another option from the table of options, or navigate to another part of the system using the navigation menu at the top of the screen.
Age Group
You are able to specify a variety of age groups which will then be automatically used to categorise children. Under 2 and Over 2 are pre-defined in Infocare. You can define additional age group categories by specifying a name and then an age range in months. For example, to specify a category of children aged 4 and 5, you would name the field "4&5" and specify an age range of 48 to 59 months.
Billing
Using this screen you can define a selection of settings for your service to customise your billing in Infocare. These are:
Allow the re-invoicing of fees - Select yes if your centre invoices clients in advance. This will allow users to invoice clients in advance, and at a later stage to re-invoice that same period to determine any adjustments that are required based on the child's actual attendance for the period. If you wish to re-invoice only debit values select "Debit Values" from the drop down list, and if you wish to only allow credit values to be re-invoiced, select "Credit" Values" from the from the drop down list. If you wish to allow all values, select "Yes". Alternatively, if you invoice in arrears, select "No".
Number of days which receipts and credit notes may be backdated - Specify the number of days after which receipts and credit notes cannot be backdated. Leaving this field blank will indicate there is no restriction.
What to print on invoices and statements - Select which name you require when printing invoices, statements etc. Options are: Company name, Service name, or both.
Logo file name for statements etc. - If you wish to have your company logo printed on statements, invoices etc., please upload the file using the "File Upload" facility in utilities, and then specify the file name here. For example, InvLogo.jpg. Please note that for optimum display and performance, the logo file should be no bigger than 150 pixels wide and 50 pixels high at 72 DPI.
Message to be printed at the bottom of the bank lodgement form - If you would like a customised message to appear at the bottom of the bank lodgement form, enter the text of the message here.
Message to be printed on receipts - Enter any customised message that you wish to be printed on TAX receipts.
Registered Charity - If your service is a registered charity, select yes.
Receipts are usually donations - Select yes if the majority of receipts at your service are donations. This will then set the check box for "Donation" to be ticked as default when creating receipts in the accounts processing section.
Payment terms message on invoices and statements - Enter the message you wish to print at the bottom of your invoices and statements. The following keywords may be used in this message:
CENTRE - will print the name of this service
COMPANY - will print the name of the holding company
ACCOUNT - will print your bank account number
REFERENCE - will print the child's unique reference number
Categories
There are up to 24 fields available in which you can define your own categories to classify children for reporting at your service. For example, you may wish to group children into different playgroups. Enter the names of the groups you wish to define here (e.g., Monkeys, Elephants, Red group, Blue group etc.). The appropriate groups can then be assigned to a child in the child update/timetable section. You will be able to view or select information from the system based on the grouping you define here.
If you require more than 24 options, a further 24 will be available on the screen once you have updated the first 24 fields.
Doctors
You can enter in a Doctor's name, address, and phone number. Once entered, the Doctor's name will appear on the Child Update Screen in the Doctor drop down box. You may also use this screen to remove incorrect entries or duplicate entries by blanking out the required fields and clicking update.
Jobs
This screen allows you to view add or modify job descriptions that will be available in the drop down menu when updating staff details.
Learned From
You can add and/or modify the topics that are displayed when enrolling a child and you are asked where the parents heard about your service. Please note, if you modify any of these topics, any children who have already had them assigned will be modified as well.
Miscellaneous
Using this screen you can define a selection of miscellaneous settings for your service which are:
The City to be used as default - Enter the name of the City which you wish to use as default when prompted to enter "City" details by the system.
Logo file name for menus - If you wish to have your company logo displayed on the main menu, upload the file using the "File Upload" facility in utilities, and then specify the file name here (e.g., Logo.gif). Please note that for optimum display and performance, the logo file should be no bigger than 100 pixels * 100 Pixels at 72DPI.
Maximum holidays permitted each year - Enter the maximum number of days which your service allows for child holidays each year.
Offering 20 Hours ECE - If your service is offering 20 ECE hours funded by the Ministry of Education, select yes. If you are not offering 20 hours ECE, select No.
Message to be printed at the top of Completed Attendance Report - If you would like a customised message to appear as part of the heading in the completed attendance report, enter the text of the message here.
Reason for Leaving
You can define or modify your own "reasons for leaving" in this section. Please note that if you modify any of these reasons, any children who have already been assigned that reason will be modified as well.
Rooms
You can define specific rooms for your service, and children can be assigned to the specified rooms on the Child's Timetable update screen. If you wish to define rooms for your service, enter the names of the rooms in this section.
Schools
You can view, add, or modify school names on this screen. School names entered on this screen will appear as options in the School drop down list when updating child details.
Sign In Sheet
Using this screen you can define a variety of options which will customise how your sign in sheets look when printed. These options are:
Print numbers next to each child - Select yes or no depending on whether you want numbers printed next to each child's name on the sign in sheets.
