We have collected our Frequently Asked Questions from childcare centers to help you get started with KinderPass.
Section 1: Login
1. What is the difference between Owner, Administrator/Accountant, Operations Manager and Director roles?
We have created the following default user types with specific permissions:
Owners (for Owners and Executives – multisite and single site)
Operations (for Managers of a region or group of sites)
Administrators (for accountants, analysts and administrators)
Directors (for Directors, Program Advisors and Assistant Directors)
Educators (for educators, teacher assistants, supply staff and others)
Staff (for non-teaching staff)
Parents (for parents and guardians)
Family (for extended family members such as grandparents)
A Director will have access to all Employees, Children, Families, Classrooms, Reports Billing and Approvals for their location only. The Operations Manager will have similar access as a Director but for all locations under the company. The Owner will have access to all the locations and modules, including the Settings and Security modules for their entire company. The Administrator will only have access to Families, Reports, Employees and Billing modules for all locations.
2. What do I do if a parent or staff member is having trouble logging in?
There are three ways to fix this issue:
1) Check their profile to confirm if the email is right and that the invitation has been sent. If this is the issue, correct the email and resend the invitation.
2) Ensure the parents are trying to log on via the app only. Parents do not have access to a web portal.
3) Ask them to reset the password as follows:
The user should click on the 'Forgot your password' link on the login page on the Portal or App (remember parents can only use the app).
The next screen will ask for the user's email. Please provide the registered email, enter the captcha (if required) and click on the submit button.
The user should receive an email on their registered email ID with the link to reset the password.
Using this link, the user will be able to create a new password and access KinderPass.
3. How do I add a parent to the app?
To add a parent to KinderPass, you will need to send them an activation link:
To send an activation link to a parent, click on the Family module and select the parent.
Once the parent profile opens up, you will see a “Not Invited” icon on the top right which means that no activation link has been sent to the parent.
Click on the “Not Invited” icon to send an activation link to the parent's email. The Icon will change to "Invitation sent''.
An invitation can only be sent to parents who are in Active status.
The parent will have to check his email for their username and temporary password.
The parent should download the Kinderpass app from Play Store or App Store. Once downloaded, the parent can login using the credentials they received in the email.
Please note that the activation link will expire in 24 hours. If the activation link expires, you will have to send a new activation link to the parent or ask them to reset their password directly in the app.
The parent will have to set a new password.
The parent can now start using the KinderPass app
Parent users should only use the KinderPass app to login. If parent users try to login from web portal, it will show a message "Your account does not have access to this portal."
4. Can a user who is both an employee as well as a parent login to KinderPass using one email ID?
No. A user who is both an employee and a parent needs to login using two different email IDs. They will need one email ID to login as an employee and another email ID to login as a parent.
5. What to do when you are unable to see the “Not Invited” icon to send the activation link to the parent?
To send an invitation to a parent, they should be in Active status. You will first need to change the status of the parent to Active and then follow the procedure to add them to KinderPass.
6. Can a user who is both an employee as well as a parent login to KinderPass using one email ID?
No. A user who is both an employee and a parent needs to login using two different email IDs. They will need one email ID to login as an employee and another email ID to login as a parent.
7. What should I do if I see a blank screen on my KinderPass App?
If you see a blank screen on any page in the KinderPass app, please try the following steps:
1) to start, make sure you are connected to the internet
2) then pull-to-refresh (by dragging the screen downward with your finger and then releasing it) to refresh the contents of the app page
3) log out of the app and log back in
You should be able to see your app after trying these steps. If you still have a problem, please contact us at [email protected].
Section 2: Family and Child Modules
1. What does each status mean and how should it be used?
The status is used to track the enrollment and current situation. You can assign a status to each family and child as follows:
Active: When the child is actively scheduled to come to the center.
Deactivated: When the child has graduated or left the center permanently.
Enrolled: When the child has completed the enrollment and registration procedures and is scheduled to start at a future date.
Interested: When the child’s parents have enquired and registered an interest to join the centre at a future date.
Toured: When the child’s parents have visited the centre and taken a tour of the centre but not yet enrolled.
