How to Use the Journal Module- Complete Guide

How to Create a Journal Entry

Step 1: Open the Journal Module

Click the journal icon to open the journal module.

The journal module is used to:

• Document events and activities throughout a child’s day

• Share updates with parents and caregivers

• Record incidents, accidents, health issues, and other important notes

Step 2: Locate the Child’s Profile

Find the child or children you would like to add a journal for. Enter their first or last name in the search bar or you can also filter by group or space.

Click the filter icon on the right.

Then select your parameters by choosing the group or space you want to search within. Next, click Apply.

The screen will refresh to show only children in the specified space or group.

Click the child for whom you wish to create a journal.

Step 3: Create a New Journal from the Child’s Profile

Click the plus sign to add a new journal.

You can now select which type of journal you would like to create by activity type. For this first example, select a learning journal.

Note: Emergency Medication journals will only be clickable if the child has an emergency medication on file.

Step 4: Set Access Permissions

Use the General drop-down icon menu to select visibility options for the journal:

• General – Visible to all authorized users, including the guardians of the child(ren) selected.

• Internal – Visible to staff members only

• Confidential – Visible only to users with administrative access

Because the learning journal is intended to be visible to parents, leave the visibility set to General.

Adjust the date and time if needed. In the description field, add a brief explanation of the activity for parents or caregivers. For example, if children are learning about colors, write a short description of what they did.

Click the Attach Files button to add any optional accompanying images.

When you are finished entering details, click the Create button.

The journal is now visible on the child’s main journal screen. A notification will also be sent to parents or caregivers and appear in the parent portal.

How to Create a Journal for Muliple Children at Once

You can also create journals directly from the main journal screen by clicking the Create Activity button.

Next, select the type of journal you want to create.

Click the Select icon to add students.

You can search for a student or multiple students here or use the filter option.

For example: If the whole class is playing a fun cooperative game together outside, you can take a picture and easily add the same journal entry for all children in the group.

First filter.

Next select the students or choose "select all"

Click the Apply button when you have finished adding all children you want to include in the group journal.

Remember that for group journals, all parents will see what is added. Keep descriptions general so they apply appropriately to the entire group.

Activity, Achievement, and Observations Journals

The activity journal is similar to the learning journal but relates more to specific activities, such as a game in the gym or an art project.

The achievement journal is used to document something the child has accomplished, such as mastering a Montessori station or zipping up their coat independently for the first time.

The observations journal are often used staff and admin for observations such as behaviour tracking.

Important: Remember when creating an observation journal to select either Internal or Confidential. However, ensure you write observations in a professional and respectful manner so that, if parents or caregivers were ever to see the note, it would still be appropriate.

Record Meals with the Food Journal

A food journal is used to let parents know when a child has eaten.

Once in the food journal area, click the Add Meal button.

Select the meal type (breakfast, lunch, snack, or bottle).

Include the quantity consumed (all, most, some, none, or N/A).

You can also write a brief description and/or add a photo.

Click Create to save the journal.

Track Toileting with the Potty Journal

The potty journal is used to let parents know each time a child’s diaper was changed or each time the child used the toilet.

When creating a potty journal:

• Enter the time the toileting occurred.

• Select the type by clicking the correct icon (toilet, diaper, or undies).

• Next, select the action (dry, peed, or bowel movement).

• If the child had an accident, slide the toggle to indicate this. Otherwise, leave the toggle off.

Use the description box to add any relevant details (for example, noting if a child who is potty training independently told staff they needed to go).

Click the Create button to save the journal and send it to parents.

Record Sleep with the Nap Journal

The nap journal is used regularly to record how long the child or children napped.

You can also add all children who go down for a nap at the same time.

To add multiple children at once, filter by group or space and select all children who are napping.

When creating the nap journal, enter the time the child or children started napping. You can also click the Set to Now button if the nap has just started.

Click the Start Nap button to record when the nap began.

Click Create.

The nap will now show as having started in the children’s profiles, and the nap icon will display on the room card in the attendance module.

When the nap is finished, create a second nap journal.

Add the time the nap ended and click Nap End in the nap journal.

