TABLE OF CONTENTS

• Child Sign-In and Out Options

• Attendance Verification Options

• Create your Roster for Go Live Week (Centrebased Only)

• If you are moving from another software provider

• If you are having a change of Ownership

Your Onboarding Specialist will guide you through these tasks to get you set up successfully for Go Live Week.

Child Sign-In and Out Options

How do you want your Families to sign the Children in and out of Discover?

Option 1.

You can have them Sign paper sign in and ou.t sheets. To find them, you need to go to Reports  > Children Reports > Daily Sign in 

Then you will need to add the Sign in and out times into Discover.

Adding & Editing Attendance Data see instructions here.

Option 2.

You can set up the Tablet & have the parents sign in and out using a pin

To Set Up the Tablet the instructions are in your Centre Set Up > Set Up Tablet
For further information see here

For all the functionality of the tablet see the Discover Tablet Guide.

Option 3.

You can use the Home App for the Parents - Your Onboarding Specialist will Guide you on how to do this for the first time.

This allows the parent to scan the QR Code on the Tablet with their phone, and sign their child in and out, OR they can use their pin. There are many other functions for the parent also. See here if your teachers are not using Playground, please disregard the last four articles on the previous link.

Attendance Verification Options

Attendance Verification - Paper

1. Go to Reports
2. Children Reports
3. Child Attendance - Parent Verification
4. Select the Dates requried
5. Add in Report Details: Verified When, Verified By
6. Get Report
7. Print as PDF
8. Parents will need to sign this by pen
9. This will need to be stored away in case of an audit in the future

Attendance Verification - Home App 

Parents/Guardians who have access to the Home App will now be able to approve their child/children’s attendances, electronically through the release of Home EAV (Electronic Attendance Verification). 

To complete this, parents/guardians have two areas within the Home App to navigate and can complete this at the end of the week. 

1. Log into the Home app.
2. Navigate to the Accounts Tab.
3. Select Attendance Verification. 
4. The parent/guardian will be able to select which child to view or verify attendances for. 

5. By selecting View Attendances, the parent/guardian will be able to see all attendances and their status. They can also filter data to view Unverified, Verified, Disagreed and Sort by date. By selecting the check box to the left of the week/weeks the parent/guardian wants to action, a menu will appear at the bottom of the screen which parent/guardian can select to Verify or Disagree.  

6. Once Verify has been selected, the parent/guardian will be taken to a screen listing the session date/dates for the week/weeks selected. If they agree that the mentioned sessions are correct, the parent/guardian has the opportunity to write their own comment or can use the pre-generated one, which states, I confirm that all attendance details for [insert child’s name] are correct. Select confirm. 
 

7. If the parent/guardian would like to review their historical record of verification, they can tap the down arrow to the right of Verified and the screen will populate the details they sent verifying the chosen sessions. Parents/guardians can unverify at any time if they review the information and find it to be incorrect. The parent/guardian will need to either speak with their centre administration to amend the sessions before following this process to reverify.  

Read more about EAV in the Funding Handbook.

Attendance Verification - Parent Portal 

The use of electronic verification of attendance records is optional. 
Services that choose not to use electronic methods of verification will still be required to maintain and verify their records in pen.

To read more about EAV in the Funding Handbook, please click on the following link:

Section 6-3: Attendance Records

There are two ways for families to complete Electronic Attendance Verification in Discover:

• Via the Home App - Please see parent/guardian instructions here
• Via the Parent/Guardian Portal (please see below)

Notifying Families of EAV

Centres can use Bulk Communications to send an email to parents or primary caregivers to let them know EAV is available to them.

Please see the template below. This can be copied and pasted in to the text field in Bulk Communications.

Kia Ora [Firstname],

We are pleased to let you know that Electronic Attendance Verification is now available for all parents/guardians. To sign/confirm your child’s attendance electronically, please set yourself up using the following link:  >> [copy your centre's link here] <<

You will be presented with a login screen, if this is the first time you have been to this portal and don’t have Home App credentials, you will need to enter your email address in the User name field (the email is the one this message has been sent to) and then click "Reset Password". The system will then email you with a temporary password. Use the temporary password to set yourself up with a more memorable password for weekly use.

Once on the Parent Portal you can click on ‘’Attendance’’ and then on ‘’Verify’’ if you agree with the sign in/out times. 

