1Core - FBA Product Updates February 2024
Modified on: Mon, 5 Feb, 2024 at 5:44 AM
1. New Feature: Re-Enrollment Campaign
Re-enrollment is a challenge for the childcare centers. 1Core Solution has introduced a new feature called 'Re-enrollment', to simplify the process.
This feature helps the center to build relationships with existing families and makes it easier for the director to know parents' decisions regarding the re-enrolling of their child in the center.
1.1 Create a Re-Enrollment Campaign
The re-enrollment campaign offers to send an invitation to the parent and get the confirmation of their interest to re-enroll at the center.
Follow the steps below, to create a new re-enrollment campaign.
Step 1: Fill in the necessary details which are mandatory for creating a new campaign.
- By Program
The ‘By Program’ option allows parents to select a preferred program based on the child’s age group at the time of re-enrollment. Through this option, the center receives the parent's confirmation for the re-enrollment invitation, along with their preferred program.
For instance, if the child is an ‘Infant Toddler’ in the upcoming age group and if the parent selects ‘I’m Interested’ option, they will be redirected to view the list of programs suitable for infant toddlers.
- By Program Schedule Days
The ‘By Program Schedule Days’ option allows parents to select their preferred schedule days. Through this option, the center receives the parent's confirmation for the re-enrollment invitation, along with their preferred days.
Step 2: Select the children to whose parents you want to send the re-enrollment campaign invitation.
Use the filter icon to sort the children based on their age group.
Upcoming Age Group: The upcoming age group depends on the child’s age at the time of re-enrollment.
For example, there are two age groups: Infant (1-12 months) and Toddler (13-36 months).
If a child is an infant in the current year and becomes 16 months old during the re-enrollment process, they will be moved into the toddler age group.
Step 3: A template with a default email message is displayed to send the re-enrollment campaign invitation to the parent.
Step 4: Confirm and send it to the parents.
1.2 Parent Response
Parents will receive an email invitation. In response to this email, parents can confirm their availability and re-enroll their child in the center.
1.2.1 I’m Interested
If the parent is interested in re-enrolling their child in the center, they can select the ‘I’m Interested’ option.
On selecting the 'I'm Interested' option, they will be redirected to the page displayed below.
- By Program - Re-enrollment invite
This page will list the specific program based on the child’s upcoming age group. Parents can select the desired program for their child, to re-enroll in the center.
- By Program Schedule Days - Re-enrollment invite
In this page, parents can select the preferred days in the re-enrollment period.
Once the parent submits the re-enrollment form, a notification email will be sent to the Director and the parent.
The Registration fees and charges will be posted to the Parent ledger, if they had made the payment.
1.2.2 Not Interested
If the parent is not interested in re-enrollment, they can select the 'Not interested' option.
On selecting the 'Not Interested' option, they will be redirected to the page displayed below and they can enter the reason for not re-enrolling in the center.
Once the parent submits the response, both director and parent will receive an E-mail notification.
1.3 Re-Enrollment Campaign Dashboard
1.3.1 Interested
When parents accept the invitation, the child will come under the ‘Interested’ category and the Director can send the enrollment offer.
1.3.2 Not Interested
If parents select 'Not Interested', the child is categorized as 'Not Interested' and the director can update the withdrawal date for the child, which will be displayed in the child's profile.
1.3.3 No Action
If the center does not get any response for the re-enrollment invitation from parents, they will be categorized under 'No Action'. The director may send reminders to those parents as a follow up.
2. New Feature: Child and Staff Attendance Summary Report
The main objective of this report is to provide the total number of staff and the total number of children signed in the center for the day. This will help to view the details of staff and child attendance at the center, at an instance.
You can view the timecard entries for both staff and children, as well as where they logged in, using the time clock and classroom movement.
3. Enhancement: Staff Scheduling
1Core has added new enhancements to manage better staffing. In the Staff Scheduling Dashboard, the user interface has been improved, allowing easy access for weekly and daily summaries directly from the landing page.
There are now six mandatory setups instead of the five optional ones. This update makes it possible to collect information of staff qualifications, can copy schedules, and add multiple breaks and special assignments.
3.1 Staff Schedule
3.1.1 Copy Schedule
To improve the useability, we are introducing a ‘Copy Schedule’ option in the following sections of ‘Add / Edit Schedule’ page.
