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Administrator Guide

This guide covers everything you manage as a daycare administrator. For the initial setup, start with Getting Started instead.

You have access to all the day-to-day work described in the Educator Guide — daily journal, attendance, photos, documents, menus, messages — but with no group restriction: you see every child in the daycare. This page covers what only you can do.

Your menu

Dashboard · Children · Messages · Photos & videos · Documents · Groups · Planning · Users · Billing · My profile.

The two bold entries do not appear for educators — they are the only visible differences in the menu. Everything else is decided inside the screens.

Children

Add and edit

Children → Add: first name, last name, birth date, group, notes, start date and attendance days.

You can then edit everything, change the child's photo, and Delete them. Deletion is soft and reversible: "Delete this child? This action can be undone by an administrator." Their photos and messages are kept, then erased according to the retention periods.

Health record

Profil tab → Health record and important info. You are the only role that can write to it; educators read it.

  • Allergies — e.g.: peanuts, eggs, bee stings
  • Dietary restrictions — e.g.: vegetarian, no pork, lactose intolerance
  • Medical conditions and medications — e.g.: asthma (inhaler in cubby), EpiPen in bag
  • Emergency contacts and authorized persons — name, relationship, phone, with two checkboxes: Emergency contact and Authorized to pick up the child (20 contacts maximum)

Children with an allergy carry an "Allergies — see health record" badge in the list, visible to the whole team.

Tip

Parents can also fill in this record from their portal. It is often more reliable to let them enter allergies and contacts themselves, then review.

Parents

Profil tab → Associated parents. Three mechanisms, often confused:

Situation Button Effect
The parent already has an account Associate Links them to the child right away
The parent has no account yet Add by email Becomes a pending parent ("Pending" badge): they already receive the journals by email, and their account will attach to the child automatically when they register
An invitation was already sent Link invitation Attaches the existing invitation ("Invitation" badge)

Specify the relationship: Parent, Legal guardian, Caretaker, Other. Remove undoes the link.

Import and export

From My profile: .xlsx/.csv import with a downloadable CSV template, and a CSV export of all active children.

The import creates missing groups, adds children, registers pending parents and sends invitations, then shows a report detailing skipped rows and why.

Groups

Groups → Create group: name, description, color. Each group can then be edited to assign both children and educators.

Assigning educators is the only thing that grants them access

"An educator only sees the groups assigned to them — without an assignment, they see no children."

This is the number one cause of support calls: a new educator signs in, her screen is empty, and she assumes her account is broken. Remember it at every hire and every room change.

A callout shows the number of children without a group. That is not cosmetic: a child without a group is invisible to every educator.

Planning → Activities

Planning → 🎉 Activities tab. Administrators only.

New Activity, then choose the Activity Type:

  • Weekly Theme (📚) — shown to parents and surfaced in the educators' Daily Journal screen. No registration.
  • Outing / Excursion (🚌) — with Capacity (number of spots), left empty for unlimited. Parents register their own child from the child's calendar, and the outing shows "Full" once the spots are taken.

Shared fields: title, description, date, End Date (optional) for a multi-day activity, and Group (leave empty = all groups).

Registrations shows the list of children signed up for an outing.

Messages

You are the only role able to write in "All parents". Educators read that thread without being able to reply.

You also see every conversation in the daycare, with no group restriction.

Users

Invite

Users → Invite a user: email address and role — Daycare admin, Educator or Parent.

Pending invitations lists those not yet used, with who invited them and the expiry date. You can resend or delete them.

Manage accounts

The table shows name, email, role, language, status and Last activity (including whether they use the installed app or a browser). Everything is edited inline.

Reset password offers two methods:

  • By email — sends a link valid for 1 hour
  • Temporary password — generates a password to pass along in person, which the user must change immediately

Delete user permanently deactivates the account; related data stays intact. Confirmation requires your own administrator password.

The last administrator is protected

"Last active administrator: the daycare must keep at least one. Appoint another administrator first."

You cannot remove the last administrator access, including your own. Appoint someone else first.

Bounced emails

When an email bounces, the account is flagged Bounced and a red dot appears on the Users menu entry. Fix the address, then mark it resolved.

A bounce means that parent receives nothing at all — no journal, no notification. It is worth clearing that dot regularly.

Consents

Three columns summarize, per user, consent to the privacy policy, consent to photos, and whether an account deletion request exists.

Note

These columns are informational. A deletion request reaches you by email and is handled outside the app: deactivate the account and remove the links yourself.

Billing

Billing shows the subscription status — Active, Trial, Payment overdue, Canceled — and the renewal or trial end date.

  • Subscribe: $25 CAD / month or $250 CAD / year (2 months free). Promo codes are entered on the secure payment page.
  • Manage subscription opens the portal: update the card, view invoices, cancel.
  • Invoices lists downloadable invoices.

Some daycares have a locked partner rate (it won't change if prices go up) or a complimentary account (no billing).

What happens if the subscription goes inactive

The effect is not the same for everyone:

  • You are redirected to Billing to settle it
  • Your educators are signed out and cannot sign back in
  • Parents lose access

A banner warns during the last 7 days of a trial.

My profile — daycare settings

On top of your personal settings, only you see:

  • Daycare logo — PNG, JPG, WebP or GIF, 5 MB maximum. It appears in the app and in emails to parents, including the daily journal.
  • Auto-send time for the journal — 4:30 p.m. by default, weekdays only.
  • The children import and export.

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