Question 1

Understanding Overtime Hours Calculation

Accepted Answer

Overview

Our Payroll Report, found under Attendance Reports in the Reports Module, provides a detailed breakdown of regular and overtime hours based on your local labor laws and settings selected in the Set Up Module. This ensures accurate payroll reporting and helps your center remain compliant with applicable regulations.

How Overtime is Calculated

Overtime calculations are determined by the location of your center, which is configured in the Set Up Module. The system automatically applies the correct rules based on whether your center is in Canada or the United States, and further adjusts for provincial or state-specific overtime thresholds. 🟢 Overtime Thresholds by Canadian Province/Territory The following provinces and territories require 1.5x pay for hours worked beyond the stated threshold. Where both daily and weekly thresholds exist, the greater of the two is used to ensure employees receive the most favorable overtime pay. ||| Canada, overtime can generally be banked at 1.5 hours per overtime hour worked—subject to a written agreement with the employee—except in Alberta, where it is banked at 1 hour per overtime hour, and New Brunswick, where banking overtime is not permitted.

🟢 States with Daily or Stricter Overtime Rules: ![](https://storage.crisp.chat/users/helpdesk/website/-/a/6

Question 2

Recording a Deposit Manually

Accepted Answer

How to Manually Enter a Deposit in ChildFriendly

While deposits are typically automatically recorded when a parent registers through the online registration form, there may be occasions when an administrator needs to manually record a one-off deposit—especially if the payment was made by e-transfer, cash, or cheque. In such cases, you can follow the steps below:

Step 1: Create the Deposit Entry

Navigate to the Families module and open the Finance tab.
Click the ➕ (Add) button and select Custom Billing.
In the Custom Billing window: -set the Type to Deposit. -set the Counterpart to Credit. -enter the Amount, Date, Description, and any other necessary information. -click Submit.

Step 2: Review the Generated Items

The system will automatically create: -an invoice (positive amount) for the deposit, and -an credit memo (negative amount) for the same amount.
Both will appear in the family's Finance tab as Unassigned.

Step 3: Assign the Deposit Invoice

Locate the invoice (the positive deposit amount).
Change the Assigned To field from Unassigned to the payer (the person paying the deposit).
Click Save.

|| Do **n

Question 3

Understanding Parent Portal Member Access and Permissions

Accepted Answer

Overview

The Parent Portal gives families access to important features like student profiles, payments, attendance, and registration. However, what each person can see or do in the portal depends on whether they are marked as the Primary Member in their ChildFriendly profile and if one of the Other Members also has a Portal Account.

This article outlines the different permission levels for each type of portal user, so your team and families know what to expect based on their role.

TABLE OF CONTENTS What is a Multi-Member vs. Single- Member Portal Account? Single-Member Account- Access of the Primary Member Multi- Member Accounts- Access of the Primary Member Multi- Member Accounts- Access of the Other Members

What is a Multi-Member vs. Single- Member Portal Account?

A Multi-Member Portal Account is created when two or more family members have their own individual login credentials to the ChildFriendly Parent Portal. This may include parents, guardians, or other authorized individuals.

A Single-Member Portal Account means that only the Primary Member has login access, even if other family members are listed on the account.

📌 Important Definition: If only one person has login access, it is not consid

Question 4

How to Move a Student from the Waitlist to Enrolled

Accepted Answer

Use this guide when you're ready to offer a space to a student on your waitlist. This process walks you through notifying the parent, collecting a deposit, and completing onboarding.

📧 Step 1: Notify the Parent

Navigate to the Waitlist tab.
Click the ✉️ Email button next to the student's name.
Use the email tool to:
- Let the parent know a space is available.
- Share any relevant details (start dates, fees reminder etc)

💡 Tip: Customize the email before sending to include personalized notes or center-specific information.

🔁 Step 2: Move to Onboarding

Back in the Waitlist Dashboard, click the Enroll button.
The student will now appear in your Onboarding Dashboard with a status of Pending.

🗂️ Step 3: Review Pending Registration

From the Onboarding Dashboard, click on the student's name.
Go to the Registration tab.
Review the pending registration details submitted by the parent.

💳 Step 4: (Optional) Request a Deposit

Still in the Registration tab, if you require a deposit before confirming enrollment:
- Click the Charge Deposit button.
- The parent will receive an automated email with a secure payment link.

🧾 The email looks like this:

✅ Step 5: Confirm Enrollment

Still in the Registation tab, when ready to confirm the student's enrollment:
- Click **Regis

Question 5

Introduce ChildFriendly to your Staff & Families

Accepted Answer

To ensure a smooth and successful rollout of ChildFriendly, we have created this Launch Training and Resouce Guide. To begin, we recommend dividing staff training into two focused sessions and then after such training is complete, introduce ChildFriendly to your families.

Step 1: Host an Admin Staff Training Session

Use the linked collection of videos to train your administrative and leadership team. We recommend watching the videos in a meeting together and discussing workflows to ensure a smooth rollout.

Link to Admin Staff Training Video Collection

||| There is a email template in the Appendix of this guide that you can use to announce ChildFriendly to your Admin Team.

Step 2: Host a Room Staff (Educators) Training Session

These videos are designed for room-level staff. We suggest scheduling a team training session so you can watch the videos together and answer any questions.

Link to Room Staff Training Video Collection

||| There is a email template in the Appendix of this guide that you can use to announce ChildFriendly to your Room Educators.

Step 3: Introduce ChildFriendly to your Families

Help families feel confident using the Parent App by announcing the transition in the template provide, which shares our [Parent Orientation Videos.](https://childfriendlypro.crisp.help/en/category/training-p

Question 6

Admin Staff Training: Managing Users

Accepted Answer

✅Setting Up Users

In this video tutorial, you’ll learn how to add and manage admin-level user accounts in ChildFriendly. We’ll walk you through navigating the users area, understanding the different admin roles (Org Admin, Center Admin, and Office Staff), filtering and managing staff across locations, and updating user details like passwords and permissions. By the end, you’ll have a clear understanding of how to set up secure user access and keep your team organized and running smoothly.

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