#1 Childcare Management Software for administrators, teachers and parents

Accounting

Q: Can we create our own chart of accounts?

A: Yes, you can replace the built-in chart of accounts if desired.

Q: We use another financial accounting system. Can we interface iCare and that system?

A: You can export transaction-level AR details out of iCare but you will most likely not import them in your financial accounting system. However, iCare also has a chart of accounts and GL system running behind its AR system. Consequently, from iCare you can get journal entry numbers for your financial system.

Q: Frequently, subsidies do not pay exactly the amount that was billed. Is it possible to make adjustments after the fact?

A: This happens quite commonly. Yes, using the transfer feature you can easily make these adjustments.

Q: Occasionally, children’s family situation changes. Is it possible to change and transfer accounts for one payer to another?

A: You can change children’s contracts and accounts (payers) at any time and can transfer transactions of one account to another.

Q: Do we have to print and mail account statements to parents?

A: You can if you prefer so otherwise parents can view or print their statement from the Parent Portal.

Q: How can parents get their yearly payments receipt for their tax return?

A: You can email them the payments receipt or the parents can get it from the Parent Portal.

Q: Can parents sign-up for automated recurring payments?

A: Yes, they can select a payment method – a credit card or ACH – enter a start date and end date, and a weekly or monthly processing period.

Q: How is ACH method different from credit cards?

A: The transaction fee with credit cards is a percentage of the amount processed whereas for ACH it is a fixed amount.

Q: Is the processing cost for credit cards cheaper, comparative or higher than say PayPal or Square?

A: Processing cost for credit cards and ACH through iCare is much cheaper than other options.

Q: When children stay beyond their scheduled (contracted) hours or days, how does iCare process the additional charges?

A: iCare has a timed Dayending Process that runs every night. It compiles attendance and depending on your settings it will post charges for additional hours and days attended and for late pickups after the closing time.

Q: To start billing and accounting in iCare what do we have to do?

A: You will set up children’s fee and the opening balances for private and subsidy accounts.

Q: Our children frequently have multiple family and subsidy accounts. Can we manage that in iCare?

A: Yes, you can have any number of private and subsidy payers for a child.

Q: We frequently have billing corrections for credits or debits. Can we create a custom billing batch for these?

A: Yes, this is very simple to do. A billing batch can be created from any report – for example, fee, attendance or scheduling. You will filter the report for any criterion that captures the billing discrepancy you want to address. And, then couple simple steps will create the billing batch.

Q: iCare has automated billing. What do we have to do to manage it?

A: Update and verify the billing rates for children. And, once in the beginning, set the automated billing date for weekly, bi-weekly and monthly cycles. Bills will be posted on the billing date and the next billing date will be advanced automatically by the iCare Dayending Process.

Signup

Q: Can we use iCare Lobby at multiple locations? Do we have to subscribe for each location?

A: iCare Lobby can be used simultaneously from any number of locations. Yes, each lobby station requires a subscription.

Q: How many parents can login in the Parent Portal?

A: There is no limit to the number of parents that can login at any time simultaneously.

Q: Do we need 2 accounts if I want to use the software from my office and home?

A: No. Admin user accounts are simultaneous logins.

Q: Can we add more users and sites later?

A: Yes, absolutely.

Q: What do we have to do to sign-up?

A: Sign up using the form in the pricing page. We will contact you to process your subscription and to go through your requirements so we can help you get started as fast as possible.

Software Installation

Q: How do we transfer family data from my old system to iCare?

A: You’ll download an Excel template, copy and paste your data into it and use the import feature in iCare Admin.

Q: How do we inform parents about using Parent Portal?

A: Simply send an email to all parents from the messaging form in iCare Admin. Their login credentials – username and password – will get included in the email.

Q: Can we run iCare Lobby on a tablet?

A: Yes, it works on a tablet from anywhere as long as the tablet has a network (wireless) connection. And, several options of iCare Lobby – electronic door switch, barcode scanner, signature capture and swipe card reader – work with the tablets. (Please inquire about compatibility.)

Q: Can we run iCare Admin on a Mac or tablet?

A: Yes, for most part iCare runs on any device – PC, Mac or tablets. Some functions for parents, teachers and drivers are designed for smart phones, as well.

Family Data and Records

Q: Can we manage our waiting list in iCare?

A: Yes, iCare has an enrollment application form with many tracking fields for managing the enrollment process.

Q: What happens when immunization and medical tracking requirements change?

A: Immunization schedules for every state are maintained by us in the database. Medical tracking fields are user-defined so you can add or remove fields.

Q: We have to track demographic data for subsidies. Can we track those in iCare?

A: Yes, a full set of demographic fields are included in the software to cover the needs for subsidies such as United Way. However, you can also add any number of user-defined fields.

Q: Can we track custom Fields?

A: Yes, you can add custom fields, forms and reports in iCare.

Q: Can we have parents fill enrollment data themselves?

A: Yes, you can have new families register through the Parent Portal. You can add a link for the Parent Portal on your website or through iCare Admin send an email to invite the parent to the portal.

Centers, Preschools and Montessori

Q: What happens if children stay beyond closing time?

A: A late pickup can be set to bill automatically.

Q: What happens if children stay beyond their scheduled (contracted) hours?

A: You can turn on automated additional charges – charges for attendance beyond contracted schedule. There are 2 types of additional charges:
1.Additional days and hours – attendance beyond schedule but within regular hours.
2.Late pick-up – attendance beyond closing time.

Q: What is (contract) billing automation in iCare?

A: A children’s contract (or child’s schedule) in iCare consists of a schedule and a billing cycle. You can choose to bill by the schedule or attendance and in the case of billing by schedule you can choose to bill the extra days and times attended by the children. For most types of billing cycles all these charges can be fully automated. The billing cycles can be based on monthly, weekly, daily, hourly, or sets of number-of-days and number-of-hours. You set up your billing cycle start date, the charges are automatically posted on that date and the next billing date is automatically advanced to the next cycle.

Q: Ours is a flexible program; however, parents have to pick one of the offered schedules (like 3-full-day or 5-half-day). How does iCare handle this?

A: You will set these as Offered Schedules and either have parents schedule their children through the Parent Portal or you can do so through iCare Admin.

Q: Ours is a flexible program. We let parents choose their own schedule. Can iCare handle this?

A: An iCare schedule (contract) for children is made up of a schedule and a billing cycle. You can enter child-specific schedules for each child or put children in Offered Schedules (preset contract templates).

Accounts Receivables

Q: When children stay beyond their scheduled (contracted) hours or days, how does iCare process the additional charges?