- Work Schedule Section
- Break
- Special Assignment
Using this option, after entering the schedule entry for the 1st row, the Director can copy the data for the remaining days also.
3.1.2 Add multiple Breaks and Special Assignments
Earlier we do not have an option to add multiple breaks / special assignments for a Staff.
Now, a feature has been introduced to setup a multiple breaks and multiple special assignments for a single day as shown in the below screenshot.
3.2 Setups
3.2.1 Mandatory Setups
Earlier, Staff Scheduling setup had an individual access links for Age Group, Classroom, Staff Assignment Order, and Classroom Consolidate Rule are shown in the below page.
Now, all these individual links are combined into a single option called ‘Setup’.
By clicking on the ‘Setup’ under Staff Scheduling will redirect you to the mandatory setup page, it allows you to access all the setup pages related to Staff Scheduling.
This Mandatory Setup page allows you to access all the setups related to ‘Staff Scheduling’.
- If the setup is incomplete, you will see a ‘Setup Now’ option. Clicking the ‘Setup Now’ option will redirect to the respective page for setup.
- For the Staff Schedule setup, clicking 'View' will redirect you to the page displaying the start date, planned schedule, and actions. In the 'Action' section, selecting 'view' will redirects you to each individual Staff Schedule page.
- For the Child Schedule setup, clicking ‘View’ will redirect you to the page displaying the start date, planned schedule, and actions. In the 'Action' section, selecting 'view' will redirects you to each individual Program & Billing page.
3.2.2 Staff Qualification
A new field has been introduced in the mandatory setup called ‘Staff Qualification’. This enhancement will be helpful to assign the right staff, based on their qualifications.
3.3 Dashboard
The Staff Scheduling Dashboard has been enhanced to view all the below details in a single page.
- Can view the count and details of Child, Staff, and Classroom for the selected period.
- Planned and Actual schedule Summary.
- Hours Summary breakup for Regular Hours, Floater Hours , Admin Hours, Over Staffed & Under Staffed.
- Option to access ‘All’ or specific classroom’s Planned and Actual daily classroom view.
- Graphical representation for both Staff and Child’s Planned vs Actual head counts.
“Planned hours” represent the allocated work hours for the staff based on their schedules.
“Actual hours” represent the hours that a staff member worked for the day, i.e., the hours during which the staff checked in for the classroom.
3.3.1 Weekly View
The weekly view helps to view the classroom planning summary for the selected week period.
3.3.2 Child Head Count
You can view the Child Planned Vs Child Actual head count for the week in a graphical format.
3.3.3 Staff Head Count
You can view the Staff Planned Vs Staff Actual head counts for the week in a graphical format.
3.3.4 Daily View
Click on the 'Daily' to view the planned and actual hours of staff, classroom ratio, and staff type for that specific day.
3.4 View “All” Classroom
Now, “ALL” classroom option has been introduced to view the Planned and Actual schedules of all the classrooms in a single page.
The below path provides the access to 'all' classroom view as well,
Click on the Classroom name, to access the classroom schedule of an individual classroom.
3.5 View ‘Actual Schedule’
1Core gives the provision to view the actual schedule of the center.
The actual hours are determining based on the classroom movement data.
The Staff Scheduling dashboard provides a summary of actual hours on a weekly/daily basis for the selected period.
The actual schedule gives detailed information for all or individual classroom.
4. Enhancement: View all Funding Account Information
Now the director has the provision to view all the active funding accounts of the parent.
5. Enhancement: Child Profile Updates
Now, the child's information is split into two parts: ‘Profile’ and ‘Enrollment’. The profile has the basic information, and the Enrollment section has the enrollment details of a child. This feature helps you to view the enrollment start date, the withdrawn date and reason.
6.Enhancement: Rollcall Sheet Report
An option is included to add additional rows at the bottom of each section of the report.
This will help you to enter the details of other children.
7. Enhancement: CRM – Send Enrollment Offer
Earlier, the director had two steps to send an enrollment offer in the CRM. First, they had to create a new inquiry, and then send the enrollment offer.
Now 1Core has provided a new option. In the CRM landing page, there is a 'Send Enrollment Offer’ option. By choosing this, the director can send enrollment offer to an existing family / new family, without creating new Inquiries.
8. Enhancement: Change Request - Send Enrollment Offer
Now, the director can send the enrollment offer for existing children through the Change Request tab.
