Your Onboarding Specialist will coordinate a Welcome Call with you, if required.
During the call, they will guide you through the onboarding journey, explain the milestones, and confirm the following details with you:
How would you like families to sign in to your service?
- Digital or Paper Sign in
- Tablet & Pin
- Tablet, Pin & Home App
How would you like families to complete their attendance verification?
- Digital or Paper?
- Home App
- Parent Portal
How will you be recording Parent Payments?
- Manual Receipting
- Uploading a Bank File
- Connecting to Xero
- Connecting Debit Success
It’s important to note that onboarding is a shared process:
- Our role is to lead the implementation, configure your account, support data migration, and help ensure your team is confident using the platform.
- Your role is to complete the assigned training learning paths to ensure your team has a strong understanding of how to use the product, provide accurate service data, prepare families for the transition, and reach key onboarding milestones on schedule.
Your Onboarding Specialist will work with you to create a timeline that suits your needs.
After completing each part of the Onboarding Journey, your Onboarding Specialist will check in with you to answer any questions you have.
Once your Onboarding Specialist has set up your Centre/Service, they will advise that you will be able to log in. When you log in for the first time, you will notice on the right hand side of the screen is a need help button
This will take you to our knowledgebase for step by step guides.
If you cannot find what you are looking for, reply to your Onboarding Specialist.
Some tasks may differ, depending if you are a
- Brand New Service
OR - Migrating Service
You can either capture the family information by setting up the digital enrolment form or manually entering the information the parents have provided.
- Set the Foundation - this is the Centre Setting Checks
- Creating Staff / Teacher / Educator Profiles
- Entering Staff Profiles see here
- Setting up Pay Parity see here
- Adding User Permissions see here
- Creating Family Profiles:
- Creating a Child
- Parents / Primary Carers
- Guardians
- Emergency Contact Profiles manually see here
OR
- Digital Enrolment Form Set Up See here
Customise your Centre Settings:
- Complete Milestone 2
Below you can run the Reports prior to Go Live, to make sure you have all the information you require.
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Migrating Service:
Your Onboarding Specialist will import available data from your current system into Discover.
Please note that what can be migrated will vary depending on your previous software. Any remaining setup will need to be completed by the Centre Manager person completing the onboarding on behalf of the service.
If you are a brand new service starting from scratch, this is when you can being entering your data manually or setting up the Digital Enrolment Form, to capture Enrolment data.
Task Checklist for Checking your data.
Follow a clear checklist to ensure all required setup tasks are complete.
Your Onboarding Specialist will provide you a checklist and the information that will require manual input as it does not migrate.
Customise your Centre Settings:
- Complete Milestone 2
Staff/Teacher & Educator Profiles
Entering Staff Profiles see here
Setting up Pay Parity see here
Adding User Permissions see here
Go to Reports > Staff > Staff Details
Employed From = Go Live Date
Employed To = End of the Week
Most software platforms do not store as much staff information as Discover.
To complete staff records, you will need to:
- Go to each staff record
- Select the staff member’s name
- Review their profile and add any missing information you’d like recorded in Discover
Please note:
- Addresses will need to be re-saved, as they sync with Google Maps
- If you would like staff/teachers to have their own PIN for tablet use, select “Suggest PIN” within their profile
Children, Parent / Guardian / Emergency Contact Profiles
Go to Reports > Children > Child Details
Data Type
Select Weekly
Starts Date: The Monday of Go Live Week
Report Fields
# = number of record in report
Name = Child's Name
Age = Age of Child
Siblings = if these do not appear that means the siblings are not linked together by the same primary caregiver records. See Siblings
Hours Booked = Days and Times the Child has been booked into the Service For
Weekly ECE Hours Total = How many hours of ECE applies to the child's booking
Primary Caregiver Name 1 = Parent Guardian 1 / Billpayer
Primary Caregiver Name 2 = Parent Guardian 2
Fee Type = Name of fee applied to Booking/Enrolment
Full Fee Per Week = Full Fee Charged
Discounted Fee = Fee Charged minus any discounts, What the Parent will pay per week, not including Winz.
Discount Type = The name of your Discount if set up
Enrolment Discount % = The percentage of the discount
Enrolment Discount Amount = The $ amount of the discount
Compare this to your current system. Any changes required, make them as you go.
Our more complex Fee engines in Discover, may not work out the exact same way as it works in your current system.
Depending on your Current System, discounts don't always migrate. So it is essential that you check this prior to going live.
Your Onboarding Specialist will advise how they work.
When migrating from another Software Provider you will need to enter the following data as it does not migrate:
- Update Staff Profiles
- Resave Staff Address to sync with the Google Maps
- Child Permissions eg. Excursions, Photo's Etc
- Resave Guardian Address to sync with Google Maps
- Billing Reference Numbers
- Custom Information
- Check Siblings are connected
- Same contacts amongst different children have been connected correctly
- Weekly Charges are matching
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