Child Care Account Activity Report
If a report of payments and other activity is needed before the online Tax Statement Report is available, the Child Care Account Activity report can be generated. Note: The Child Care Account Activity report can be created in the name of any account owners associated with the account. The report for each recipient/owner has to be generated separately. To access the Child Care Activity Report:
- Select Child Care.
- Select Accounts.
- Search for the desired Child Care Account and select it using the check box on the left.
- Select the Reports button in the upper, left corner of the screen.
- Select the Child Care Activity Report.
- Select Run Selected Reports.
- Update any of the Data fields (i.e. recipient name, program, date range).
- Select Continue.
- When the report is finished running, select the Download Finished Report(s) to view, save and/or print.
Did you know that anything listed in blue text on the Administrative side is a hyperlink that will navigate you to that item? For example, if you are viewing a Child Care Account show page and you select the parent's name in blue on the left, it will navigate you to their profile/people page. Or, if you are viewing a child's profile/people page, the Child Care Account number listed in blue in the bottom left will take you directly to the account activity screen, And it works in all modules. If you're viewing a Course Section and select the Facility Request Number on the left, it will open that request. Try it for yourself - it's easy!
Enable/Disable Drop-ins at a Site for each Site Section
When Drop-ins Days are enabled within a Program's Registration Options, individual Sites may also enable or disable drop-ins as needed for online requests and/or for requests being made through the Child Care Attendance app.
- Point to Child Care
- Select Sites
- Select a site and select Modify Site.
- Within each Site Section, select the desired Drop-in setting(s). If Allow Drop-ins is set for Yes, additional Drop-in options will be displayed to enable or disable online requests and/or on-site requests from the app (shown below). If set to No, those additional choices will be hidden.
- Select Save
Use Direct Links to your Child Care Programs' Landing Pages
When creating links on your external District website to drive parents' registration for your Child Care Programs, instead of linking to the general registration page, you can create links that go to the specific Program's landing page. The landing page includes the green Enroll Now button. You can find the Program's unique landing page by browsing the Public side then selecting the Learn More button in the Explore bar. When viewing the landing page, be sure you are copying the URL in your browser's address bar that starts with HTTPS. Once the District website has been updated, make sure to check any links so parents are being directed to the correct screen on the Public side.
Child Care Attendance app 'Message of the Day' Feature
The Child Care Attendance app has a 'Message of the Day' feature. The 'Message of the Day' can be quickly set up under the Settings menu in the app. The 'Message of the Day' is displayed on the Sign In/Out screen for all families to see. Be sure the message being posted applies to all families (i.e. it is not recommended to notify families with overdue balances or to display any other sensitive information). See details on creating the 'Message of the Day' in this video tour of the Child Care Attendance app
Top Customers Report
The Top Customers Report available by browsing to Reports > Reports is able to filter by certain Course or ECFE Course Categories. Use the Top Customers Report to identify those members of your community who use and pay for your programs the most.
Make sure you have Rates set up for your upcoming registration seasons!
Even if your rates have not changed from last year, be sure they are set up new for the upcoming registration season. You also need to make sure you have rates for each schedule type you’re offering (consistent schedule, pick your days, drop-in only contracts, etc). To review, go to Child Care > Rates and confirm the list includes rates for the upcoming season(s) and for each schedule type.
Non-school Day Rosters - Sort Order and Counts
Control the sort order of your non-school day roster by selecting the column you would like to sort on (i.e., grade) as the first column in your roster.
Add the date columns and select 'Mark Attendances' to include daily counts to your non-school day roster(s).
Child Care Tax Statements
Your families will find their child care tax statements by logging into their profile and browsing to the account page. Families that are not currently in the program and are looking for past tax statements will find their accounts by selecting Previously Participated Accounts button off of the Explore Bar.
Defaults for Facility Request Reports
Save time when printing your Facility Requests by confirming your district's defaults for printing Facility Request Reports by browsing to System > System Preferences > Facilities.
View all Students Currently Signed Into a Child Care Program
Programs using the Child Care Attendance app can quickly identify all students who are currently signed into their program, across all sites. Use this feature to view current counts for the program or as a way to text parents, or pull email addresses for an email communication, for only those students currently signed in. This might be useful if buildings are closing early due to weather or other factors.
Browse to Child Care > Contracts and set your advanced search to display:
Currently Attending = ✔️
Improve the Look and Function of your Explore Bar by Updating Course Category Options
You can improve the look of the Explore Bar by using some of the Course Category tools including uploading a category image, adding a description and setting defaults as they appear on the public side.
Courses > Categories > select a Category and Modify Category
Use the Advanced per-day Registration Option for Non-school Day Sites
As individual dates fill within non-school day sites, you may modify your NSD site(s) in order to take dates offline by switching to Per Day Registration within the Online options. Once you have switched from Simple Registration to Per Day Registration Periods, de-select a date to take it offline.