Waitlisted: When an Interested parent has registered with the center but is unable to join the center due to capacity limit at the centre.
2. How do I add a new family?
Follow these steps to add a new family to KinderPass:
You can add a family by clicking on “Add Family” on the Dashboard or by clicking on “Add Family” in the Family module.
Enter the following information: Display name (this is the tag that will be used for all family members, including the children - you can select the last name or choose your own way to track families), location, email and full name of the primary parent, gender, relationship and status of the family.
Click on the “Add Family” button.
You can then find all families in the Family module.
To add more details to the family’s profile, select the family in the Family module
You can add family members and their information, as well as Notes which will NOT be shared with the family. You can also add children to the family.
3. How do I add a new child?
Follow these steps to add a new child to KinderPass:
Once a family is created, you can add children as follows:
To add a child to the family, select the “Add Child” button on the top right.
Fill out basic information (name, gender, date of birth and start date if available) and click “Add Child”
Add a status per their current situation: Active, Deactivated, Enrolled, Interested, Toured and Waitlisted.
You can also update information like pick-ups, address, emergency contact under each family.
You can also add the allergy and health details of the child under the child's information.
4. What is a family display name?
A display name is a name given to a family as per the naming conventions decided by the childcare center. These can be the last name of the family, first name of the primary parent or child, etc.
5. Why am I unable to see an added child in the Child modules?
In the Child module, you will only be able to see active children. This is set by default and can be changed by searching for children of a specific status or all the children.
Section 3: Employee Module
1. How do I schedule staff?
Kinderpass makes it easier for Directors to plan their staff hours in advance.
To schedule your weekly hours, click on “Schedule Hours” under the Employee module.
Choose the Location and the Employee.
The name of the selected employee will be displayed below along with the current week.
Schedule the arrival and departure times for the selected employee.
Once you've finished scheduling the hours for the week, you must click on the Ok button. Your scheduled hours will be updated accordingly.
Section 4: Classroom
1. How do I edit a sent activity in the app?
Each shared activity (Mood, Activity, Meal, Nap, Bathroom, etc) can be edited or deleted by tapping on the three vertical dots on the right-hand side of the activity in the app or in the portal.
2. Can we add activity to a child who is absent today?
Yes, we can add an activity to any child in the Classroom module.
Section 5: Billing
1. What is an opening balance?
An opening balance is the debit or credit balance of any statement or ledger at the start of the selected period.
2. How come I cannot see all my collections and invoices?
KinderPass only shows the current month of invoices and collections. If you are looking for past transactions, you can navigate the months by clicking on the arrows on the bottom of each child’s statement summary.
3. How do I create a charge?
A billing plan is a schedule of children's billing dates for a single or group of charges. Before creating a plan, you must add charges. A charge is an amount for a service or item provided to the child in the childcare center. In order to set up a charge, you will need to follow the steps below:
To set up a new charge, click on the Settings module.
Under the Settings module, click on “Charges and Credit Setup”.
On the left side of the screen, you will see a table with all the predefined charges and credits.
The table shows the name of each existing charge, the status of the charge (Active or Deactive) and the type. You can also delete an existing charge by clicking "Action" in the last column.
To edit a charge, click on it, make the changes and then click on Ok.
To add a new Charge, click on the Add Credit button (+) and fill in the details.
4. How to set up a Billing Plan?
Once you have created the charges, you can set up a billing plan. There are two types of Billing Plans:
1) One-time Plan
Here's how to set up a one-time billing plan
Click on the Billing module and then click on Plans.
You will see a list of all previously created plans at your location.
Click on the “Add Plans” button on the top right of the screen.
On the plan details page, toggle the button to “One Time Billing Plan”.
Enter the details of the plan by filling in the plan name, plan cycle, invoice date and due date.
Click on either Full Time Charge or Part-Time Charge as per your requirement.
Add the charge (created earlier) and then click on the Add button under the action heading.
Click on “Save Plan and Continue”.
On the next screen, select the children that need to be added to this plan.
