Let’s Get Started: Step-by-Step

1. Open the Organization Dashboard

1. If you have organization access or access to multiple centers, look along the top of your screen for the Organization tab.

2. Click the Organization tab to open the Organization dashboard.

   

You are now looking at a dashboard that works a lot like a center dashboard, but it combines information from all your centers in one view.

2. Choose Which Centers to View

1. Look to the top left of the Organization dashboard.

2. Find the drop-down or selector that lets you choose a specific center or All centers.

3. Click this selector to pick a single center, or leave it on All centers to see combined information for every center.

   

You can change this at any time to focus on one center or see the full organization view.

3. Customize Your Dashboard Widgets

1. Look to the top right of the dashboard.

2. Find the Customize toggle or button.

3. Turn this on to adjust which widgets show on your Organization dashboard and how they are arranged.

This lets you tailor the dashboard so the most important information for your role is front and center.

4. Review “Today Needs You” (Critical Alerts)

1. Find the Today Needs You section or toggle near the top of the dashboard.

2. Look through the list of critical alerts and high-importance notes.

   

Examples shown in the recording:

• A room that is out of ratio at a specific center (for example, “Magic Adventure Calgary”).

• An overdue medication dose.

• A center with expired staff checks (for example, 98 expired staff checks).

• Ending registrations that do not have a withdrawal date.

• Upcoming staff checks due in the next 30 days.

1. Use the hyperlinks in this section when you want to jump straight into that specific center and see the detailed list that’s already filtered for you.

As an organization admin, use this widget to quickly spot serious issues and follow up with the center’s admin team.

5. Explore the Center Occupancy and Status Widget

1. Scroll down to the widget that lists each center with its real-time occupancy and other key checks.

2. For each center listed, review:

   • How many children are signed in right now (for example, 6 children signed in).

   • How many staff are signed in (for example, 2 staff).

   • Whether any rooms are out of ratio.

   • The overall occupancy percentage (for example, 60% occupancy, such as 52 children registered out of 86).

   • The number of pending child applications (for example, 21 pending children applications).

   • The number of groups (for example, 6 groups).

   • Counts of expired documentation that should be archived or updated (for example, 98 expired items and 2 coming due in 30 days).

   • Counts for staff checks or certifications missing (for example, 48).

   • Counts for children’s critical information (for example, 43).

3. Move your mouse over each part of this widget (hover) to see more detailed explanations of what each number means.

Use this widget as a quick “red flag” checker for each center so you know where to dig deeper.

6. Check Open Spots by Weekday

1. Find the widget titled Open spots by weekday.

2. Look at each center listed and review:

   • How many open spots there are on each day of the week.

   • For example, you might see that one center has 40 spots open on Mondays, and another has 86 spots open.

3. Look at the combined totals across centers, such as 126 total open spots for a particular day.

This helps you see where you still have space to fill on different days of the week.

7. Review Staff Expiries

1. Look to the right side of the dashboard for the Staff expiries widget.

2. Review the total number of staff items that are expired or coming due across all centers (for example, around 100 staff expiries in the demo).

3. For each item:

   • Archive it if it’s no longer relevant, so it no longer appears in this list.

   • Update it if it is still relevant, so your records stay current.

Keeping this list clean helps you stay compliant and reduces clutter in your dashboard.

8. Check “Needs Your Review”

1. Find the Needs your review widget.

2. Look at each category, such as:

   • Family info changes (for example, 3 pending changes).

   • Member info changes.

   • Incident and health reports (for example, 3 pending).

   • Progress reports.

   • Lesson plans.

   • Staff overtime.

3. If needed, use the center selector inside this widget to narrow down to a specific center for more detail.

   

This widget gives you a quick list of items waiting for your approval or review.

9. Use the Pipeline Widget (Inquiries, Tours, Applications)

1. Find the Pipeline widget on the Organization dashboard.

2. Use the center selector within this widget to:

   • View a combined pipeline for all centers, or

   • Focus on a single center.

   

3. Review:

   • New inquiries this week.

   • New tours booked this week.

   • New applications this week.

4. Switch the view (where available) to see pipeline stages, such as:

   • Total number of inquiries.

   • Tours.

   • Wait list.

   • Onboarding.

   • Leaving.

This gives you a full picture of your enrollment pipeline across the organization.

10. Review the Financial Overview

1. Find the Financial overview widget.

2. Use its controls to switch:

   • The month you want to review.

   • The center you want to focus on, or use a combined view.

3. In this widget, review:

   • The total billed to families by location.

   • How that compares to the total that should be registered for billing.

   

4. In the demo recording, no billing had been done yet for October, so the amounts appear as zero.

Use this widget the same way you would in a center dashboard to confirm billing is complete and correct across locations.

11. Check Billing Alerts

1. Locate the Billing alerts section on the dashboard.

2. Review alerts such as:

   • Families who have a registration but have not been billed for the month.

   • For example, you might see 50 families in October who have a registration but no billing.

3. Use these alerts to catch:

   • Months where billing was not done yet.

   • Late-registered families who may have been missed in billing.

This helps you avoid missed charges and keeps your center finances on track.

12. Review Collections Across All Centers

1. Find the Collections widget.

2. Review the combined, consolidated totals across all centers, including:

   • How much is past due from third parties.

   • How much is past due from families.

3. Where available, switch to a more detailed view by center to see which centers have the highest overdue amounts.

Use this section to plan and prioritize your follow-ups on outstanding balances.

13. Use Organization Quick Links

1. Look for the toggle across the organization that provides quick links.

2. Review the list of commonly used reports or items you can access from here.

3. Click any link you use often so you can jump straight to that report or section without extra navigation.

This saves time by taking you directly to frequent tasks from the Organization dashboard.

14. Monitor Student and Member Expiries

1. Find the Student and member expiries widget.

2. Review expiries related to students or their family members, such as:

   • Subsidy expiries and similar items.

3. For each expiry:

   • Archive it if it no longer applies so it no longer shows.

   • Update it if it is still active and needs new information.

This helps you keep student and family records accurate and up to date.

You’re all set to use your Organization dashboard as a one-stop shop to spot issues, follow up with centers, and keep everything running smoothly across your daycare organization.