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Using the Register

The register is a daily attendance system that helps you track which children are present, record check-in and check-out times, manage absences, and add notes for each child. This guide will walk you through all the features of the register page.

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Overview

The register page displays all children scheduled to attend on a given day, organized by room. It provides real-time attendance tracking and allows staff to:

• Check children in and out
• Record and edit attendance times
• Add or modify attendance notes
• Mark absences (holiday, sickness, or other)
• View live attendance counts by age group
• Filter children by room
• Add new bookings
• View detailed child profiles

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Selecting a Date and Room

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Date Selection

At the top of the register page, you’ll find a date picker that allows you to select which day’s register you want to view.

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Room Filtering

You can filter the register to show only children from a specific room using the room selector dropdown.

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Checking Children In and Out

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Checking In

When a child arrives, click the “In” button next to their name to record their arrival time. The system will automatically record the current time.

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Checking Out

When a child leaves, click the “Out” button to record their departure time. The “Out” button is only enabled after a child has been checked in.

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Editing Check-in/out Times

If you need to adjust a recorded time:

1. Click on the time that needs to be changed
2. An editable time input will appear
3. Set the correct time
4. Press Enter or click outside the input to save the change

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Adding and Managing Notes

You can add notes for each child’s attendance record:

1. Click on the notes area that says “Click to add notes…”
2. Type your note in the text area that appears
3. Click outside the text area or press Tab to save your note

Notes can include important information about the child’s day, collection arrangements, or any other relevant details.

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Managing Absences

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Recording an Absence

If a child will not be attending, you can record their absence:

1. Click the calendar icon with an X (in the column between check-out and notes)
2. Select the absence type (Holiday, Sickness, or Other)
3. Set the start and end dates for the absence
4. Choose whether the absence is chargeable (see below)
5. Add any relevant notes
6. Click Save

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Chargeable vs Non-Chargeable Absences

When recording an absence, you can specify whether it is chargeable:

• Chargeable absences: The parent will still be invoiced for the session. Use this for planned absences where the place was held (e.g., family holiday during term time).
• Non-chargeable absences: The session will not be invoiced. Use this when the parent should not be charged for the absence.

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Editing or Deleting an Absence

To modify an existing absence:

1. Click on the absence indicator (shows the absence type)
2. Update the details in the dialog
3. Click Save to update or Delete to remove the absence

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Adding New Bookings

Managers can add a new booking for a child who isn’t already scheduled for the day:

1. Click the ”+” button in the top right corner

2. Search for and select the child you want to add
3. Complete the booking details including time and session
4. Click Save

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Viewing Child Profiles

You can quickly access a child’s detailed profile directly from the register:

1. Click on the child’s name
2. A side panel will open showing the child’s full profile

The profile includes:

• Personal details (DOB, collection PIN)
• Parent and carer contact information
• Address
• Health information (allergies, health notes)
• Attendance details (key person)
• Any custom attributes

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Live Attendance Component

The register includes a live attendance counter that shows:

• Number of children under 2 years old currently checked in
• Number of 2-year-olds currently checked in
• Number of children over 2 years old currently checked in
• Total number of children currently in attendance

This feature helps staff keep track of child-to-staff ratios and ensure compliance with regulatory requirements.

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Downloading the Register

You can export the register as a CSV or PDF file for record-keeping, sharing with inspectors, or offline use.

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How to Download

1. Click the Download icon (top right of the register page).
2. In the dialog that appears, configure the export:
   • Date Range: Defaults to the current month. Use the arrow buttons to move between months, or click the date range button to pick a custom range. The range cannot exceed 41 days.
   • Room: Filter by a specific room, or leave as All Rooms to include every room.
   • Format: Choose CSV (spreadsheet) or PDF (printable register sheet).
3. Choose any additional columns to include:
   • Include allergies — adds each child’s allergy information
   • Include health notes — adds health/medical notes
   • Include dietary requirements — adds dietary information
   • Include empty notes row (PDF only) — adds a blank row under each child for handwritten notes
4. Click Generate.
5. Once the file is ready, click Download CSV File or Download PDF File to save it.

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Special Features

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Birthday Indicator

If it’s a child’s birthday, a cake icon will appear next to their profile picture, making it easy to identify and celebrate birthdays.

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Color-Coding

The register uses color-coding to help you quickly identify each child’s status:

• White: Not checked in
• Green: Checked in
• Blue: Checked in and out
• Gray: Marked absent