Regular Centre Admin Tasks - Daily

We have prepared a list here of the typical tasks that need to be done by a Centre Administrator or Centre Manager and how you would do this in Discover.

Your requirements may differ to this list, so please use at your discretion. Your daily flow may look as follows:

Day Sheets

If your service is not integrated with Playground/Home and you are not using the tablet at your service, you will be required to print day sheets so parent/guardians are able to sign their child/children in and out. 

To print the day sheets: 

- Navigate to Reports 

- Select Children Reports 

- Under General Child Reports, select Daily Sign In

Input the filter data as follows:

• Set the Date From, and Date To, for the week you want sign-in sheets for
• Sort Order - You can choose First or Last Name, Ascending or Descending
• You can print sign-in sheets for All Rooms, or for a particular room. Please note, that if you select a room, rather than the default All Rooms that the 'By Room' checkbox will be grayed out and unavailable.
• By Rooms check box - IF you have selected All Rooms, then selecting this check box will generate sign-in sheets separated out by room. 
• By Age Group check box - selecting this check box will divide your sign-in sheets up into Under 2, 2-3 years, and 3+

Report Fields & Options

• By default the sign-in sheet will have a column for a signature for signing both in and out. If you just want a single signature then click on the small X at the corner of 'Morning Signature' field. 
• Booked From, Booked To - if you do not wish to display the child's booked times you can click on the small X at the right of these fields to remove it from the signing sheet. 
• Comments - if you do not want to include a column for comments (e.g. alerting a parent to an incident)  then you can  click on the small X to remove it from the sign-in sheet.
• Fields which are not on the sign-in sheet by default include: Record #, Statistics, Age, and Blank rows to the end of the page (which you might wish to include for any unexpected extra days). To add any of these fields, clock inside the box, and select the field you wish to add. 
• You can also choose Under 2 Years if you wish Discover to italicise the names of children under 2
• Finally to Generate the Sign-in Sheets, click on the green 'Get Report' button - This will generate the report on screen and look as follows:

- The choose from the Print, Copy to Clipboard, or Export as PDF green buttons.

Please Note: You will be required to ensure the day sheets are completed by parent/guardians, holding signatures for sign in and out times along with absence days. (if not using tablets). Hold these physical copies at the centre as evidence if the MOE requires it in the future.

• Navigate to your Discover centre profile
• Select Attendance tab
• Select Attendance
• Change the date to be the individual day you are entering data for
• Enter the sign in (from) and out (to) times under the stated columns
• Press Save to secure data to the page

Staff Worked Hours

Administrators will need to enter actual hours worked by staff into the staff roster This will include any relief and/or agency staff along with regular staff. Administrators will create the Roster as you plan it to be and then edit it to what actually happened. This provides for your planning and forecasting and then records actual events for MOE reporting and Payroll processing

The roster has 4 different ways you can input data however to edit an existing roster, administrators should use Roster Sheet or Roster Scheduler.

Roster Sheet:

• Navigate to Staff Roster
• Select Roster Sheet
• Using the date finder along the top, select which day and date you are wanting to view/edit

• From here, you will navigate to the staff member you are wanting to make edits to
• To edit, press the task and select delete to remove, press the arrow on the selected time to change the task

Roster Scheduler:

• Navigate to Staff Roster
• Select Roster Scheduler
• From here you will select the day and date
• Navigate to the staff member and make the edits 

Select a task from the top right, then create new tasks by drawing them onto the sheet. Once you have selected your first task you will notice the task list has a green border around it.  You can press a letter on your keyboard to quickly change task. (For example press L to switch to Leave, and press it again to cycle to Lunch).

You can also drag tasks to different times or different staff members, and you can drag the end or start of a task to lengthen or shorten it.  You can zoom in or out on times, and you can show or hide all current staff, or just staff with tasks assigned.

Please review our Rostering Video on how to input data, including how to edit, below.

Quick Tips

• You can press the delete key on your keyboard to delete a roster entry.

• Creating a gap during the day, you can fill out the entire time then use the delete key to create a gap in the roster where they are not working.

• You can also copy and paste data in from excel spreadsheets directly into Discover as long as you match the format and task names on the spreadsheet entry tab.

Recording and Reversing Manual Payments

Administrators are able to record and reverse manually received payments such as cash, eftpos or direct deposit to their parent/guardian accounts through their Discover system. These should only be inputted if the parent/guardian has already made a payment to your service and not in advance. These payments are those received outside of your Xero or Debit Success Integrations.

To input a manual payment, administrators have two options.

Option 1

• Navigate to the Children tab
• Select the Bill Payers name
• Select Make Payment from the menu along the bottom of the page

• Populate the data for Payment Method, Receipt Date, Receipt Amount, Donation Amount, Receipt Comment, Transaction Number, Transaction Reference, Bank Number
• Once you have entered all information, select Create

This will now appear on the parents account and be visible in your Recent Payments screen.

Option 2

• Navigate to Payments tab
• Select Recent Payments
• Select Create New

• Select the Bill Payer from the drop down
• Populate the data for Payment Method, Receipt Date, Receipt Amount, Donation Amount, Receipt Comment, Transaction Number, Transaction Reference, Bank Number
• Once you have entered all information, select Create

This will now appear on the parents account.

Reverse a Manual Payment

If you have made a mistake and need to reverse a manually inputted payment:

• Navigate to Payments
• Select Recent Payments
• Locate the payment in need of reversal
• On this transaction screen, press Reverse
• The screen will ask Are You Sure, select Yes
• Done

This will now be removed from the parent account. 

Check out our video on how to Record and Reverse Manual Payments within the Discover system.

Send Parent/Guardian Statement

If you have entered  a manual payment and want to send this confirmation to a parent, you will need to send the parent/guardian a statement.

• Navigate to the Children tab
• Select the Bill Payer
• Along the menu to the bottom of the page, select Show Statement

• Input the date range using the filters at the top of the screen
• Select View
• Select Email Billpayer
• Done

Please check out our video below for further guidance.

Changing Days

To add an extra session (one off casual day) or remove an extra day that is no longer required, users should navigate as follows:

1. Navigate to the Child > Enrolment > Edit Week 
2. Use the arrow buttons to scroll back and forth through the dates as necessary
3. Add in the extra day, and click Save

Discover will alter the enrolment just for the week you have changed.  

We recommend printing the attestation form using the print icon next to the enrolment for the parent to sign, and also print the next week to get the parent to sign they are changing the enrolment back to the original.

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