Groups Setup Guide

Overview

The Groups tab found in Set Up, lets you organize children into small classes or cohorts used for program registration, to define program licensed capacity, and to move across center spaces. You can select which age groups of students can be grouped together and who can be placed in each Group. During the registration process, you will then select the group the child is being signed up for. Students can only be registered into groups if they fall within the defined age ranges specified in this section.

This guide focuses on how to set up groups at your center.

Table of Contents 

1. Set up Groups 

2. Clone a Group 

3. Delete a Group

Set up Groups

1. Click the Setup icon to access the Setup module.

2. Select the Groups tab at the top of the menu.

 3. Click the plus (+) sign to add a new group.

 4. The first step is to enter the Name for the group. If you are going to have multiple groups in the same room, you can name them accordingly. For example, the Sunbeams room has a maximum capacity of 24 children, but each group is only allowed 12 children. In this case, we will have two groups: Sunbeams1 and Sunbeams2.

5. Select the License Type drop-down menu. You have three options here: Daycare, Preschool, and OOSC (out of school care) - which is any before or after school care.

6. The Home Space drop-down menu is used to select which physical space you want this group to belong to. This group may be allowed in multiple different spaces throughout the day, such as the gym and yard, but we want to set up a home room for them. This is where they normally start and end their day and spend most of their time.

 7. The Max Capacity field is used to enter the maximum number of children allowed to enroll in the group. This limit will drive the SMART registration system that identifies the number of current registrations against the licensed space capacity of your center at any given point in time. When a group has the maximum number of students as of an applicable date, ChildFriendly will automatically waitlist all new registrations against the group that is full. Admins are able to override the setting and put additional children into the group if desired, but parents cannot via the online registration. If this group is listed on multiple programs, the single capacity will be shared by all programs.

8. The Napping toggle is used to indicate if the group allows napping.

9. Select the Age Groups drop-down to confirm which age groups can be registered for this group. If you have full-time and part-time programs, you may wish to select both of these. Children can temporarily exceed the age group if they age out before their registration ends, as long as they are allowed in the program on the start date.

NOTE: Age groups must previously be set up in Center > Age Group Dictionary.

10. Click the Create button to finish setting up the group. All groups display on the main Group page, along with the age group, license type, and whether the group is a Napping group. Once the group is associated with a program, it will automatically show up in Program column.

Clone a Group

Cloning a group is used when you have multiple groups with similar criteria. This speeds up the Group creation process.

To clone a group:

1. Hover over the group you would like to clone.

2. Click the Copy icon. From here, you can adjust the details as needed.

Delete a Group

1. Select the group you would like to delete. Click the ellipsis (three dots)

2. Select Delete.

3. The Confirm Delete dialog box opens. Click OK to confirm.