Profile Pictures for Course Instructors
Did you know that your Course Instructors can upload their own profile picture by selecting the currently displayed image on their Account Management Screen?
Include Social Media Links in your Automated Communications
Include links to your program social media sites (your website, Facebook Twitter, LinkedIn, YouTube and Instagram) in your automated emails. System > System Preferences > Social
View Site Counts Including Pending Contracts
When viewing the Daily Counts tab for a Child Care Site, use the Include Pending Contracts slider to display section counts, including contracts that have not yet been approved.
View iPad Devices in Use for Your Child Care Sites
Allow Eleyo to Autofill Answers to Expedite Online Registration
Use the Autofill option when creating enrollment questions to auto-populate response based on previous answers to the same question. This saves time when registering online season after season. The parent-facing screen will let the parent know that some of their answers have been added automatically. Parents can update answers if necessary.
Looking for a Top Customers List?
A Top Customers report is available by browsing to Reports -> Reports and selecting the Top Customers report. This report returns the top customers for a date range by dollars spent and may be pulled by date range and may include customers by module including Courses, ECFE and for programs within the Child Care module. The report output is Excel and lists customer contact information, program categories and total dollars spent.
Invoice by Schedule Type (Child Care)
When running mass invoicing, an option to invoice by schedule type allows for separate invoicing periods depending upon schedule types. For example, a program that would like to invoice the Pick Your Days contracts bi-weekly and the Consistent contracts monthly, may run separate invoice batches based on the contract type. Each invoice batch may have a separate invoicing period and due date.
If you have not yet started using the Questions Templates to group your enrollment questions used across Child Care Sites, Course Sections or Facilities, it might be worth your time to transition your questions to a template. When a Questions Template exists, you may easily attach the entire template to class and site offerings. It is also much easier to update a template once time than to update individual questions that may be attached to several different sections or sites. System -> Questions Templates
Superscript, Subscript and Special Characters
Using special characters as well as the superscript and subscript are possible within the Description fields as long as they are entered from the keyboard such as copying from text that is unicode or using HTML. Examples are below.
™️ HTML is ™
superscript HTML is <sup>
subscript HTML is <sub>
<p>This text contains <sup>superscript</sup> text.</p>
Color Options for Tags
Tags have many uses in the Eleyo system, including marketing purposes, descriptive words, and sorting or filtering from list views. Tags can now be color-coded to distinguish between the types of tags used. Read more about tags here.
Create Conditional Questions for Registrations
When creating registration questions, staff can use the Single Selection with Conditional Content question type which allows for programs to display additional questions based on previous answers.
For example, if a user answers yes to a question, the system can then display additional questions regarding the previous answer. If the user answers no to that same question, they would not be asked the additional questions. Read more about conditional questions here.
Example questions from Admin side:
Example of conditional questions from the public side:
Quickly Approve Drop-in Days or Non-School Days
When approving drop-in days or non-school days from the pending list views, admins can add the Contract State and/or Contract Tags columns to their view. This will allow admins to quickly identify pending contracts for their programs, and approve days for active contracts only.
Add Comments and Send an Email when Withdrawing a Child Care Contract
When withdrawing a Child Care Contract, add a message or comment regarding the withdrawal as well as send an email, with the message, to the account owners.
Add the online URL column to Course, Course Sections, Course Categories, Child Care Program, Child Care Sites, Child Care Non-school Day Sites, Complex and Building List Views to easily gather online registration links in one report.
User Permissions for Online Pages
Edit and Delete User Permissions for Online Pages has been added to User Permissions. Any User Permission group that previously had access to Edit System Preferences has automatically been given permission to Edit and Delete Online Pages.
System -> System Preferences -> select and MODIFY, scroll down to Online Pages
Course Section Price Options
When adding multiple prices to course sections, admins can now control the order the price appears on the public side by hovering over the number to the left of the price to be moved. When the four-way arrow appears, drag the price up or down. The price listed at the top is the default.
Questions for Facilities
The ability to add questions and questions templates to Facility Buildings and Rooms is one of the popular features within the Eleyo Facilities module.
When questions are added to a building or room, any time that building or room is added to a request, the system will display the question (both admin side and public side). If the system requires an answer, a user on the public side may not proceed without answering.
Examples for using this feature:
'Do you need any equipment?' or, many districts want to require a user enter # of participants.
Parent-side Annual Reports
When logged in, users can filter to and download a PDF to all payments, invoices and/or enrollments for a full year by selecting the View All Activity button underneath their recent payments list on the public side Dashboard.
Child Care Tax Statements
Child Care program descriptions appear on receipts and tax statements for the program. Use the Short Description field in Child Care -> Programs -> (select and modify) to edit the text. If no text is listed within the Short Description field, the system will default to the Long Description field.
Admin side Short Description field for a Child Care Program:
Portion of emailed receipt displaying the program description: