Drop-In Children: A Simple How-To for Admins

This guide outlines how to create a drop-in fee/rate for students and the procedure to follow when they require drop-in care. 

Table of Contents

1. Create a Drop-in Rate

2. The Day of the Drop In

Create a Drop-in Rate

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

2. Select the ‘Rates’ tab at the top of the menu.

3. Click the plus sign (+) at the top of the Rates area.

4. Click the plus (+) sign to add a new rate.

5. The ‘Rate’ box opens to enter all necessary details.

6. Enter a ‘Name’ for the rate. Example: Drop-in Fee.

7. Next, you need to tell the system who this rate is applicable to, based on the age groups you have previously set up. If this fee is the same across all age groups, you can select all groups. However, if you have different rates for each age group, make sure to create separate names for each fee i.e. Drop-in Fee (Preschool).

• Select the Age Groups drop-down menu.
• From the list, select any age groups this rate will be applicable to.

8. In the Billing Amount field, enter the amount the student will be charged per visit. You can ignore the field “Per: Monthly”. The rate you enter is per day.

9. In the ‘Credits’ fields, select ‘Drop In’

10. Click the ‘Create’ button to save the new drop-in rate.

The Day of the Drop In

When a child comes in for a drop-in day, complete the following steps:

1. First, ensure that the child is marked as a Drop-In Child in their Info Screen. This setting allows them to appear on your Drop-In Roster reports. Be sure to uncheck this option when the child is no longer considered a drop-in.

2.When the child is dropped off — or if you know in advance that they’re coming — go to their Registration tab and select the Drop-In option. Complete the required fields and click Create. This will generate the drop-in registration for the child.

3. Next, create the billing and collect payment for the drop-in. Go to the Finance tab for that family. You’ll see the Drop-In Registration listed there — from this screen, you can generate the billing and proceed to collect the payment.