GETTING STARTED GUIDE: What are Rooms, and Programs/Classes? How to set them up?

Posted on: 9/21/2018 4:49:36 PM
Replied by : support@icaresoftware.com

ROOMS

Age-based rooms are used for creating groups and managing child-teacher ratios in centers and preschools. Edit, remove or add new ones according to your needs. If you don’t use rooms you can remove all.

iCare also has another feature named, Programs and Classes. A program or class has a preset schedule and bill. Children can have a custom schedule and bill or get the preset one by enrolling in programs or classes.

Here are some examples of rooms and programs and classes:

Room

Program or Class

Explanation

Infant

Infant

There is just 1 program for the Infant room and it is named same as the room. The Infant program will have a preset schedule and bill.

Toddler

Toddler 2-Day Toddler 5-Day Toddler AM

There are 3 programs with different schedules and billing rates for the Toddler room.

Pre-K

Pre-K AM Pre-K PM

There are 2 programs for the Pre-K room. Perhaps, 9 am – 12 noon for the AM program and 1 pm – 4 pm for the PM program.

Not Specified

Music Intermediate

This is a class with no specified room.

Not Specified

BS AS BS-AS

There are 3 programs with a non-specified room. BS for before school, AS for after school and BS-AS for before and after school. Each of these programs would have a preset schedule and bill.

When you add a room, a program by the same name is added automatically. You can remove that program or rename it according to your programs.

A child can be placed in 1 room only but can be enrolled in any number of programs and classes.

(A room cannot be removed if children and staff are assigned in it. To remove a room move the children and staff to another room through the child profile page or the update feature in the Action button.)

 

PROGRAMS/CLASSES

A Program or class has a preset schedule and bill. When you enroll children in it, they get that schedule and bill. You can customize a child’s schedule and bill by editing it.

A program has a specified room; whereas, a class has no room specified. Here are some examples of programs and classes:

Program or Class

Name

Room

Schedule

Bills

Program

Toddler Full Time

Toddler

Mon – Fri; 8 am to 5 pm

$150/week plus $10/hour for attendance over schedule

Class

Music Intermediate

Not Specified

Tue and Thurs; 3 – 4 pm

$70/month

Program

KG FD

KG

Mon – Fri; 8:30 am – 5 pm

$12,000/year divided in 9 monthly payments

Program

KG HD

KG

Mon – Fri; 8:30 – 11:30 am

$110/week

To customize a child’s schedule or bill, go to the child’s profile page and edit it.

Staff also can have a custom schedule or inherit a schedule from the programs or classes in which they are enrolled.

A child can be placed in 1 room only but can be enrolled in any number of programs and classes.

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