Once your Welcome Call has taken place and you have access to your system

You will also get access to Discover Academy. This will have the video's to assist with the below tasks, as well as all the training for running your system for your Service

Set the Foundation 

Welcome to Discover.

This guide will walk you through the essential setup required to get your service ready to operate in Discover.

To keep things simple, tasks are grouped into:

• Mandatory – required for most services before go-live
• Recommended – helpful to review early
• Optional – complete later as needed

You do not need to complete every setting in one sitting.

Start Here

To find the simple written instructions, use the CRTL key on your keyboard + F at the same time. Type in the setting you are looking for. (Mac will be CMD+F)
Otherwise, detailed video instructions will be provided via Discover Academy.

Complete First (Mandatory)

• Log in and set up user access
• Review Centre/Service Details
• Update all email addresses in settings
• Review Licence details
• Review Fees
• Set up Roster Tasks in the Roster Tab(if applicable)
• Calendar Set Up
• Templates: Tax Invoice/Statement Instructions

Complete Later (Optional)

• Waitlist settings
• Tablet settings
• Transition settings
• Custom fields (child/staff)
• Custom phrases
• Surveys
• Website widgets
• Digital enrolment form

Estimated Time

• Essential setup: 30–60 minutes
• Additional setup: complete over time

Accessing Discover

Your Onboarding Specialist has created your initial user account.

To log in for the first time:

1. Go to the Discover Log In page
2. Select Forgot Password
3. Enter your email address and submit
4. Follow the email to create your password
5. Log in using your new credentials

Setting Up Additional Users

To provide access for other staff:

1. Go to Staff Screen
2. Open the staff record
3. Enter an email in System Login Email
4. Select Save

Each staff member will then complete the same Forgot Password process.

1. Centre/Service Details

Mandatory

Navigate to: Centre/Service Setup → Centre/Service Details

Review and confirm:

• Service name
• Email address
• Address and phone number
• Licence information

Important – Email Configuration - Check entire Centre Details page

If not updated, system emails may continue going to the onboarding contact.

Update email addresses in:

• Centre Details
• Xero Integration (if used)
• Email Account Settings (Name / Accounts / Marketing)
• Email Notifications
• Website Widget Enquiries

You may use one shared email or separate addresses.

2. Visual Settings

Optional

Navigate to: Centre/Service Setup → Under Centre/Service Details

Optional

Upload:

• Service logo
• Tablet background image

Action: Skip for now unless branding is a priority.

3. Roster Settings

Mandatory for centre-based services

Centre/Service Set Up > Roster Settings
Centre / Service Set Up > Roster Tab

Review:

• Roster intervals (recommended: 15 minutes)
• Break settings
• Ratio warnings
• Roster locking
• Notifications
• Roster Tab - This is where you create actions for the Roster & Add in your Roster Codes to match your payroll system.
  

Action: Complete if you use rostering or payroll.

4. Waitlist Settings

Optional

Controls how families confirm their place on the waitlist.

Action: Complete only if you actively manage a waitlist.

5. Centre Holidays
Recommended
Controls the amount of absent/holiday discounted days that can be applied to any child
throughout the calendar year. This can be set to pro rata, or total discounted days.

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6. Tablet Settings

Optional

Controls tablet functionality.

Action: Skip unless tablets are being used immediately. Covered later.

7. Transition Settings

Optional

Controls transition screen visibility and display settings.

Action: Complete later if required.

8. Enrolment Settings

Optional

Most services can leave these as default.

9. Invoice Settings

Recommended

No full setup required at this stage. This will be addressed during Invoicing & Parent Payments week.

Action: Familiarise only — detailed setup occurs later.

10. Early & Late Fees

Optional

Set penalties for early/late attendance.

Action: Complete only if applicable.

Please Note: if set to Automate, you cannot remove an invoice for early or late fees without it returning the next time you run invoices.

11. Bonds

Optional

Used to manage bond payments.

12. Payments & Integrations

Recommended (if you use any of the external systems below)

Includes:

• Xero
• WINZ
• SMS (Twilio)
• Email configuration

Action: Review only what applies to your service.

13. Website Widgets

Optional

Controls how your service appears in:

• Enquiry forms
• Enrolment forms
• Parent portal

14. MOE Settings

Optional

Review Options

15. Report Options

(Optional)

Choose display preferences (e.g. date/time on reports).

Additional Items to Review

Fees

Mandatory

Centre Set Up > Fees

Configured by your Onboarding Specialist.
Review for accuracy.

Charge Adjustments & Discounts

Optional

Centre Set Up > Charge Adjustments / Discounts 

Only required if your service uses them.

Settings Tabs Overview

After completing Centre/Service Settings, review the tabs across the top.

You do not need to complete all tabs now.

These are found under Centre/Service Settings > Tabs Run Across the Top of the Screen

1. Child Fields

Optional
Custom fields for child profiles and enrolment forms.

Permission - True or False answers - Default to Child Profile, Digital and Paper Enrolment Forms

2. Categories

Optional
Used for grouping and reporting.
Create Category, Assign to Child Profile, Run Reports using the Category Fields

3. Staff Fields

Optional
Additional staff information fields.
Allow you to capture Custom Information about your Staff/Teachers/Educator.

4. Custom Phrases

Optional
Customise wording across the system.

5. Rooms

Centre-based only - Rooms
Review room setup and capacity.

6. Ratios

Optional
Set custom staff-to-child ratios if required.

7. Rosters

Mandatory if using payroll
Add payroll codes and roster settings.

8. Licences

Mandatory
Review for accuracy. 
Do not Change Licence Start date to future date.

9. Transition Screen

Optional

Allows you to customise the Transition Screen Options if you choose

10. Dashboard

Optional

Customise what your Discover users see. This will apply to all users.

11. Surveys

Optional

Templates

Set Up What You Need First

Mandatory

Go to: Centre Setup → Templates

Edit by:

1. Opening a template
2. Making changes
3. Saving

Prioritise These

• Default Email Signature
• Tax Statement / Invoice Instructions

You do not need to configure all templates immediately.

Calendar

Mandatory

Go to: Centre/Service → Calendar

Use to track:

• Holidays
• Child movements
• Staff events
• Key dates

Action: Enter all your Staturday Holidays and Closure Dates

Digital Enrolment Form

Optional

Customisable via Templates and Child Fields.

Includes:

• Policies
• Declarations
• Fee information
• Upload requirements

Widgets can be used to:

• Share a direct enrolment link
• Embed the form on your website

Action: Complete later if using online enrolment.

Milestone 1 Complete

Once the following are done, your foundation is in place:

• User access set up
• Centre/Service details confirmed
• Email settings updated
• Licence reviewed
• Fees reviewed
• Rosters configured (if applicable)
• MOE settings reviewed

You can now continue onboarding or return to optional settings as needed.