A: iCare has a timed Dayending Process that runs every night. It compiles attendance and depending on your settings it will post charges for additional hours and days attended and for late pickups after the closing time.

Q: To start billing and accounting in iCare what do we have to do?

A: You will set up children’s fee and the opening balances for private and subsidy accounts.

Q: Our children frequently have multiple family and subsidy accounts. Can we manage that in iCare?

A: Yes, you can have any number of private and subsidy payers for a child.

Q: We frequently have billing corrections for credits or debits. Can we create a custom billing batch for these?

A: Yes, this is very simple to do. A billing batch can be created from any report – for example, fee, attendance or scheduling. You will filter the report for any criterion that captures the billing discrepancy you want to address. And, then couple simple steps will create the billing batch.

Q: iCare has automated billing. What do we have to do to manage it?

A: Update and verify the billing rates for children. And, once in the beginning, set the automated billing date for weekly, bi-weekly and monthly cycles. Bills will be posted on the billing date and the next billing date will be advanced automatically by the iCare Dayending Process.

Report Making

Q: What is the iCare Data Browser?

A: The iCare Data Browser is a tool for creating custom (ad hoc) reports.

Q: Can we write my own database queries in iCare?

A: Yes, absolutely. Or, if needed, you can copy and paste queries sent to you by an iCare engineer.

Q: Can we export data from iCare?

A: With one-click of a button you can open the data of any report in Excel. And, also very easily you can export the data in many formats, such as, XML, Word, CSV delimited text and ODBC source.

Q: What type of filtering and sorting is available in iCare?

A: You can sort reports by simply clicking on any column header. And, can filter reports in multiple ways easily and quickly.

Q: Can we format a standard report in our own way and save it?

A: Yes, you can do so using the embedded report designer and save multiple versions of any report.

Q: What is the iCare Report Action Tool?

A: The Report Action Tool opens by right-clicking on any cell in any report. The tool provides the following functions for individual or batch processing:

  • Links to forms (drill-down) for viewing details or updating data

  • Accounting links for viewing and managing accounts

  • Math functions such as sum, count, max and average

  • Messaging links

The tool allows you to work with big datasets in reports rather than with individual records in forms.

Q: Can we create activity sheets in iCare?

A: Yes, you can do so very simply through the Data Browser.

Q: Can we create custom (ad hoc) reports?

A: The iCare Data Browser allows you to create ad hoc reports easily by either simply selecting fields or by writing a database query.

Q: What types of standard reports are available in iCare?

A: iCare has over 200 standard reports covering all areas of the system – enrollment, recordkeeping, scheduling, attendance, staffing, billing and accounting.

Signup and Getting Started

Q: Can we print receipts on a 3″ receipt printer?

A: Yes, absolutely. Or, better still you can email the receipt automatically after accepting the payment. For online payments, a receipt is automatically emailed to the parents.

Q: Can we use a cash drawer with iCare?

A: Yes. We recommend an APG product. You can order that through us.

Q: Can we print check-in tickets or labels?

A: Yes, absolutely.

Q: Can we have staff and parents enter their signatures when checking in?

A: Yes, this works on tablets. You simply have to turn on the signature capture feature in iCare Admin.

Q: Can we use barcode card for attendance?

A: Yes. You can order the barcode cards and a scanner from us. The wireless scanner works with tablets.

Q: Can iCare Lobby operate our electric door (provide door security)?

A: Yes, it is very simple. Connect the (wireless) iCare Door Switch to your door and install an app on your tablet.

Q: How do we transfer family data from my old system to iCare?

A: You’ll download an Excel template, copy and paste your data into it and use the import feature in iCare Admin.

Q: How do we inform parents about using Parent Portal?

A: Simply send an email to all parents from the messaging form in iCare Admin. Their login credentials – username and password – will get included in the email.

Q: Can we run iCare Lobby on a tablet?

A: Yes, it works on a tablet from anywhere as long as the tablet has a network (wireless) connection. And, several options of iCare Lobby – electronic door switch, barcode scanner, signature capture and swipe card reader – work with the tablets. (Please inquire about compatibility.)

Q: Can we run iCare Admin on a Mac or tablet?

A: Yes, for most part iCare runs on any device – PC, Mac or tablets. Some functions for parents, teachers and drivers are designed for smart phones, as well.

Q: What help materials are available for us?

A: Help materials available are:
1.Help videos (short videos introducing various features)
2.Getting Started Guides (a step-by-step implementation guide)
3.Tutorial Guide (a complete walk-through of iCare)
4.Customer Questions (a searchable collection of previously answered questions)

Q: How do we sign up for a training session?

A:Simply select a date and time and schedule it through the Contact Page in the iCare website.

Q: Once we signup what do we have to do get started?

A: Following steps will be taken:
1.You will assign a lead contact at your side for working with us for training and setup.
2.The payment processor will contact you to set up your merchant account.
3.We will call you and go through your requirements one more time.
4.We will set you up your account and send your login credentials.
5.You will watch appropriate help videos.
6.You will go through an appropriate Getting Started Guide.
7.You will set up a training call with us or more as needed.
8.When needed you will call or email us for help.
9.You will have access to iCare Help website to search for articles.

Q: Can we use iCare Lobby at multiple locations? Do we have to subscribe for each location?

A: iCare Lobby can be used simultaneously from any number of locations. Yes, each lobby station requires a subscription.

Q: How many parents can login in the Parent Portal?

A: There is no limit to the number of parents that can login at any time simultaneously.

Q: Do we need 2 accounts if I want to use the software from my office and home?

A: No. Admin user accounts are simultaneous logins.

Q: Can we add more users and sites later?

A: Yes, absolutely.

Q: What do we have to do to sign-up?

A: Sign up using the form in the pricing page. We will contact you to process your subscription and to go through your requirements so we can help you get started as fast as possible.

Getting Started

Q: Can we print receipts on a 3″ receipt printer?

A: Yes, absolutely. Or, better still you can email the receipt automatically after accepting the payment. For online payments, a receipt is automatically emailed to the parents.

Q: Can we use a cash drawer with iCare?

A: Yes. We recommend an APG product. You can order that through us.

Q: Can we print check-in tickets or labels?

A: Yes, absolutely.

Q: Can we have staff and parents enter their signatures when checking in?

A: Yes, this works on tablets. You simply have to turn on the signature capture feature in iCare Admin.

Q: Can we use barcode card for attendance?

A: Yes. You can order the barcode cards and a scanner from us. The wireless scanner works with tablets.

Q: Can iCare Lobby operate our electric door (provide door security)?

A: Yes, it is very simple. Connect the (wireless) iCare Door Switch to your door and install an app on your tablet.

