Child Day Care Software

USER’S MANUAL for

© Copyright 2007 TekTycoon. All Rights Reserved.

Index Login……………………………………………………………………………………………….3 1. Setup Items…………………………………………………………………………………………4 a. Add Item……………………………………………………………………………………5 b. Update Item………………………………………………………………………………...5 2. Account Information………………………………………………………………………………..6 a. Change Password…………………………………………………………………………...7 b. Reset Password……………………………………………………………………………..7 c. Personal Information……………………………………………………………………….8 d. Timesheet…………………………………………………………………………………..8 e. Expense……………………………………………………………………………………10 f. Alert………………………………………………………………………………………..11 g. General Alert………………………………………………………………………… …....13 3. Employee Management……………………………………………………………………………14 a. Employee………………………………………………………………………………......15 b. Approve Timesheet………………………………………………………………………..18 c. Generate Payroll…………………………………………………………………………...18 d. Leave………………………………………………………………………………………19 e. Tax…………………………………………………………………………………………20 4. Child Information………………………………………………………………………………….23 a. Parent………………………………………………………………………………………25 b. Child……………………………………………………………………………………….27 c. Immunization………………………………………………………………………………30 d. Service Tax………………………………………………………………………………...32 e. Class……………………………………………………………………………………….34 f. Waiting List………………………………………………………………………………..37 g. Correspondence……………………………………………………………………………38 h. Child Attendance…………………………………………………………………………..40 i. Generate Child Billing……………………………………………………………………..40 j. Process Child Billing………………………………………………………………………41 g. Child Reports…………………………………………………………………………… …42 5. Misc. Reports………………………………………………………………………………………45

Login:- There are four types of accounts in the System. Super Admin: - He/She will be having all the rights. (We will be explaining here this login as this can access all possible functions.) Admin: - Will have less rights then Super Admin. Teacher: - Have access to child info and attendance and some other info. Parent: - Have access to child info and his/her billing info (view only).

1. SetUp Items:-

Menu Items:a. Add Item b. Update Item.

a. Add Item

Enter Item Name and Value. Then click on Add. b. Update Item:-

It will show all items in Grid format. Click on the edit button to edit particular item. Then click ok/cancel to perform task you want.

2. Account Information

Menu Items:a. b. c. d.

Change Password. Reset Password. Personal Information. Timesheet a. Add Timesheet. b. Update Timesheet. c. Delete Timesheet. e. Expense a. Add Expense. b. Update Expense. c. Delete Expense. f. Alert a. Add Alert. b. Update Alert. c. Delete Alert. g. General Alert

a. Change Password: -

Enter current password and new password. Then click Continue. b. Reset Password: - Used to reset password of Admin/Teacher/Parent.

Select User Name and click on reset.

c. Personal Information: - View and edit personal information

To change Personal info. Click on edit button and after changing info. Click on ok/cancel as per action required. d. Timesheet a. Add Timesheet

Enter Date & Comment (if any). Then click on Generate enter hours and then click Add.

b. Update Timesheet

Select date you want to update and then change data and click on update. c. Delete Timesheet.

Select date and click on Delete.

e. Expense: - To add any special expenses made on any child by his/her teacher. a. Add Expense

Type in expense made and just click Add. b. Update Expense

Click on edit button to update and then ok/cancel as per requirement.

c. Delete Expense

Select Expense from dropdown list and click on Delete. f. Alert: - To make a reminder type function. a. Add Alert

Enter Data and click on Add.

b. Update Alert

Click on edit button of the record you want to edit and after editing click on ok/cancel as required. c. Delete Alert

Select from dropdown list and click Delete.

g. General Alert: -

This will send alert(as an e-mail to the e-mail add given while adding parent data) added to the all parents who has their children in the class for which alert has been added.

3. Employee Management: -

Menu Items: a. Employee a. Add Employee. b. Update Salaried Employee. c. Update Wage Employee. d. Update Employee Leave. e. Delete Employee. b. Approve Timesheet c. Generate Payoll d. Leave a. Add Leave. b. Update Leave. e. Tax a. Add Employee Tax. b. Update Salaried Employee Tax. c. Update Wage Employee Tax. d. Delete Salaried Employee Tax. e. Delete Wage Employee Tax.

a. Employee:- All employee activities will be maintain from this tag. a. Add Employee

You will have to select employee type 1st and then add details. After adding employee you can add leave also.

b. Update Salaried Employee

Click on edit button for the employee detail you want to edit. c. Update Wage Employee

View and update Personal Information of Wage Employee.

d. Update Employee Leave

Select Employee ID and Leave Type and Add it. e. Delete Employee

Select Employee and click on Delete.

b. Approve Timesheet: - This function is to approve timesheets generated by teachers. Teacher has to report someone (Admin). So Admin has to approve timesheets for those teachers who reports him/her, and then Super Admin will have to approve it.

Check the checkbox and click Approve/Disapprove according to requirements. c. Generate Payroll: - This function will generate payroll of each employee (Super Admin/Admin/Teacher) for given date range according to the timesheets hours they have submitted and approved.

d. Leave a. Add Leave

Enter Leave Name and Description(if any) and click on Add. b. Update Leave

Click on the edit button for the record you want to update and after making changes click ok/cancel.

e. Tax: - Related to taxes employee have to pay. a. Add Tax

Enter Tax Name and select Employee type according to that Salary/Hour range will be activated, and then enter Tax %. Enter 0.0 if Tax is not applicable. Then click on Add.

b. Update Salaried Employee Tax

Edit and after updating click on ok/cancel. c. Update Wage Employee Tax

Same as above.

d. Delete Salaried Employee Tax

Click on delete and confirm. e. Delete Wage Employee Tax

Same as above.

4. Child Information

Menu Items: a. Parent a. Add Parent. b. Update Parent. c. Delete Parent. b. Child a. Add Child. b. Update Child’s Personal Info. c. Update Child Immunization. d. Update Authorized Person. e. Update Child Class f. Delete Child. c. Immunization a. Add Immunization. b. Update Immunization. c. Delete Immunization. d. Service Tax a. Add Service Tax. b. Update Service Tax. c. Delete Service Tax. e. Class a. Add Class. b. Update Class. c. Update Class Timing. d. Delete Class. f. Waiting List

g.

h. i. j. k.

a. Add child. b. Update Child. c. Delete Child. Correspondence a. Add Correspondence. b. Update Correspondence. c. Delete Correspondence. Child Attendance. Generate Child Billing. Process Child Billing. Child Reports a. Attendance Report. b. Parent-Child Cross Reference Report. c. Customer Balance Report. d. Attendance Based Billing Report.

a. Parent a. Add Parent

Enter all details and click on Add.

b. Update Parent

c. Delete Parent

Select from dropdown list and press delete.

b. Child. a. Add Child

Add all the necessary details and press Add. You can add authorized pickup person and Immunization detail as well from this form only. b. Update Child Personal Info.

Click on the Edit button at the end of the record. c. Update Child Immunization Details.

Select Child ID and Update/Add record.

d. Update Authorization Person

Select Child ID and Update/Add Auth. Person. e. Update Child Class.

f. Delete Child

Select Child ID and delete. c. Immunization a. Add Immunization

Enter Vaccine Name/Dose, Child age And description(if any) and Add.

b. Update Immunization

Press edit button at the end of the record you want to Update and after editing press ok to save/cancel to discard changes. c. Delete Immunization

Select Vaccine/Dose and press delete and confirm.

d. Service Tax: - Tax which should be deducted from the pay of the employee. a. Add Service Tax

Enter Name, Tax % and Description (if any) and press Add. b. Update Service Tax.

c. Delete Service Tax

e. Class a. Add Class

Enter details then click and click on add. Then you will be able to add class timings which can be multiple days and different timings also.

b. Update Class

c. Update Class Timings.

d. Delete Class

f. Waiting List:- when a class is full you can add child to the waiting list and whenever that class will get a empty place this list will be checked and mail will be done to all the e-mail add which are in the list and are eligible for that class. a. Add Child

b. Update Child

Because there is no child in the waiting list.

c. Delete Child

g. Correspondence a. Add Correspondence

b. Update Correspondence

c. Delete Correspondence

h. Child Attendance.

Dropdown list will show those class which are to be taken today only. And when you selects class it will show the list of Childs which are in the class. You have to click the checkbox and press Add Timing to add the attendance. i.Generate Child Billing

You will have to generate child billing before processing billing for any child just add from and to date and press generate. j. Process Child Billing.

Select child ID from dropdown list and select Period and press Billing Info. It will get all the details of the amounts including service tax and all other charges. Enter amount paid and comments (if any example cash, DD)

k. Child Reports a. Child Attendance Report.

Enter Date then hit enter then press Report. It will generate report as shown below.

b. Parent-Child Cross Reference Report

You can either view list by selecting Child and view parent or select parent and view child. Here is an example.

c. Customer Balance Report.

Select period and hit report. It will generate report like shown below

d. Attendance Based Child Billing Report

Enter From and to date select Child ID and hit Report. It will generate report as shown below.

6. Misc. Reports.

Child Birth-date & Age Report.

Child Enrollment and Withdrawal Report.