Calling all practitioners and nursery managers who recently got Connected, haven’t used Connect Childcare before, and current Connectors who want to learn more!
Let us connect you with our software training and development coordinator, Charlotte Woods!
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We hold fortnightly training sessions for all our customers. Whatever you’re stuck on – Charlotte can help. We have set up a virtual training room, giving you the ability to join from your computer, tablet or smartphone.
See dates and topics for the next sessions and book here.
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Once you have added the contract for the child, you then need to set up the room movements. This ensures that the system knows which room the child will be in now and in the future and also what rate to bill them at. When allocating the room movements by age, the system will move the children based on their date of birth and the age bands set up in the site details.
To set up the child’s room movements, select the Contracts tab in the child’s record, then click on the Rooms button from the top right-hand side. This is where you will allocate the child to a specific room or additional site for bookings across multiple sites. Press Allocate by Age for the system to move the child based on their age and birthdays.
Setting up the room allocations will also tell the system which sessions to offer, so if your babies can’t have a breakfast club session, the system won’t display it in the booking panel.
Once you are happy with the room movements, select Confirm. This will take you back to the Contracts screen.
Adding Room Movements Manually
If you wish to manually assign the rooms, double click the room name in the Room Movements window, select each room in turn and type in the dates you expect the child to be in each room. You can alter these later on if necessary.
Once you are happy with the dates selected, select Confirm. The room selected will now be displayed as a green bar in the Room Movements window.
Click on Children and select the child, then select the Contracts tab. The child will need to have a contract added to their record. If the child does not have a valid contract, then you will not be able to create bills for the child. To add a contract, please select the Add Contract button at the bottom of the screen, remembering to allocate the child to a room.
Once you have allocated the rooms for the child you can add the recurring booking pattern for them. To do this, select the AddBookings button from the top of the screen. This will bring up a blank booking panel.
To add a new booking, you will need to select a session from the Add Bookings button. The sessions available will be determined by which sites and rooms the child is allocated to in the room movement window set up previously.
To book the session in simply select the day in-line with the session and click on the days attending (one click will book the child in, two clicks will add them to the waiting list). Once a session has been selected, click on Done.
Changing a Booking Pattern
If a change in circumstances means that a child requires a change in their regular booking pattern. All you need to do is go into the child’s record from Children, search for the child and view the child details. Select the Contracts tab, you will see all historical and future planned regular bookings.
Please change the end date for the existing booking pattern before you add a new pattern. You can do this by clicking on Edit at the bottom right of the panel, then selecting an end date, then click on Done.
To start a subsequent booking pattern, select AddBookings, the end date of the previous booking pattern will determine the start date of the new booking pattern. Then all you need to do is to add the new recurring pattern.
The system will check that no booking patterns have overlapping dates as this means they will appear twice on registers and be billed twice.
To add additional sessions for a child on an ad hoc basis you would use the Specific DaysorOne Off Bookingsscreen. This can also be used when changing a child’s booking as a one off.
Select the days that require the additional bookings within the Specific Days calendar. If you wish to add bookings for a whole month, you can select all days in a month by clicking on the name of the Month at the left-hand side. Once the required days are selected, select the Add Bookings button from the bottom right-hand side of the window. This will open up the Set Specific Day Attendances window as displayed:
To add a new session, select the relevant contract from the Site drop-down menu, then select the required session group / room from the Session Group drop-down menu. A list of available sessions for the specified site and group will now be displayed in the sessions grid.
There are three billing options available to you when adding an additional session. These are available in the Billing Session Extra Options area at the bottom of the window. The three options are: SystemDerived(set as default), Billas NormalSession and BillasExtra.
If you have left the tick box to System Derived, the system will flag this session as extra if the period is already billed and this session has missed the bill run. If you have not billed this period, the system will bill a system derived session in with the usual sessions.
Once the correct session and relevant billing options have been selected, select Add to create the booking.
From the Extras tab within Billingin the child record, you can add either a one off extra or a recurring extra. To add a new extra select the AddNew button from the right hand side of the screen. This will open a Client Extras Entry window. Within this window will be a list of all extras set up for the current child’s billing site and should look similar to this:
To add an extra for this child, select the extra required from the list, enter the extras start date and extras end date (if this is a one off extra, set the end date to the same as the start). Once you have entered the correct dates you will need to select the frequency for the extra
One off extra
Per attending day
Per week attending day (extra will be charged per week as long as the child is on on the day of week selected)
Then, if required, change the quantity of the extra. Once you are happy with the details specified, select Confirm. Once the extra has been confirmed, it will now be listed within the Extras tab on the child record.
Booking extras ‘per session’ may require a system billing flag to be altered within Configuration and Data Items. By default, per session means if a child was in for a full day, it would be 1 extra booked, the flag means if you have your system split into time slots, per session means time slot.
On the child’s record you’ll see various tabs. Select Health / Doctor, Dietary Needs, Permissions / Other and Medicines.
These screens are where you will answer any registration questions that were set up within Configuration and Data Items. To answer questions either select Yes, No or NotKnown and type any notes required in the notes section of the question. The notes field can be used to log the severity of reactions to certain things and will filter through to the relevant reports.
Within the Health/Doctor tab you will record the doctor’s details for the child i.e. Name, address, telephone etc. You can also log the date these details were last checked, again, these details can be reported on later on, to ensure all important information is kept up to date.
You can add additional tabs along the child’s record for whatever purpose, for example, a Family Profile tab might include the number of siblings, if the parents are teenage parents, if the parents have just gone back to work etc.
Type in the date period you wish to look at, select the room if you wish to look at a particular room, then click on Search.
You also have the option to include children that have been marked off in the room totals by ticking Include Marked As Off.
All columns are colour coded, the colour green signifies there is space, amber signifies you are at capacity, and red shows you are overbooked.
If you click on the Week Commencing date, the system will bring up the register screen which will allow you to see exactly which children you have booked in during that week, this would allow you to plan for future occupancy levels i.e. John Smith is in the baby room, he is walking at 9 months, he could be moved up into the toddlers room, making a space for another child in the baby room.
The perfect opportunity to brush up on your knowledge of your Connect system. These 2- hour remote training sessions allow you 1:1 time with our trainers, and the opportunity to learn from the comfort of your own desk!
Choose from one of the sessions below for £160 + VAT or ‘pick & mix’ your own session to focus on exactly what’s important to you for £199 + VAT
You’ll receive Connect Certification for every training course completed.