understanding kids club - abc financial · 2011. 10. 31. · 2. in the update kids club dialog box,...

Understanding Kids ClubOctober 31, 2011

ContentsAbout Kids Club ....................................................................................................1Child Records .......................................................................................................1

Create a Child Record ....................................................................................1Edit a Child Record ........................................................................................3

Attendance ............................................................................................................4Child Check In ................................................................................................4

Check In through Kids Club ..................................................................... 4Check In through Member Check In Details ............................................ 5

Child Check Out .............................................................................................7Check In Durations .........................................................................................8Edit Check In or Check Out Dates or Times ..................................................9Child Notes and Comments ...........................................................................9

Add a Note............................................................................................. 10Add a Comment..................................................................................... 11View Notes and Comments ................................................................... 12

Reports ...............................................................................................................12

About Kids ClubThe Kids Club module helps you manage your club’s childcare program. With the appropriate security roles you can create a record for your members’ children, edit those records, check children in/out, manage children’s attendance, and view basic reporting information.

Child RecordsYou can create a child record or edit an existing one. For step-by-step instructions, see the following topics:

• Create a Child Record

• Edit a Child Record

Create a Child RecordChild records are attached to member agreements. A child record can only be attached to one agreement number.

To create a child record

1. Find the desired member and then click the Agreement tab.

2. In the Children section, click Add.

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DataTrakUnderstanding Kids Club

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3. On the Edit Child page type the child’s First Name.

4. The Last Name field is automatically populated with the member’s last name. If the child has a different last name, type that name in the Last Name field.

5. Type a Barcode for the child.

The barcode must be unique across all children, members, and employees.

6. Capture other information about the child including gender, date of birth, miscellaneous details, and emergency contact.

7. If desired, you can also capture the child’s fingerprint for biometric verification and take a picture of the child.

The following is an example of the completed Edit Child page.

8. When you are finished, click Save.

To add another child record for that member, repeat Steps 2 through 7.


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Edit a Child RecordWith the appropriate security roles, you can edit a child record.

To edit a child record

1. Click the child’s name link on the member’s Agreement page or on the Kids Club page.

o In the Children section of the member’s Agreement page:

o On the Kids Club page:

2. On the Edit Child page, modify the information as needed.

3. Click Save.


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AttendanceYou can use the Kids Club page to check a child in or out, view check in durations, checking a child out, and editing check in/check out times. For step-by-step instructions, see the following topics:

• Child check in

• Child check out

• Check in durations

• Check in/out dates and times

• Child notes and comments

Child Check InYou can check in a child through either of the following pages.

• Kids Club (Menu > Check In > Kids Club)

• Check In – Member Details (Menu > Check In > Attended)

If the child was checked in on a previous date and not checked out, you will be unable to check the child in until you check out the child from the previous day.

Check In through Kids ClubIf your club has a separate kiosk you can set the default page to Kids Club. The Kids Club page makes it easy to check children in or out.

To check in a child through Kids Club

1. On the Kids Club page, click the Check In button at the bottom of the page.

2. On the Kids Club Check In page

o To search by child, type the last name or barcode in the Child field, or click the magnifying glass to use the Find Child page.

Once you’ve found the child you can click the Child’s Members list to select and check in the corresponding member. However, the member checking the child in does not have to be the member whose agreement is tied to that child.

Note: You cannot attach a member after the initial check in.

o To search by member, type the member’s last name or barcode in the Member field, or click the magnifying glass to use the Find Member page.

Once you’ve found the member you can click the Member’s Children list to select and check in the corresponding child.

3. If desired, add a comment in the text field at the bottom of the page.

4. Click OK.

The child is checked in. The Kids Club page displays the name of the child and the check in date and time.


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If the member was checked in at the same time, the member’s name is also displayed in the Check In Member column.

Check In through Member Check In DetailsChildren can be checked in from the member’s Check In page.

To check a child in through the Member Details section of the Check In page

1. Check in the member.

2. In the Member Details section, click the child’s name link.


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3. The Kids Club Check In page appears with the child and member pre-populated.

4. If desired, click the delete button to remove the preselected names and select others.

5. Click OK to complete the check in.


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Child Check OutUse the Kids Club page to check out a child.

To check out a child

1. Click the None link in the Check Out Date/Time column.

2. On the Kids Club Check Out page you can keep the same check in pair or change the check out member from the list.

Note: You cannot attach a member after check out.

3. If desired, add a comment in the text field at the bottom of the page.

4. Click OK.

The child is checked out. The Kids Club page displays the check out date and time.

If the member was checked out at the same time, the member’s name is also displayed in the Check Out Member column.


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Check In DurationsThe check in duration is the amount of time the child has been checked in. The default duration in minutes is set on the Edit Club > Defaults page. For example, the following illustration indicates a maximum check in duration of 120 minutes (2 hours).

To see how long a child has been checked in, you can look at the Elapsed Time column on the Kids Club page. If the child has been checked in longer than the maximum number of minutes allowed by the club, the color of the minutes in the Elapsed Time column changes to red as shown in the following example.

If the Max Kids Club Minutes has passed and the color is still the same, log out and then log back in to DataTrak. If this is still the case, check the color scheme (either DataTrak Default or the club’s custom color scheme) and verify the Data Text and the Emphasized Data Text are different colors. Any changes made will not take effect until you log out and then log back in to DataTrak.


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Edit Check In or Check Out Dates or TimesYou can edit the date or time the child was checked in or out.

To edit a child’s check in or check out dates or times

1. Click the timestamp link in the Check In Date/Time column or Check Out Date/Time column.

2. In the Update Kids Club dialog box, modify the information as needed.

3. Click OK.

Child Notes and CommentsYou can capture extra information pertaining to a child in the form of notes and comments. For step-by-step instructions, see the following topics:

• Add a note

• Add a comment


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• View notes and comments

Add a NoteYou can add a note on the Edit Child page. Notes can include the following special characters: comma (,), dollar sign ($), and question mark (?).

To add a child note

1. On the Edit Child page, click Add.

2. In the Add Note dialog box, type the information in the Note text box.

3. Click OK.

The note appears in the Edit Child Notes section.


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Add a CommentYou can add comments when checking a child in or out.

To add a comment, type the information in the text box at the bottom of the Kids Club Check In or Kids Club Check Out dialog box.


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View Notes and CommentsYou can view child notes and comments from the Kids Club page.

• To view child notes, click the notebook icon.

• To view comments, click the View link in the Comment column.

ReportsOn the Kids Club page you can set search criteria to pull basic information such as daily check ins, who is currently checked in, and the club the children are checked in to (only on multi-club chains).

You can also use the reporting module to run a report on Children Check Ins.

To run a report on children check ins from the reporting module

1. Click Menu.

2. In the Reports submenu, click Manage.

3. On the Manage Reports page, click Create.

4. On the Edit Report page, type a Name for the report.

5. Make sure the main Category is Check In.

6. In the Sub-Category list, select Children Check Ins.

7. Select the desired Display Options.

8. Select the Columns you wish to view in the report.


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9. Click Next and complete the remaining pages of the report wizard.

10. Click Finish.

11. On the Manage Reports page, find and run the report.

The following is an example of a report on children check ins.


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understanding kids club - abc financial · 2011. 10. 31. · 2. in the update kids club dialog box,...

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