How can we help?

Getting started

Getting started: your first weekThe order we suggest for setting up your centre, from rooms to the first invoice. Centre settings and your lookYour centre's name, address, licensing contact, colours, logo and where parent replies go. Adding staff and giving them a loginAdd your team, choose who is a centre admin, and keep certificates and checks up to date. Logging in and two-step loginWhy every staff account uses two-step login, and what to do if you lose your phone.

Children and families

Adding families and childrenAdd a family, its parents and guardians, and each child with their room, schedule and fees. Child statusesEnrolled, Toured, Wait list, Withdrawn and Graduated, and what each one means. The family portalWhat parents can do in the portal, and how to invite them.

Rooms, schedules and attendance

Setting up rooms and ratiosAdd each room or program with its licence type, ratio and capacity, for live ratios on Today. Care schedulesFull time, part time and other schedules: the days and hours each child attends. Checking children in and outUsing Today for check-in, check-out, absences, pick-up checks and staff shifts. Kiosks and door QR codesLet parents check children in on a tablet at the door, or by scanning a printed QR code.

Fees and billing

Setting up fees (fee plans)Create your monthly fees and give each child a fee plan, with funding and discounts. Government funding on invoicesYour province's fee reduction and subsidy (in BC, CCFRI and the Affordable Child Care Benefit). DiscountsGive a child a monthly discount in dollars or a percent, with an optional end month. Billing settingsWhen invoices are made and due, reminders, how families pay, and tax receipt details. Making and sending invoicesMonthly invoices, checking drafts, sending, voiding and one-off invoices. Recording paymentsRecord e-Transfers, cheques and cash against a family's balance, and send receipts. Interac e-TransferShow families your e-Transfer email and their own reference, then find them by it when recording. Card payments and automatic paymentsConnect your own Stripe account so families can pay by card, or set up automatic bank debits.

Daily reports and messages

Daily reports and photosLog meals, naps, diapers, activities and photos, and share the day with families. Messaging familiesSend notices by email and text to everyone, a room or one family.

Licensing records

Incidents and reporting deadlinesWrite up incidents, tell parents, and report to licensing on time. Drills, policies and certificatesRecord fire and emergency drills, share policies for staff to read, and track certificates.

Forms and enrolment

Forms and e-signaturesSet up your enrolment and consent forms, send them to sign, and keep signed copies. Enrolment and your waitlistAn enquiry form on your website, a waitlist by room and start date, tours and offers.

Your account

Your Clovernest plan and billingYour plan, trial, card on file, invoices and texts.