Pretty soon the school buses will be rolling again. Perhaps they already are in your area. That likely means your childcare business will be busy with school-age children in a variety of before and after school programs.
The thing is, when a large group of children arrive or depart at once, how do you efficiently track their time and attendance? The bus arrives, the children hop off and you need to get the entire bus load checked in, pronto! This can be especially challenging as kids have varied schedules, some arriving earlier and leaving later. Have no fear, Procare is here with a number of easy-to-use child attendance tracking options.
Child Attendance Tracking Basics
The most basic way to record child arrival and departure times is with a simple bus run sheet. You can print them out and have the bus driver or other staff person mark who is being picked up or dropped off.
If you’re already using Procare Software, bus rosters are built right in. You’ll find them under the “Tracking” section in the Family Data module. This makes it easy to automatically print the names of the children assigned to each bus.
If you’re not yet using Procare, print some of our free bus run sheets that come blank, and you can fill in the names yourself.
Childcare Time Cards
Another option is to check children in so hours are automatically recorded on each child’s time card. With time and attendance tracking software there are several options.
- A staff person (teacher or bus driver, etc.) can quickly check all children in or out at once. This can be done at a regular computer or through a check-in screen. See: Let Teachers Check Children In
- If you schedule children in advance, you can use the batch post time card tool to check kids in and out based on their scheduled times for the day. You can even schedule them for both before and after- school time slots.
- You can assign the teacher or bus driver as a pickup person for each child and use the Receptionist Check-In feature to look up the pickup person and quickly check in the appropriate children. See: 3 Time & Attendance Methods for Your Daycare.
Mobile Child Check-In App
Childcare providers who subscribe to the Procare Cloud have access to a host of Procare mobile web applications, allowing them to access child attendance tracking features from any device and location with an internet connection. This simplifies attendance tracking, allowing staff to check students in as they get on or off their assigned bus using a tablet. See: Mobile Apps for Childcare Management
Attendance tracking is necessary at any childcare center. It ensures that every child gets to and from the center or after school program safely. It also helps childcare staff to calculate accurate hourly billing rates, based on when each child arrived and departed. With Procare, there are several simple options to track child attendance, allowing staff to choose the option that best fits in with established processes.
Learn how Procare can help streamline child attendance tracking and other childcare tasks.
Want to learn more about keeping track of child and family data at your center? Check out these related articles.
Are your employees current on their CPR class? How many CE (Continuing Ed) hours does your staff have so far this year? Child care centers must know that employees are keeping up with periodic continuing education hours and health-and-safety certifications to provide high quality care for children.
It can be difficult to stay up to date on the child care certification and training requirements for each member of your staff, as well as how frequently they must be renewed. This is one area where child care management software can be valuable for your daycare center, after school program or preschool.
Tracking Child Care Certifications and Training
Employee Data Software from Procare lets you track those types of requirements and training hours. To track employee certifications and continuing education hours, you can use either the Employee Requirements or Benefit Hours features, or both, depending on your situation.
Tracking Certifications with Requirements or Benefit Hours
Requirements are recorded much like immunization tracking. They may be a one-time or recurring event, such as a CPR certification. Benefit Hours, on the other hand, are entered on the Employee Time Card. They may be totaled based on the Benefit Code you assign, like “Training”. Using benefit hours is appropriate if you need to know the number of training hours (during specific dates) for each employee.
Using a Requirement
An example of a requirement might be a CPR certification renewal that occurs every 3 years. You would simply record the date the requirement was met. The Requirements Due report will include only staff who are near or past the required expiration date.
Using Benefit Hours
Recording training hours in the Employee Time Card lets you report specific hours for a certain date range. A quick way to post training hours is to enter them through the Batch Post Time Card feature. Once recorded, you can run benefit code reports grouped and totaled by the code (or the employee) for the period selected.
Bonus Tip: To track hours based on the employee’s hire date, create Employee Tracking items to match each hire month. When you run reports, you can filter them by selecting only the hire month you’re interested in viewing.
Keep in mind that you can use both of these methods together to give you the most flexibility in tracking your employee training and certification requirements!
To run a successful child care center, you need a staff that meets the training and education requirements of your center, as well as the various regulations required by the state. It’s easy to get caught up in the day-to-day tasks of caring for children and forget when there is a training deadline coming up.
In order to complete child care certifications on time, child care centers need a consolidated view of each employee’s training status. The Employee Data module from Procare allows daycare centers, preschools, and after school programs to monitor these requirements seamlessly, ensuring the best child care experience.
Learn more about managing employee information and certifications with child care management software.
Interested in learning more about employee data management? Check out these related articles.
- Employee Reimbursements Made Easy
- Efficient Staff Scheduling for Daycare
- Schedule Vacation for Your Daycare Staff
We’re celebrating today at ProCare Software! Our Tuition Express Payment Processing Service has successfully completed a PCI DSS Level One Audit. PCI DSS stands for Payment Card Industry Data Security Standards. This means that we are meeting the highest standard of security to ensure that our data, and the data of our Tuition Express clients, remains secure. ProCare is the first Child Care Software company to do so in the entire industry!
Warm Regards –
Most of us are familiar with Rachael Ray, the cooking and talk show personality. Rachael Ray has launched an exciting new cause called Yum-O!
Yum-O! is an organization that empowers kids and their families to develop healthy relationships with food and cooking. You can read more about their mission here, “Cook, Feed, Fund.”
In the spirit of Rachael’s Yum-O! mission, we’ve included some of her great ideas to get kids in the kitchen that any provider can try in their child care center!
We’re really excited to announce that ProCare Software is now on Twitter, Myspace, and Facebook. We’re just getting started in the realm of social networking, and want to know what you, our readers, would like us to participate in. Are you addicted to Facebook? Do you take Twitter with you on your phone? We want to know!
This survey is a quick, three question survey that will help us learn where you’d like to see our efforts focused.
Thanks in advance for participating and have a great week!