Managing Visiting Days for Children in Kindertales

Manage temporary child visits with the Visiting Days tool

Managing Visiting Days for Children in Kindertales

The Visiting Days feature allows centers to temporarily accommodate children from other locations on specified days, a functionality particularly useful for Professional Development (PD) days when a center may need to send children to a nearby location.

What’s in this Article

• Adding Available Visiting Days
• Submitting a Secondary Site Request (Parents)
• Managing Requests in the Care Requests Tool
• Visiting Child Behavior at Both Locations

Adding Available Visiting Days

1. Navigate to Features > Visiting Days in the Admin Dashboard.
2. Use the form to configure visiting day settings:
   • Location: Select the location where visiting children will be accommodated
   • Description: Add a brief description for the visiting day
   • Price: Specify the cost for the visiting day
   • Date: Choose the date when the location will accept visiting children
3. Click Add & Save to finalize the day.
4. Customize a Denial Message (optional):
   • Toggle on the “Denial Message” option and enter a message to be sent to families when their Visiting Day requests are denied.
5. Existing visiting day entries appear in a table, where you can edit or delete entries as needed.
   
   

Submitting a Secondary Site Request (Parents)

Parents can submit requests for their child to visit another location as follows:

1. Navigate to My Child > Attendance in the Parent Portal.
2. In the Secondary Site Request section:
   1. Date(s): Select from the available visiting days based on the location
   2. Location: Choose the desired secondary location
3. Click Submit to send the request.

All submitted requests are displayed in a table within the same section, showing:

• Date: The selected visiting day
• Location: The requested site
• Status: Displays if the request is approved or pending
• Action: Parents can delete requests that have not been approved yet.
  
  

Managing Requests in the Care Requests Tool

Admins can manage and process visiting day requests using the Care Requests tool:

1. Navigate to Students > Requests in the Admin Dashboard.
2. Use filters to narrow requests by date and age range.
3. View the request table, which includes:
   1. Date Requested: The timestamp when the parent submitted the request
   2. Child Name and DOB/Age: Details of the child
   3. Primary Location: The child’s original location
   4. Parent and Contact: Parent information
   5. Requests: The number of requests (hover for more details)
   6. Type: Categorized for single-day visits
4. Process requests:
   1. Approve or deny requests individually using the respective buttons
   2. Use checkboxes to bulk approve or bulk deny multiple requests
5. Upon approval, a pop-up appears to:
   1. Add Additional Day charges (charged to the primary location)
   2. Assign a Room at the secondary location for the visiting child
   3. Confirm the request by clicking Confirm.

Visiting Child Behavior at Both Locations

At the Primary Location:

• The child is locked from activity logging:
  • Clicking the child in the Classroom App shows a message: “[Child] is visiting another location. You can log activities for this child when they return.”
  • Admins can still view the child’s profile, notes, forms, and other relevant information.

At the Secondary Location:

• Visiting children appear under the Visiting from Another Location section:
  • Attendance tracking, messaging, and daily activity logging are fully functional.
  • The Student Profile is read-only except for:
    • Classroom Notes
    • Administrator Notes
  • This ensures up-to-date information can still be added during their visit.

On the Desktop Portal:

• Visiting children are visible on the Attendance page under “Visiting from Another Location.”
• They are included in staff-to-child ratios on the Dashboard widget.

By streamlining the Visiting Days workflow, centers can efficiently accommodate children from other locations while maintaining accurate records and ensuring parents are informed throughout the process.