You can also add Discount or Subsidy to any individual child by clicking on the Add (+) button next to the child's name and adding the Subsidy or Discount charge by clicking on Add New. Please note that you have to first create a Subsidy or Discount type of charge before you can add it to a child.
Select the discount or subsidy charge and enter the amount and description and then click on Add under the Actions Tab.
Click on Add at the bottom of the App and the discount/subsidy will now be applicable to the selected children.
Click on Submit and the selected children will now be added to this One Time Plan.
You can view the plan on the child's statement page in the Child module.
2) Recurring Plan
Here's how to set up a recurring billing plan
Click on the Billing module and then click on Plans.
You will see a list of all previously created plans at your location.
Click on the “Add Plans” button on the top right of the screen.
On the Plan details page, toggle the button to “ Recurring Billing Plan”.
Enter the details of the plan by filling in the plan name, plan cycle, invoice date, due date, start date, end date, etc. Also, select if this is a Prepaid or a Postpaid Plan.
Click on either Full Time Charge or Part Time Charge as per your requirement.
Add the charge (created earlier) and then click on the Add button under the action heading.
Click on “Save Plan and Continue”.
On the next screen, select the children that need to be added to this plan.
You can also add Discount or Subsidy to any individual child by clicking on the Add (+) button next to the child's name and adding the Subsidy or Discount charge by clicking on Add New. Please note that you have to first create a Subsidy or Discount type of charge before you can add it to a child.
Select the discount or subsidy charge and enter the amount and description and then click on Add under the Actions Tab.
Click on Add at the bottom of the App and the discount/subsidy will now be applicable to the selected children.
Click on Submit and the selected children will now be added to this Recurring Plan.
You can view the plan on the child's statement page in the Child module.
5. How do I add a collection to KinderPass ?
There are two ways to add a collection received from a parent.
1) Billing module
Click on the Billing module and select Collections.
This page will display all the recent collections from your center.
To add a Collection, click on Receive Collections on the top right of the screen.
From the search box, choose the location and family from the drop-down menus.
You will see all the children under the selected family.
Choose the child and enter the amount paid by the parent and click on Submit.
Then enter the payment information like Payer and Child name, Payment date, Payment type (cash, bank transfer, card, cheque, etc.).
You can choose to attach a copy of the cheque/card slip, bank transfer slips or other documentation if required.
You can also add any additional details in the comments, if necessary
To edit the Collection, click on Edit to make corrections.
Once confirmed, you will not be able to make any changes.
Once the details have been filled up, you can click on Confirm and the payment will be reflected against a child.
2) Child module
To register a payment made by the family towards a child, click on the Child module.
Click on the specific child you want to add a collection for.
Once the child details are displayed, click on the Statements tab.
This will give us an overview of the past payments, if any, made by the family towards this child.
To add a new Collection, click the Receive the Collection button on the top right side of the screen.
This will redirect you to the billings collection page. This page will display all the recent collections from your centers.
To add a collection, click on Receive Collections on the top right of the screen.
From the search box, choose the location and family from the drop-down options.
This will display all the children under the currently selected family.
Choose the child and enter the amount paid by the parent and click on Submit.
A new window will be displayed. Enter the payment information like Payer and Child name, Payment date, payment type (cash, bank transfer, card, cheque, etc.).
You can choose to attach a copy of the cheque/card slip, bank transfer slips or other documentation if required.
You can also add any additional details in the comments, if necessary.
To edit the collection, click on Edit to make corrections.
Once confirmed, you will not be able to make any changes.
Once the details have been filled up, you can click on Confirm and the payment will be reflected against a child.
6. Can I charge a child who has just enrolled in my centre but has not yet started?
Yes, on KinderPass, you can charge any child who has enrolled in your center. To charge these children, make sure to change their status to either Active or Enrolled. You will not be able to charge children under any other status.
Section 6: Settings & Security
1. Can I add Statutory Holidays on KinderPass so it knows my center is closed?
Yes, you can. To set up days when your center is closed, please do the following:
Go to the Security module from the left menu and click on Company Profile.
You will see 5 tabs on top of the screen. Please click on Location days and hours.
You can update the holidays and weekends here to track closed days for your center.