Print columns to record names of the pickup and drop off people - Select yes or no depending on if you would like columns to be printed for caregivers/parents to enter their names when dropping off or collecting children.
Title for drop-off person column - Enter the title you would like this column to have (i.e., "Dropped off by").
Title for pick-up person column - Enter the title you would like this column to have (i.e., "Collected by").
Print Barcodes - Select yes or no depending on whether you are using a barcode scanner to record drop-offs and collections. If you select yes, barcodes will be printed next to each child's name.
Print birth date - If you would like the children's birth dates to be printed on the sign in sheets, select yes for this option.
Print column to be used for the roll call - Select yes if you require a column for roll calls on the sign in sheets.
Title for user defined column - You can define your own column on the sign in sheets. The width of this column is determined by the width of the column title you enter.
Print comments, welcome messages etc. - Select yes if f you wish comments and greeting messages to be printed on sign in sheets.
Leave space at the top of the page for paper-clip - Select yes if you want a space to be left at the top of the sign in sheet for paper clips etc.
Print PTO at the bottom of the page - Select yes If you want PTO to be printed at the bottom of the page on sign in sheets.
Include ratio table - Select yes if you would like a child/staff ratio table printed at the end of the sign in sheet.
Font size to be used - Select the required font size from the drop down list.
Height in pixels of each line - If you wish to change the height of the cells on the sign in sheet, specify the height in pixels here.
Number of children printed on each page - If you wish to change the number of children printed on a single page on the sign in sheets, specify the number required here. Depending on the number specified, you will need to change the other settings (font size, height etc.) accordingly.
Welcome message - Enter the message you wish to appear on the daily sign in sheets when it is a child's first day at your service.
Birthday greeting - Enter the message you wish to appear on the daily sign in sheets when it is a child's birthday at your service.
Farewell message - Enter the message which you wish to appear on the daily sign in sheets when it is a child's last day at your service.
Message to be printed at the bottom of the page - If you would like a customised message to appear at the bottom of sign in sheets, enter the text of the message here.
Number of days after which sign in sheets and staff time sheets will be locked - If you want sign in sheets and Staff Time Sheets to be locked so that users cannot modify them after a period of time, you can specify the number of days after which sign in sheets and Staff Time Sheets will be locked here.
Display times as combo boxes - If you would like the times on sign in sheet entry screen to be drop down boxes, select yes. If you would rather be able to type times directly into the time fields, select no.
Highlight Forbidden/Conditional Access - Select yes if you would like children who have contacts with forbidden or conditional access to be printed with a light grey background on the sign in sheets.
Staff Activities
This screen is used to define customised staff activities which will then be available for selection on the Staff Time Sheets.
Topics
You can enter in additional topics other than the pre-defined topics in the Notes Facility. For example, pre-defined topics include accident, portfolio, meeting, etc. You may wish to add Teacher Registration or First Aid.
User Defined Fields
Using this screen, you are able to define customised fields and check boxes for use with children, their contacts, and for staff members.
Check boxes for the children - You can define customised "Check" boxes for use on the Child Update screen. For example, you may wish to record which children are permitted to go on walks. You would define a "Check Box" called "Walks" and then when you update a Child's information, you will be able to check the box called "Walks" if the child is allowed to go on walks.
Fields for the children - You can define customised fields for recording various details about the children. For example, you may wish to record details of a child's favourite toy. To do this, you would define a field called "Favourite Toy" and then when you are entering details about the child on the Child Update screen, you will be able to enter details of the child's favourite toy.
Check boxes for contacts - You can define customised "Check" boxes for use on the Contacts Update screen. For example, you may wish to record which contacts are willing to assist with walks. You would define a "Check Box" called "Walks" and then when you update a Contact's information, you will be able to check the box called "Walks" if the contact is willing to assist with walks.
Fields for the contacts - You can define customised fields for recording various details about the contacts. For example, you may wish to record details of any special skills that a contact has. To do this, you would define a field called "Special Skills" and then when you are entering details about the contact on the Contact
Update screen, you will be able to enter details of the special skills for that contact.
Check boxes for the staff - You can define customised "Check" boxes for use on the Employee Update screen. For example, you may wish to record which employees have music skills. You would define a "Check Box" called "Music Skills" and then when you update an Employee's information, you will be able to check the box called "Music Skills" if appropriate.
Fields for the staff - You can define customised fields for recording various details about employees. For example, you may wish to record details of any professional development that the employee has undertaken. To do this, you would define a field called "PD" and then when you are entering details about the employee on the Employee Update screen, you will be able to enter details of the professional development.
Other checks and reminders - You can define multiple fields which will appear on the staff update screen, and can be associated with an expiry date. Users will be reminded of any impending expiries on the notice board. By default, 3 of these fields will be assigned as "First Aid", "CYF Check", and "Work Visa". Users can change the default values at any time if required.
For further information or assistance call
0508 INFOCARE (0508 463622) or email help@infocaresolutions.co.nz
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