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Staff Guide

This guide covers the day-to-day workflows for daycare admins and educators.

Daily Journal

The daily journal lets educators record each child's day. Entries are visible to linked parents and can be sent by email.

Filling Out a Journal Entry

  1. Go to Journal in the sidebar
  2. Select the child and week
  3. Click on the day to fill in:
Field Options
Weather Sunny / Cloudy / Rain / Snow / Stormy
Menu Free text (describe the meals served)
Appetite As usual / Little / A lot / Refused
Mood Very good / Good / Difficult / Crying
Sleep Duration in minutes
Health Free text (any health observations)
Medications Free text (medications given)
Educator's message Personal note to the parents
Observations Additional notes

Sending Journals to Parents

To email a journal to a child's parents:

  1. Go to Journal
  2. Select the child and day
  3. Click Send to parents

To email all children's journals at once:

  1. Go to Journal
  2. Click Send all to parents

Messaging

Sending a Message

  1. Go to Messages
  2. Click New Message or use Send to Parents for a dedicated flow with email notification
  3. Choose the audience:
    • Broadcast — all parents receive the message
    • Group — parents of children in a specific group
    • Individual — a private conversation with one parent
  4. Type your message and send

Email notifications

Parents receive an email notification when you send a message. To avoid flooding, there is a 15-minute cooldown between email notifications per parent.

Viewing Conversations

  • Broadcast — messages sent to all parents
  • Group threads — one thread per group
  • Individual threads — private conversations with specific parents

Photos & Videos

Uploading Media

  1. Go to Media
  2. Click Upload
  3. Select one or more photos or videos
  4. For each file, choose visibility:
    • Public — all parents see it
    • Group — parents of children in a specific group
    • Child — only the linked parents of specific children
    • Private — staff only, not visible to parents
  5. Optionally add a caption
  6. Upload

Email notifications

Parents are notified by email when new photos are shared. There is a 1-hour cooldown to prevent email flooding.

Managing Media

  • Use Bulk actions to delete or reassign multiple items at once
  • Edit captions and visibility from the media list

Documents

Uploading a Document

  1. Go to Documents
  2. Click Upload
  3. Select a file (PDF recommended)
  4. Fill in:
    • Title
    • Category: Form / Menu / Policy / Bulletin / Other
    • Visibility: Public, Group, Child, or Private
  5. Upload

Children

Adding a Child

  1. Go to Children
  2. Click Add Child
  3. Fill in first name, last name, date of birth
  4. Assign to a group (optional)
  5. Save

Linking a Parent

  1. Select a child from the list
  2. Click the Parents tab
  3. Click Link a Parent
  4. Enter the parent's email and their relationship to the child
  5. The parent receives an invitation email

Deactivating a Child

Children who leave the daycare can be deactivated (not deleted), which preserves their records.

  1. Select the child
  2. Click Deactivate

Groups

Groups are used to organize children and scope messages, media, and documents.

Creating a Group

  1. Go to Groups
  2. Click New Group
  3. Enter a name, description, and pick a color
  4. Save

Assigning Children to a Group

  1. Select a group
  2. Click Manage Children
  3. Check the children to include
  4. Save

User Management (Admins only)

Inviting a Staff Member

  1. Go to Users
  2. Click Invite
  3. Enter their email and select a role (Educator or Admin)
  4. They receive an invitation email with a link to set their password

Creating a User Directly

  1. Go to Users
  2. Click Add User
  3. Fill in their details and set a temporary password
  4. The user will be prompted to change their password on first login

Resetting a Password

  1. Go to Users
  2. Select the user
  3. Click Reset Password
  4. Choose to send a reset link by email, or set a temporary password directly

Deactivating a User

  1. Go to Users
  2. Select the user
  3. Click Deactivate

Warning

Deactivating a user immediately revokes their access. Their data and history are preserved.

Profile

Changing Your Password

  1. Click your name in the top-right corner
  2. Go to Profile
  3. Enter your current password and a new password

Changing Your Email

  1. Go to Profile
  2. Click Change Email
  3. Enter your current password and new email address