Q: How do we transfer family data from my old system to iCare?

A: You’ll download an Excel template, copy and paste your data into it and use the import feature in iCare Admin.

Q: How do we inform parents about using Parent Portal?

A: Simply send an email to all parents from the messaging form in iCare Admin. Their login credentials – username and password – will get included in the email.

Q: Can we run iCare Lobby on a tablet?

A: Yes, it works on a tablet from anywhere as long as the tablet has a network (wireless) connection. And, several options of iCare Lobby – electronic door switch, barcode scanner, signature capture and swipe card reader – work with the tablets. (Please inquire about compatibility.)

Q: Can we run iCare Admin on a Mac or tablet?

A: Yes, for most part iCare runs on any device – PC, Mac or tablets. Some functions for parents, teachers and drivers are designed for smart phones, as well.

Q: What help materials are available for us?

A: Help materials available are:
1.Help videos (short videos introducing various features)
2.Getting Started Guides (a step-by-step implementation guide)
3.Tutorial Guide (a complete walk-through of iCare)
4.Customer Questions (a searchable collection of previously answered questions)

Q: How do we sign up for a training session?

A:Simply select a date and time and schedule it through the Contact Page in the iCare website.

Q: Once we signup what do we have to do get started?

A: Following steps will be taken:
1.You will assign a lead contact at your side for working with us for training and setup.
2.The payment processor will contact you to set up your merchant account.
3.We will call you and go through your requirements one more time.
4.We will set you up your account and send your login credentials.
5.You will watch appropriate help videos.
6.You will go through an appropriate Getting Started Guide.
7.You will set up a training call with us or more as needed.
8.When needed you will call or email us for help.
9.You will have access to iCare Help website to search for articles.

Hardware Options

Q: Can we print receipts on a 3″ receipt printer?

A: Yes, absolutely. Or, better still you can email the receipt automatically after accepting the payment. For online payments, a receipt is automatically emailed to the parents.

Q: Can we use a cash drawer with iCare?

A: Yes. We recommend an APG product. You can order that through us.

Q: Can we print check-in tickets or labels?

A: Yes, absolutely.

Q: Can we have staff and parents enter their signatures when checking in?

A: Yes, this works on tablets. You simply have to turn on the signature capture feature in iCare Admin.

Q: Can we use barcode card for attendance?

A: Yes. You can order the barcode cards and a scanner from us. The wireless scanner works with tablets.

Q: Can iCare Lobby operate our electric door (provide door security)?

A: Yes, it is very simple. Connect the (wireless) iCare Door Switch to your door and install an app on your tablet.

iCare Lobby

Q: What is self-check-out?

A: This allows parents to get their charges for the day and pay through iCare Lobby after checking their children out. It eliminates the need for your teachers or cashiers to do so.

Q: What is signature capture for and how does it work?

A: You can turn on signature capture for staff and parents. If done so, they will be asked to sign on the tablet before checking in or out. This then provides authenticated attendance entries.

Q: What features are there in iCare Lobby for the staff?

A: Staff can check-in or out in one or more sites and move from one room or site to another so you can balance the staffing of rooms.

Q: What type of messaging is included with iCare Lobby?

A: Individual or batch messages that have receipt acknowledgement. And, questions with multiple choice answers to find for example child’s lunch choice or sign up for a field trip. Lobby messages are also accessible in the Parent Portal by the parents.

Q: how does batch check-in work?

A: A teacher or driver will use the class or bus password. All scheduled children will show in a list along with their photos. The teacher or driver will check them in one at a time or in a batch.

Q: Can iCare Lobby work on a bus, playground, curbside or classroom?

A: Yes, it works from all of these places as long as the tablet is connected to a Wi-Fi or mobile network.

Q: What types of devices can iCare Lobby work on – PC, Mac, tablet, smart phone?

A: Yes, it works with all of these devices.

Children’s Notes – Daily Activities and Development Milestones

Q: Do teachers and parents know that they have new (unread) messages?

A: Yes, the messages icon displays the number of unread messages they have.

Q: Can notes be written by administrators too?

A: Yes, the notes feature is available in iCare Admin, Parent Portal and Teacher Portal.

Q: Can we create notes categories that are hidden from parents?

A: Yes, you can set which categories are shown to the parents and teachers.

Drop-In Centers

Q: What does iCare have for cashier management?

A: iCare provides cashier reconciliation process. You can choose to reconcile cash for individual cashiers or all cashiers combined. And, you could choose to open and close shifts by putting and taking cash out from the cash drawer. The reconciliation report shows details of all cash transactions including how much cash should have been there at the end of the shift so you can find where the problem was in case of a discrepancy.

Q: We offer a preschool program as well as drop-in care. Can iCare handle both simultaneously?

A: Yes, through what we call the ‘billable hours’ feature. Scheduled hours are subtracted from total hours to get billable hours, which are then billed as drop-in hours.

Q: We offer pre-paid packages. How does iCare handle those?

A: iCare allows you to set 2 types of prepaid packages:
1. Money (accounted by credits and discounts)
2. Hours (accounted in number of hours prepaid)

Q: We have a fairly complicated set of billing rules. Would iCare handle them?

A: The drop-in billing calculator in iCare has many flexible rate types:
1.Program-based hourly or daily rates (programs can represent age groups or rooms)
2.Number of children based rates hourly or daily rates
3.Maximum charge per day
4.Minimum hours to bill per day
5.Special day and time override (like say Friday evening)
6.Child-specific override
7.Prepaid packages

AR FEATURES

Q: Frequently, subsidies do not pay exactly the amount that was billed. Is it possible to make adjustments after the fact?

A: This happens quite commonly. Yes, using the transfer feature you can easily make these adjustments.

Q: Occasionally, children’s family situation changes. Is it possible to change and transfer accounts for one payer to another?

A: You can change children’s contracts and accounts (payers) at any time and can transfer transactions of one account to another.

Q: Do we have to print and mail account statements to parents?

A: You can if you prefer so otherwise parents can view or print their statement from the Parent Portal.

Q: How can parents get their yearly payments receipt for their tax return?

A: You can email them the payments receipt or the parents can get it from the Parent Portal.

Q: Can parents sign-up for automated recurring payments?

A: Yes, they can select a payment method – a credit card or ACH – enter a start date and end date, and a weekly or monthly processing period.

Q: How is ACH method different from credit cards?

A: The transaction fee with credit cards is a percentage of the amount processed whereas for ACH it is a fixed amount.

Q: Is the processing cost for credit cards cheaper, comparative or higher than say PayPal or Square?

A: Processing cost for credit cards and ACH through iCare is much cheaper than other options.

Messaging, Alerts and Notifications

Q: How does the welcome message (bulletin board) in Parent Portal work?

A: You can change the Welcome Message at any time and it is very easy to do so. It works like a bulletin board. You simply type and format the new message in Word or any desktop publishing program and copy its HTML version in to iCare Admin.

Q: What types of automated alerts can be set in iCare and how do they work?

A: You can set up alerts about the following:

  • Children who have not arrived on time in the morning

  • Immunization, medical and required documents becoming due soon

  • Payments not received on time

  • Enrollment or discharge requirements not complete

  • Payment, enrollment and registration activities on the Parent Portal

These notifications are delivered by email to the parent or admin as the case may be or delivered to the parents through the main page of the Parent Portal.

Q: What methods are there for communicating with parents in the lobby?

A: You can send lobby messages or have them answer (RSVP) questions.

Q: What types of messages can we send through iCare?

A: You can send individual or batch messages to parents and staff via iCare Lobby, as text (SMS) messages to their smart phones or through email.

Parent Portal

Q: Can parents read teacher notes and communicate with teachers?

A: Yes, absolutely. Parent can read teacher notes about their children’s activities and development and respond or write to teachers. They can also see the number of unread notes they have.

Q: What are the features of online payments?

A: Parents can make a single payment or set up a recurring payment plan. They can pay by type of card that you have chosen to accept; for example, you may not accept certain cards because they have a very high transaction fee.

Q: Can parent check and print their account statement?

A: Yes and it is all instantly live. So, after they make a payment or sign-up for an offering they can immediately check their balance or statement.

Q: Can parents enroll their children in our offered programs, classes, camps and afterschool care?

A: Yes, using the Parent Portal parents can register for any of these types of offerings. You can also monitor what they can and cannot do.

Q: How do we tell new parents to register through the Parent Portal?

A: Add a Parent Portal link on your website for returning parents. And, a New Families link that goes to the registration page of the Parent Portal.

Q: How do we inform parents about the Parent Portal?

A: From the messaging form in iCare Admin send a preset email titled, ‘Invite parents to Parent Portal’. All parents with valid email addresses will get the instructions with their login information.

Staff Data

Q: Our children’s schedules vary a lot. Can we determine how many staff we need at different times?

A: Yes, the Interactive Staff Scheduler allows you to optimally schedule staff in 30-minute intervals.

Q: Can we maintain temporary (on-call) staff?

A: Yes, you can enter temporary staff and their availability schedules for managing substitutions.

After-school Care

Q: Does iCare handle school half-days and closing days?

A: Yes, you can set school half-days, closing days and holidays. And, for each you can have different scheduling types. For example:
1.Regular day options may be AM and PM
2.Half-day options may be AM and Half-day

Q: Can we have parents have a recurring weekly schedule and bill accordingly?

A: Yes, iCare allows both weekly and monthly scheduling.

Q: We require parents to schedule the entire month. Does iCare provide a monthly scheduler?

A: Yes, iCare has a type-based monthly scheduler. You can choose to have parents fill the schedules online through the Parent Portal or do so yourself through iCare Admin.

Q: We bill by schedule whether the child actually attends or not. Does iCare bill by schedule?

A: Yes, you can choose to bill by schedules or by attendance.

Q: We bill by an hourly rate for the hours the children are present. Can iCare bill by attended hours?

A: Yes, you can set up iCare to bill by the attended hours or attendance types like AM, PM or Half-day.

Q: We bill by attendance types – for example AM, PM, Half-day and Full-day. Can we schedule and bill children with this model?

A: Yes. iCare allows 2 types of scheduling models:
1.Time-based – time in and time out; for example, 8 am to 5 pm.
2.Type-based; for example, AM and PM.
And, for the type-based model you can choose weekly or monthly scheduling methods.

General Ledger and Financials

Q: Can we create our own chart of accounts?

A: Yes, you can replace the built-in chart of accounts if desired.

Q: We use another financial accounting system. Can we interface iCare and that system?

A: You can export transaction-level AR details out of iCare but you will most likely not import them in your financial accounting system. However, iCare also has a chart of accounts and GL system running behind its AR system. Consequently, from iCare you can get journal entry numbers for your financial system.

Teacher Portal

Q: Can teachers write notes about children’s activities and development?

A: Yes, they can easily enter child notes and communicate with the parents. They can write individual or group notes.

Q: Can teachers enter class attendance?

A: After logging-in, in the Class Attendance Page, they’ll simply tap for absence or presence. This page also works as a class roster as it shows who is signed up in the class.

Q: Can teachers view children’s schedule and attendance?

A: Yes, by simply logging-in in to the Teacher Portal.

Q: Can teachers view their rosters, get contact info and see which children are present?

A: Yes, by simply logging-in in to the Teacher Portal.

Attendance Management

Q: Can staff or children be moved to another room in the middle of the day?

A: Yes, to balance your ratios, especially in the mornings and afternoon when children are coming and leaving, you can do so through the Ticker or iCare Lobby.

Q: We use rounded-up attendance. Does iCare handle that?

A: You can set up round-up and cutoff times (in minutes) for attendance of staff and children. Say, you set round-up as 15 minutes and cutoff as 5 minutes, then an attendance of 1 hour 6 minutes will be posted as 1 hour and 15 minutes and an attendance of 1 hour and 34 minutes will be posted as 1 hour and 30 minutes.

Q: What methods are available for managing teacher-child ratios?

A: There are several methods for managing the ratios:
1.Teacher-Child Ratio Ticker show live ratios
2.Attendance Profile Graph shows children’s loading profile for the day
3.Trends and Summaries reports show your ratios and scheduling efficiencies from the past

Q: Can we email the staff payroll hours report to the payroll processor?

A: Yes, you can do so to any payroll processor.

Classes and Camps

Q: We have a huge problem in managing the waiting list. Can iCare help streamline it?

A: Yes, you can set your class enrollment and waiting capacities. Parents will be instructed appropriately when they use the scheduler and you will have the controls to manage – confirm or drop – the waiting list through iCare Admin.

Q: Can parents sign-up in classes through the Parent Portal?

A: Yes, absolutely. And, you can set options on how the portal would work for them.

Q: Our billing rates are based on many factors. Can these be programmed in iCare?

A: Yes, iCare has a very flexible rate chart setup. It allows having multiple factors to contribute to the billing rate.

Q: What are the key features of managing classes and camps?

A: You can set up your classes or camps using a combination of the following options:

  • Start date and end date

  • Enrollment and waiting list capacity

  • Age limit – from and to

  • Sites

  • Rooms and instructors

  • Class categories (to help in organizing, billing and accounting)

  • Billing rate choice

  • Class options

  • Parental options (what parents can and cannot do on the Parent Portal)

  • URL (hyperlink) to your website for more detailed information

iCare Admin

Q: How does the welcome message (bulletin board) in Parent Portal work?

A: You can change the Welcome Message at any time and it is very easy to do so. It works like a bulletin board. You simply type and format the new message in Word or any desktop publishing program and copy its HTML version in to iCare Admin.

Q: What types of automated alerts can be set in iCare and how do they work?

A: You can set up alerts about the following:

  • Children who have not arrived on time in the morning

  • Immunization, medical and required documents becoming due soon

  • Payments not received on time

  • Enrollment or discharge requirements not complete

  • Payment, enrollment and registration activities on the Parent Portal

These notifications are delivered by email to the parent or admin as the case may be or delivered to the parents through the main page of the Parent Portal.

Q: What methods are there for communicating with parents in the lobby?

A: You can send lobby messages or have them answer (RSVP) questions.

Q: What types of messages can we send through iCare?

A: You can send individual or batch messages to parents and staff via iCare Lobby, as text (SMS) messages to their smart phones or through email.

Q: What is the iCare Data Browser?

A: The iCare Data Browser is a tool for creating custom (ad hoc) reports.

Q: Can we write my own database queries in iCare?

A: Yes, absolutely. Or, if needed, you can copy and paste queries sent to you by an iCare engineer.

Q: Can we export data from iCare?

A: With one-click of a button you can open the data of any report in Excel. And, also very easily you can export the data in many formats, such as, XML, Word, CSV delimited text and ODBC source.

Q: What type of filtering and sorting is available in iCare?

A: You can sort reports by simply clicking on any column header. And, can filter reports in multiple ways easily and quickly.

Q: Can we format a standard report in our own way and save it?

A: Yes, you can do so using the embedded report designer and save multiple versions of any report.

Q: What is the iCare Report Action Tool?

A: The Report Action Tool opens by right-clicking on any cell in any report. The tool provides the following functions for individual or batch processing:

  • Links to forms (drill-down) for viewing details or updating data

  • Accounting links for viewing and managing accounts

  • Math functions such as sum, count, max and average

  • Messaging links

The tool allows you to work with big datasets in reports rather than with individual records in forms.

Q: Can we create activity sheets in iCare?

A: Yes, you can do so very simply through the Data Browser.

Q: Can we create custom (ad hoc) reports?

A: The iCare Data Browser allows you to create ad hoc reports easily by either simply selecting fields or by writing a database query.

Q: What types of standard reports are available in iCare?

A: iCare has over 200 standard reports covering all areas of the system – enrollment, recordkeeping, scheduling, attendance, staffing, billing and accounting.

Q: Can we create our own chart of accounts?

A: Yes, you can replace the built-in chart of accounts if desired.

Q: We use another financial accounting system. Can we interface iCare and that system?

A: You can export transaction-level AR details out of iCare but you will most likely not import them in your financial accounting system. However, iCare also has a chart of accounts and GL system running behind its AR system. Consequently, from iCare you can get journal entry numbers for your financial system.

Q: Frequently, subsidies do not pay exactly the amount that was billed. Is it possible to make adjustments after the fact?

A: This happens quite commonly. Yes, using the transfer feature you can easily make these adjustments.

Q: Occasionally, children’s family situation changes. Is it possible to change and transfer accounts for one payer to another?

A: You can change children’s contracts and accounts (payers) at any time and can transfer transactions of one account to another.

Q: Do we have to print and mail account statements to parents?

A: You can if you prefer so otherwise parents can view or print their statement from the Parent Portal.

Q: How can parents get their yearly payments receipt for their tax return?

A: You can email them the payments receipt or the parents can get it from the Parent Portal.

Q: Can parents sign-up for automated recurring payments?

A: Yes, they can select a payment method – a credit card or ACH – enter a start date and end date, and a weekly or monthly processing period.

Q: How is ACH method different from credit cards?

A: The transaction fee with credit cards is a percentage of the amount processed whereas for ACH it is a fixed amount.

Q: Is the processing cost for credit cards cheaper, comparative or higher than say PayPal or Square?

A: Processing cost for credit cards and ACH through iCare is much cheaper than other options.

Q: When children stay beyond their scheduled (contracted) hours or days, how does iCare process the additional charges?

A: iCare has a timed Dayending Process that runs every night. It compiles attendance and depending on your settings it will post charges for additional hours and days attended and for late pickups after the closing time.

Q: To start billing and accounting in iCare what do we have to do?

A: You will set up children’s fee and the opening balances for private and subsidy accounts.

Q: Our children frequently have multiple family and subsidy accounts. Can we manage that in iCare?

A: Yes, you can have any number of private and subsidy payers for a child.

Q: We frequently have billing corrections for credits or debits. Can we create a custom billing batch for these?

A: Yes, this is very simple to do. A billing batch can be created from any report – for example, fee, attendance or scheduling. You will filter the report for any criterion that captures the billing discrepancy you want to address. And, then couple simple steps will create the billing batch.

Q: iCare has automated billing. What do we have to do to manage it?

A: Update and verify the billing rates for children. And, once in the beginning, set the automated billing date for weekly, bi-weekly and monthly cycles. Bills will be posted on the billing date and the next billing date will be advanced automatically by the iCare Dayending Process.

Q: Can we track the CACFP eligibility categories for the families and get the meal counts accordingly?

A: Yes, you can do a batch or individual update.

Q: How is attendance and meals served related in iCare?

A: Most likely you will be required to keep meal roll-call sheets filled by the cook or teachers at the point of service. However, these sheets will match meals calculated by attendance if you have entered your meal times and are collecting live attendance. For the quickest way to enter the data you will take 2 steps:

  • With one-click of a button enter the meals served calculated from attendance

  • Manually enter exceptions where the calculated meals do not match the actual meals served

Q: Can we print CACFP report for meals served?

A: Yes, absolutely. The following steps are needed for making the CACFP report:

  • Set up the meal types you serve

  • Set meal times for your rooms

  • Set eligibility types for each family

  • Set CACFP reimbursement rates

  • Print meal sheet for manually recording meals served (if a paper-trial is required)

  • Enter meals served using the ‘fill from attendance’ method for quick input

  • Generate CACFP report

Q: Can we create (AP side) invoices for providers and drivers?

A: Yes, absolutely. You can maintain rate charts for both providers and drivers and generate the AP side invoices based on services rendered.

Q: Can we create (AR side) subsidy invoices?

A: Yes. iCare includes a site-based rate chart so you can easily generate subsidy invoices based on services rendered.

Q: Can we manage drivers and their routes?

A: Yes, absolutely. And, drivers are set as vendors so you can generate the AP side invoices for them.

Q: Can we manage providers and place children with them?

A: Yes, providers in iCare are handled similar to rooms in a center. When providers are added they automatically become rooms as well as vendors. And, as both rooms and vendors, a large set of tracking features are there for managing enrollment, scheduling, attendance, billing and accounting procedures.

Q: Can we manage children’s vouchers?

A: Yes, a children’s voucher is handled as a schedule in iCare. It has the following parts:

  • Start date and end date

  • Breakup of copay and subsidy amounts

  • Driver setup for pickup and drop-off

Multiple vouchers (different start dates) are allowed for each child.

Q: We have a huge problem in managing the waiting list. Can iCare help streamline it?

A: Yes, you can set your class enrollment and waiting capacities. Parents will be instructed appropriately when they use the scheduler and you will have the controls to manage – confirm or drop – the waiting list through iCare Admin.

Q: Can parents sign-up in classes through the Parent Portal?

A: Yes, absolutely. And, you can set options on how the portal would work for them.

Q: Our billing rates are based on many factors. Can these be programmed in iCare?

A: Yes, iCare has a very flexible rate chart setup. It allows having multiple factors to contribute to the billing rate.

Q: What are the key features of managing classes and camps?

A: You can set up your classes or camps using a combination of the following options:

  • Start date and end date

  • Enrollment and waiting list capacity

  • Age limit – from and to

  • Sites

  • Rooms and instructors

  • Class categories (to help in organizing, billing and accounting)

  • Billing rate choice

  • Class options

  • Parental options (what parents can and cannot do on the Parent Portal)

  • URL (hyperlink) to your website for more detailed information

Q: Does iCare handle school half-days and closing days?

A: Yes, you can set school half-days, closing days and holidays. And, for each you can have different scheduling types. For example:
1.Regular day options may be AM and PM
2.Half-day options may be AM and Half-day

Q: Can we have parents have a recurring weekly schedule and bill accordingly?

A: Yes, iCare allows both weekly and monthly scheduling.

Q: We require parents to schedule the entire month. Does iCare provide a monthly scheduler?

A: Yes, iCare has a type-based monthly scheduler. You can choose to have parents fill the schedules online through the Parent Portal or do so yourself through iCare Admin.

Q: We bill by schedule whether the child actually attends or not. Does iCare bill by schedule?

A: Yes, you can choose to bill by schedules or by attendance.

Q: We bill by an hourly rate for the hours the children are present. Can iCare bill by attended hours?

A: Yes, you can set up iCare to bill by the attended hours or attendance types like AM, PM or Half-day.

Q: We bill by attendance types – for example AM, PM, Half-day and Full-day. Can we schedule and bill children with this model?

A: Yes. iCare allows 2 types of scheduling models:
1.Time-based – time in and time out; for example, 8 am to 5 pm.
2.Type-based; for example, AM and PM.
And, for the type-based model you can choose weekly or monthly scheduling methods.

Q: What does iCare have for cashier management?

A: iCare provides cashier reconciliation process. You can choose to reconcile cash for individual cashiers or all cashiers combined. And, you could choose to open and close shifts by putting and taking cash out from the cash drawer. The reconciliation report shows details of all cash transactions including how much cash should have been there at the end of the shift so you can find where the problem was in case of a discrepancy.

Q: We offer a preschool program as well as drop-in care. Can iCare handle both simultaneously?

A: Yes, through what we call the ‘billable hours’ feature. Scheduled hours are subtracted from total hours to get billable hours, which are then billed as drop-in hours.

Q: We offer pre-paid packages. How does iCare handle those?

A: iCare allows you to set 2 types of prepaid packages:
1. Money (accounted by credits and discounts)
2. Hours (accounted in number of hours prepaid)

Q: We have a fairly complicated set of billing rules. Would iCare handle them?

A: The drop-in billing calculator in iCare has many flexible rate types:
1.Program-based hourly or daily rates (programs can represent age groups or rooms)
2.Number of children based rates hourly or daily rates
3.Maximum charge per day
4.Minimum hours to bill per day
5.Special day and time override (like say Friday evening)
6.Child-specific override
7.Prepaid packages

Q: What happens if children stay beyond closing time?

A: A late pickup can be set to bill automatically.

Q: What happens if children stay beyond their scheduled (contracted) hours?

A: You can turn on automated additional charges – charges for attendance beyond contracted schedule. There are 2 types of additional charges:
1.Additional days and hours – attendance beyond schedule but within regular hours.
2.Late pick-up – attendance beyond closing time.

Q: What is (contract) billing automation in iCare?

A: A children’s contract (or child’s schedule) in iCare consists of a schedule and a billing cycle. You can choose to bill by the schedule or attendance and in the case of billing by schedule you can choose to bill the extra days and times attended by the children. For most types of billing cycles all these charges can be fully automated. The billing cycles can be based on monthly, weekly, daily, hourly, or sets of number-of-days and number-of-hours. You set up your billing cycle start date, the charges are automatically posted on that date and the next billing date is automatically advanced to the next cycle.

Q: Ours is a flexible program; however, parents have to pick one of the offered schedules (like 3-full-day or 5-half-day). How does iCare handle this?

A: You will set these as Offered Schedules and either have parents schedule their children through the Parent Portal or you can do so through iCare Admin.

Q: Ours is a flexible program. We let parents choose their own schedule. Can iCare handle this?

A: An iCare schedule (contract) for children is made up of a schedule and a billing cycle. You can enter child-specific schedules for each child or put children in Offered Schedules (preset contract templates).

Q: Can staff or children be moved to another room in the middle of the day?

A: Yes, to balance your ratios, especially in the mornings and afternoon when children are coming and leaving, you can do so through the Ticker or iCare Lobby.

Q: We use rounded-up attendance. Does iCare handle that?

A: You can set up round-up and cutoff times (in minutes) for attendance of staff and children. Say, you set round-up as 15 minutes and cutoff as 5 minutes, then an attendance of 1 hour 6 minutes will be posted as 1 hour and 15 minutes and an attendance of 1 hour and 34 minutes will be posted as 1 hour and 30 minutes.

Q: What methods are available for managing teacher-child ratios?

A: There are several methods for managing the ratios:
1.Teacher-Child Ratio Ticker show live ratios
2.Attendance Profile Graph shows children’s loading profile for the day
3.Trends and Summaries reports show your ratios and scheduling efficiencies from the past

Q: Can we email the staff payroll hours report to the payroll processor?

A: Yes, you can do so to any payroll processor.

Q: Our children’s schedules vary a lot. Can we determine how many staff we need at different times?

A: Yes, the Interactive Staff Scheduler allows you to optimally schedule staff in 30-minute intervals.

Q: Can we maintain temporary (on-call) staff?

A: Yes, you can enter temporary staff and their availability schedules for managing substitutions.

Q: Do teachers and parents know that they have new (unread) messages?

A: Yes, the messages icon displays the number of unread messages they have.

Q: Can notes be written by administrators too?

A: Yes, the notes feature is available in iCare Admin, Parent Portal and Teacher Portal.

Q: Can we create notes categories that are hidden from parents?

A: Yes, you can set which categories are shown to the parents and teachers.

Q: Can we manage our waiting list in iCare?

A: Yes, iCare has an enrollment application form with many tracking fields for managing the enrollment process.

Q: What happens when immunization and medical tracking requirements change?

A: Immunization schedules for every state are maintained by us in the database. Medical tracking fields are user-defined so you can add or remove fields.

Q: We have to track demographic data for subsidies. Can we track those in iCare?

A: Yes, a full set of demographic fields are included in the software to cover the needs for subsidies such as United Way. However, you can also add any number of user-defined fields.

Q: Can we track custom Fields?

A: Yes, you can add custom fields, forms and reports in iCare.

Q: Can we have parents fill enrollment data themselves?

A: Yes, you can have new families register through the Parent Portal. You can add a link for the Parent Portal on your website or through iCare Admin send an email to invite the parent to the portal.

Program Management

Q: Can we track the CACFP eligibility categories for the families and get the meal counts accordingly?

A: Yes, you can do a batch or individual update.

Q: How is attendance and meals served related in iCare?

A: Most likely you will be required to keep meal roll-call sheets filled by the cook or teachers at the point of service. However, these sheets will match meals calculated by attendance if you have entered your meal times and are collecting live attendance. For the quickest way to enter the data you will take 2 steps:

  • With one-click of a button enter the meals served calculated from attendance

  • Manually enter exceptions where the calculated meals do not match the actual meals served

Q: Can we print CACFP report for meals served?

A: Yes, absolutely. The following steps are needed for making the CACFP report:

  • Set up the meal types you serve

  • Set meal times for your rooms

  • Set eligibility types for each family

  • Set CACFP reimbursement rates

  • Print meal sheet for manually recording meals served (if a paper-trial is required)

  • Enter meals served using the ‘fill from attendance’ method for quick input

  • Generate CACFP report

Q: Can we create (AP side) invoices for providers and drivers?

A: Yes, absolutely. You can maintain rate charts for both providers and drivers and generate the AP side invoices based on services rendered.

Q: Can we create (AR side) subsidy invoices?

A: Yes. iCare includes a site-based rate chart so you can easily generate subsidy invoices based on services rendered.

Q: Can we manage drivers and their routes?

A: Yes, absolutely. And, drivers are set as vendors so you can generate the AP side invoices for them.

Q: Can we manage providers and place children with them?

A: Yes, providers in iCare are handled similar to rooms in a center. When providers are added they automatically become rooms as well as vendors. And, as both rooms and vendors, a large set of tracking features are there for managing enrollment, scheduling, attendance, billing and accounting procedures.

Q: Can we manage children’s vouchers?

A: Yes, a children’s voucher is handled as a schedule in iCare. It has the following parts:

  • Start date and end date

  • Breakup of copay and subsidy amounts

  • Driver setup for pickup and drop-off

Multiple vouchers (different start dates) are allowed for each child.

Q: We have a huge problem in managing the waiting list. Can iCare help streamline it?

A: Yes, you can set your class enrollment and waiting capacities. Parents will be instructed appropriately when they use the scheduler and you will have the controls to manage – confirm or drop – the waiting list through iCare Admin.

Q: Can parents sign-up in classes through the Parent Portal?

A: Yes, absolutely. And, you can set options on how the portal would work for them.

Q: Our billing rates are based on many factors. Can these be programmed in iCare?

A: Yes, iCare has a very flexible rate chart setup. It allows having multiple factors to contribute to the billing rate.

Q: What are the key features of managing classes and camps?

A: You can set up your classes or camps using a combination of the following options:

  • Start date and end date

  • Enrollment and waiting list capacity

  • Age limit – from and to

  • Sites

  • Rooms and instructors

  • Class categories (to help in organizing, billing and accounting)

  • Billing rate choice

  • Class options

  • Parental options (what parents can and cannot do on the Parent Portal)

  • URL (hyperlink) to your website for more detailed information

Q: Does iCare handle school half-days and closing days?

A: Yes, you can set school half-days, closing days and holidays. And, for each you can have different scheduling types. For example:
1.Regular day options may be AM and PM
2.Half-day options may be AM and Half-day

Q: Can we have parents have a recurring weekly schedule and bill accordingly?

A: Yes, iCare allows both weekly and monthly scheduling.

Q: We require parents to schedule the entire month. Does iCare provide a monthly scheduler?

A: Yes, iCare has a type-based monthly scheduler. You can choose to have parents fill the schedules online through the Parent Portal or do so yourself through iCare Admin.

Q: We bill by schedule whether the child actually attends or not. Does iCare bill by schedule?

A: Yes, you can choose to bill by schedules or by attendance.

Q: We bill by an hourly rate for the hours the children are present. Can iCare bill by attended hours?

A: Yes, you can set up iCare to bill by the attended hours or attendance types like AM, PM or Half-day.

Q: We bill by attendance types – for example AM, PM, Half-day and Full-day. Can we schedule and bill children with this model?

A: Yes. iCare allows 2 types of scheduling models:
1.Time-based – time in and time out; for example, 8 am to 5 pm.
2.Type-based; for example, AM and PM.
And, for the type-based model you can choose weekly or monthly scheduling methods.

Q: What does iCare have for cashier management?

A: iCare provides cashier reconciliation process. You can choose to reconcile cash for individual cashiers or all cashiers combined. And, you could choose to open and close shifts by putting and taking cash out from the cash drawer. The reconciliation report shows details of all cash transactions including how much cash should have been there at the end of the shift so you can find where the problem was in case of a discrepancy.

Q: We offer a preschool program as well as drop-in care. Can iCare handle both simultaneously?

A: Yes, through what we call the ‘billable hours’ feature. Scheduled hours are subtracted from total hours to get billable hours, which are then billed as drop-in hours.

Q: We offer pre-paid packages. How does iCare handle those?

A: iCare allows you to set 2 types of prepaid packages:
1. Money (accounted by credits and discounts)
2. Hours (accounted in number of hours prepaid)

Q: We have a fairly complicated set of billing rules. Would iCare handle them?

A: The drop-in billing calculator in iCare has many flexible rate types:
1.Program-based hourly or daily rates (programs can represent age groups or rooms)
2.Number of children based rates hourly or daily rates
3.Maximum charge per day
4.Minimum hours to bill per day
5.Special day and time override (like say Friday evening)
6.Child-specific override
7.Prepaid packages

Q: What happens if children stay beyond closing time?

A: A late pickup can be set to bill automatically.

Q: What happens if children stay beyond their scheduled (contracted) hours?

A: You can turn on automated additional charges – charges for attendance beyond contracted schedule. There are 2 types of additional charges:
1.Additional days and hours – attendance beyond schedule but within regular hours.
2.Late pick-up – attendance beyond closing time.

Q: What is (contract) billing automation in iCare?

A: A children’s contract (or child’s schedule) in iCare consists of a schedule and a billing cycle. You can choose to bill by the schedule or attendance and in the case of billing by schedule you can choose to bill the extra days and times attended by the children. For most types of billing cycles all these charges can be fully automated. The billing cycles can be based on monthly, weekly, daily, hourly, or sets of number-of-days and number-of-hours. You set up your billing cycle start date, the charges are automatically posted on that date and the next billing date is automatically advanced to the next cycle.

Q: Ours is a flexible program; however, parents have to pick one of the offered schedules (like 3-full-day or 5-half-day). How does iCare handle this?

A: You will set these as Offered Schedules and either have parents schedule their children through the Parent Portal or you can do so through iCare Admin.

Q: Ours is a flexible program. We let parents choose their own schedule. Can iCare handle this?

A: An iCare schedule (contract) for children is made up of a schedule and a billing cycle. You can enter child-specific schedules for each child or put children in Offered Schedules (preset contract templates).

FDC Placement Agencies

Q: Can we create (AP side) invoices for providers and drivers?

A: Yes, absolutely. You can maintain rate charts for both providers and drivers and generate the AP side invoices based on services rendered.

Q: Can we create (AR side) subsidy invoices?

A: Yes. iCare includes a site-based rate chart so you can easily generate subsidy invoices based on services rendered.

Q: Can we manage drivers and their routes?

A: Yes, absolutely. And, drivers are set as vendors so you can generate the AP side invoices for them.

Q: Can we manage providers and place children with them?

A: Yes, providers in iCare are handled similar to rooms in a center. When providers are added they automatically become rooms as well as vendors. And, as both rooms and vendors, a large set of tracking features are there for managing enrollment, scheduling, attendance, billing and accounting procedures.

Q: Can we manage children’s vouchers?

A: Yes, a children’s voucher is handled as a schedule in iCare. It has the following parts:

  • Start date and end date

  • Breakup of copay and subsidy amounts

  • Driver setup for pickup and drop-off

Multiple vouchers (different start dates) are allowed for each child.

Food Program

Q: Can we track the CACFP eligibility categories for the families and get the meal counts accordingly?

A: Yes, you can do a batch or individual update.

Q: How is attendance and meals served related in iCare?

A: Most likely you will be required to keep meal roll-call sheets filled by the cook or teachers at the point of service. However, these sheets will match meals calculated by attendance if you have entered your meal times and are collecting live attendance. For the quickest way to enter the data you will take 2 steps:

  • With one-click of a button enter the meals served calculated from attendance

  • Manually enter exceptions where the calculated meals do not match the actual meals served

Q: Can we print CACFP report for meals served?

A: Yes, absolutely. The following steps are needed for making the CACFP report:

  • Set up the meal types you serve

  • Set meal times for your rooms

  • Set eligibility types for each family

  • Set CACFP reimbursement rates

  • Print meal sheet for manually recording meals served (if a paper-trial is required)

  • Enter meals served using the ‘fill from attendance’ method for quick input

  • Generate CACFP report

iCare Cloud

Q:What is the reliability and performance of the cloud service?

Answer: It is available 24/7, 99.9% up.

Report Making, Messaging and Custom Fields

Q: How does the welcome message (bulletin board) in Parent Portal work?

A: You can change the Welcome Message at any time and it is very easy to do so. It works like a bulletin board. You simply type and format the new message in Word or any desktop publishing program and copy its HTML version in to iCare Admin.

Q: What types of automated alerts can be set in iCare and how do they work?

A: You can set up alerts about the following:

  • Children who have not arrived on time in the morning

  • Immunization, medical and required documents becoming due soon

  • Payments not received on time

  • Enrollment or discharge requirements not complete

  • Payment, enrollment and registration activities on the Parent Portal

These notifications are delivered by email to the parent or admin as the case may be or delivered to the parents through the main page of the Parent Portal.

Q: What methods are there for communicating with parents in the lobby?

A: You can send lobby messages or have them answer (RSVP) questions.

Q: What types of messages can we send through iCare?

A: You can send individual or batch messages to parents and staff via iCare Lobby, as text (SMS) messages to their smart phones or through email.

Q: What is the iCare Data Browser?

A: The iCare Data Browser is a tool for creating custom (ad hoc) reports.

Q: Can we write my own database queries in iCare?

A: Yes, absolutely. Or, if needed, you can copy and paste queries sent to you by an iCare engineer.

Q: Can we export data from iCare?

A: With one-click of a button you can open the data of any report in Excel. And, also very easily you can export the data in many formats, such as, XML, Word, CSV delimited text and ODBC source.

Q: What type of filtering and sorting is available in iCare?

A: You can sort reports by simply clicking on any column header. And, can filter reports in multiple ways easily and quickly.

Q: Can we format a standard report in our own way and save it?

A: Yes, you can do so using the embedded report designer and save multiple versions of any report.

Q: What is the iCare Report Action Tool?

A: The Report Action Tool opens by right-clicking on any cell in any report. The tool provides the following functions for individual or batch processing:

  • Links to forms (drill-down) for viewing details or updating data

  • Accounting links for viewing and managing accounts

  • Math functions such as sum, count, max and average

  • Messaging links

The tool allows you to work with big datasets in reports rather than with individual records in forms.

Q: Can we create activity sheets in iCare?

A: Yes, you can do so very simply through the Data Browser.

Q: Can we create custom (ad hoc) reports?

A: The iCare Data Browser allows you to create ad hoc reports easily by either simply selecting fields or by writing a database query.

Q: What types of standard reports are available in iCare?

A: iCare has over 200 standard reports covering all areas of the system – enrollment, recordkeeping, scheduling, attendance, staffing, billing and accounting.

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