Parents will then see how long their child has napped.

Use the Medication Journal for Emergency Medications

The medication journal is used only for emergency or occasional medications, such as an EpiPen or asthma inhaler.

Emergency medication information must first be submitted by the parent through the parent app and then approved by admin staff in the info changes dashboard. Once this process is complete, you can create a medication journal for the child.

The medication journal is not used for regular, scheduled medications. These are adminstered by staff through the Regular Meds tab in the Dashboard module and then a journal is automatically created.

When you select Medication as the journal type, a list of any children with emergency medications will display to make it easier to find the correct child.

If you start from the child’s profile, this journal option will only be available if the child has an emergency medication on file.

After entering the date and time of the journal:

• Enter the time the medication was given.

• For medication name, select the appropriate item from the drop-down if the child has more than one emergency medication.

• Enter the dosage administered. An easily selectable list of common dosages is available.

  

• Enter the name of the staff member who administered the medication.

• Add a description or reason for giving the medication, if applicable.

• When you click the Create button, the journal will be sent to parents right away.

Create a Health Journal for Illness

The health journal works differently from other journals because it is first sent to admin for approval before being posted to the child’s profile and sent to the parent portal and app.

Ensure General is selected so the journal can be sent to parents after approval.

Change the date and time if necessary.

In the Title field, enter a brief description (e.g., “Fever”). In the Time Identified field, add the time the health issue was first noticed.

If the child has a fever, select Celsius or Fahrenheit and enter the temperature, or choose one of the preset fever options.

Select any applicable symptoms from the list of predefined symptoms.

You can select multiple symptoms if needed.

Next, select the Center Symptoms option, which includes center policies for parents or guardians so they understand the next steps. For example, the fever policy may state that the child must be picked up and remain at home for 24 hours after the fever ends without medication.

Note: These are customizable in the Set Up Module.

Next select if first aid was required.

Important: If first aid is selected, you will be required to enter details.

Use the Administrative Notes section to add any additional internal notes. Use the Description box to add any extra information for parents. These fields are optional.

Click Create to save the journal.

When you submit the health journal, it is sent immediately to admin for approval and will appear in the Approval Pending tab until an administrator has approved it.

Admin can approve the journal, update if necessary, and contact a parent or caregiver for pickup. Admin staff can see any pending approvals in the Incident Illness dashboard. Once approved, the journal will show in the journal section for staff as well as in the parent app.

Incidents and Accidents Journals

The incident/accident journal replaces paper forms for all incident reporting.

The submission and approval process works the same as illness reporting: admin must review and approve the journal before it is sent to parents.

Ensure General is selected so the journal can go to parents.

Enter a title for the incident or accident.

Specify whether it is an incident or an accident, and add the time it occurred.

Select the location using the location drop-down arrow.

You will be able to select the room or area of the center where this happened.

In the Incident Observed By field, enter your name or the name of anyone who witnessed the incident.

Add a description of the incident, including what happened, how it occurred, and how it was resolved. These fields are required.

If first aid was needed, select this option.

You will be required to enter additional details (for example, whether an ice pack or bandage was used).

Use the last toggle to indicate if the parent was notified of the incident immediately.

If you they were not yet notified, you can leave this unchecked for now and admin can fill it out when they review to approve the journal.

When you click the Create button, the incident journal will go directly to the office for admin approval before being added to the child’s chart.

Once the journal is approved, it will be sent to the parent app.

Meeting or General Notes Journals

If you would like to add a journal about a meeting that occurred, remember to select Internal or Confidential visibility if the journal is for staff/admin view only.

If you need to create a journal for something that does not fall into any of the included journal templates, you can select the Notes journal option.

Use the Title field to describe the type of journal and enter a brief description.

How to Edit or Delete Existing Journals

If at any time you need to edit or delete a journal:

• Find the journal in the child’s journal list.

• Click the ellipsis (more options).

• Select either Edit or Delete.

If you edit a journal, remember to save your changes.

We have now reached the end of the training on journals.

Admin staff can refer to the additional journal training video for more information on approvals and acknowledgments of incident reports.