Care Operations

The day-to-day of running your center: attendance, meals, activities, tasks, and the planner.

Attendance

Record who attends each day — check-ins and check-outs, cancellations, events, payors, and transportation.

Understanding the Attendance PageThe Attendance page is where you track who is at your center each day. From here you record check-in and check-out times, cancel a scheduled day, add attendance events, set the payor (benefit) for billing, and…Checking a Member InWhen a member arrives, you check them in from the Attendance page. Checking in records the arrival time on the member's attendance record for the day and starts tracking their time at the center for billing.Checking a Member OutWhen a member leaves for the day, you check them out from the Attendance page. Checking out records the departure time and calculates the total time the member spent at the center, which appears in the Time…Recording a CancellationWhen a member will not attend on a scheduled day, record a cancellation on the Attendance page. Canceling documents the reason, clears any check-in or check-out for that day, and updates the day's projected…Adding Attendance EventsAttendance events record notable occurrences during a member's day, such as a doctor's visit or another event your center tracks.Changing the Payor / Benefit TypeThe benefit type (payor) on an attendance record determines how a visit is billed and to whom. You can change it from the Benefit column on the Attendance page — for example, when a member has more than one…Recording Transportation DetailsRecording how a member arrives and leaves helps with transportation planning, coordination with families, and (when configured) transportation billing.Using the Reception Kiosk for Check-In and Check-OutReception is a self-service kiosk that lets members check themselves in and out using facial recognition. You run it on a dedicated station — a tablet or computer placed at your entrance — so members can…

Meals

Plan and record meal service, completion, notes, and dietary information.

Understanding the Meals PageThe Meals page is where you record meal service for one meal at a time. You pick the meal (for example, Breakfast or Lunch), then work down the list recording each member's status, how much they ate, any…Recording Meal ServiceRecording meal service captures each member's meal status for the selected meal, plus any add-on items or fluid entries your center tracks. You do this from the Meals page, one meal type at a time.Recording Meal CompletionMeal completion records how much of a meal a member ate. On the Meals page, the Completion column offers five percentage buttons; selecting one saves the amount and marks the meal as served in one step.Adding Meal Notes and Dietary InfoMeal notes capture observations about a member's meal — appetite changes, preferences, or a reason they ate little.Configuring Meal Types and OptionsMeal types define the meals your center records — such as Breakfast, Lunch, or a Snack — and control what staff see on the Meals page.

Activities

Schedule and document activities, and review activity history.

Understanding the Activities PageThe Activities page shows what happened at your center on a given day. It displays the activities you have logged alongside the day's approved schedule events, in a card list ordered by time.Creating and Recording ActivitiesLogging an activity records what took place, when, who took part, and (optionally) photos. Activities you log appear on the Activities page and on each participant's record.Viewing Activity HistoryYou can review past activities two ways: the Activities page shows everything logged on a given date across the center, and a member's record shows the activities that individual took part in.

Tasks

Create and complete care tasks and admin tasks.

Understanding the Tasks PageThe Tasks page is where staff work through the care duties due for members. It has two tabs — Care Tasks for member care (medications and services) and Admin Tasks for scheduled administrative work.Viewing and Completing Care TasksCare tasks are the medication and service duties due for members on a given day. They are generated from members' medications and care plan services (plus any custom service tasks).Managing Admin TasksAdmin tasks are scheduled administrative duties — recurring or one-time — that can apply to all members, a selection of members, or no member.Creating New TasksMost care tasks are generated automatically from members' medications and care plan services. When you need a task that is not already scheduled, you can add one directly: a Care Task for a specific member (a…

Planner

The center calendar — create and approve events, switch views, and print schedules.

Understanding the PlannerThe Planner is your scheduling hub for center events. It offers a calendar in Month, Week, or Day format and several view modes for different jobs.Using Week, Month, and Day ViewsThe Planner's Calendar selector switches the calendar between Month, Week, and Day. This is separate from the View selector, which changes the mode (Planner, Print Editor, List, or Recurring).Creating and Editing EventsEvents are the building blocks of your center's schedule. In the Planner you create events, set them to recur, edit them, copy them, and delete them.Approving and Rejecting EventsThe Planner uses a status workflow so events can be reviewed before they are confirmed. Events are Pending, Review, Approved, or Rejected.Printing and Exporting SchedulesYou can generate a PDF of your Planner schedule to post at the center or share with staff. The PDF reflects the current calendar period and your filters, and the Print Editor view lets you fine-tune the…