We hope you are just as excited as us to have electronic signatures at our centre.

Nga mihi,

Your friendly Centre Administrator 

Accessing EAV via the Parent/Guardian Portal

To gain access to the EAV in the Discover portal, parents/guardians need to be set up with a login for the widget.

The link to the widget can be accessed through the Discover menu under Centre Setup > Setup Widgets > Click on ‘Parent Login at the Centre'. 

This link can be emailed out to parents/guardians ahead of time. 
When the link is clicked, parents/guardians will see the screen below and will need to input their preferred login details.

Logging In

If parents/guardians already have a username and password for the Home App, the same details will apply. They will also able to use the 4 digit pin used to log into Home App and Web, to login to EAV. 

If parents/guardians already have a login setup, the Electronic Attendance Verification can be accessed straight away. If a parent does not have a password, the ‘'Reset Password’’ button can be clicked on, and a password request using the email address that is present on their profile on Discover.

The parent/guardian will be sent a temporary password which will allow them to set themselves up with a chosen password.

We recommend the use of devices with a minimum of 10-inch screen size to access and view the EAV features clearly. Laptops, Desktops and Tablets are preferred options. Mobile phones can be used, but they do not offer the best user experience.

Completing EAV

Once logged in, parents/guardians will need to click on Attendance, where there will be the option to bulk verify the attendance by selecting all or multiple weeks.

There are four possible statuses for Attendances:

Considerations

• If attendance is missing for one day, verification cannot be completed for the week.
  
  
• If a centre makes changes to the attendance on Discover, the attendance status will change to unverified again.
  
  
• If a parent/guardian cannot see the verify button, this is likely due to the attendance entries that have not been completed for the week in question. Please ensure that the attendance has been entered for every day that the child was booked in for.
  
  
• If the times that the caregivers signed in/out differ from what is on the EAV screens, in the Centre Settings > under the section Tablet Settings; if Override Tablet Times or Centre Time Validation is ticked, it will override the times to your licenced hours or opening/closing times.

Viewing Verified Attendances

From the Discover menu, click on Reports > Children Reports > Children Attendance - Parent Verification report.

There you will be able to view parent/guardian signatures. 

If a caregiver has not agreed with the sign in/out times, the report will indicate so.
The administrator can correct the attendance times via the Attendance screen and when the parent/guardian logs in to the portal in future, the 'Verify' button will be present for them to confirm the updated data.

Setting Reminders 

Administrators can prompt caregivers to verify their records by setting up an automated reminder. From Centre Settings > Centre Details tab > scroll to the Tablet Settings section and tick the 'Enable Electronic Attendance Verification'.

Create your Roster for Go Live Week (Centrebased Only)

Make sure you have set up your roster fields by going to Centre Settings > Roster Tab> Once this is complete go to this guide to set up your Roster - this was included in Milestone 1.2 - Setting up your Centre Tabs.

The Roster Sheet is one of four ways a Roster can be created within Discover.
This view option allows Administrators to view all staff and hours at a daily level.

How to navigate the Roster Sheet

1. Day/Date selector: By default, the current week will be displayed, and any day can be clicked on to view the roster. Alternatively, using the calendar icon, admins can easily navigate to a particular day outside of the current week to add/edit/update or view the roster. 

2. Group View Selector: This option enables administrators the ability to view the roster for a particular room/group of staff. Please note these staff will need to be assigned to the group through their staff profile.

3. Roster Menu

	Add Staff Members: By selecting this menu option, admins will be able to add additional team members to their roster enabling them to add tasks for that particular day/date. Click the blue + next to a staff members name to add them.
	Mark as Public Holiday: By selecting this menu item, admins are able to mark all staff as being on a Public Holiday. Please note: Once implemented, this action cannot be reversed.
	Full Screen Mode: This menu option will move the roster to consume the full screen of the device the administrator is using.
	Column View: This menu item allows the administrator to toggle between a large or small column view for their roster. Small: Large:
	Rostered Teachers: Toggling this feature on, administrators will be able to see if they have met the required number of teachers on the roster. Green is meeting, Red is not meeting. Required Teachers: Shows the number of Registered teachers required and rostered, vs any unregistered teachers rostered.
	Application of Rule 44A: Applies regulation 44A to this day, allowing you to use any spare teaching capacity in your under 2's to your total staffing in certain circumstances only.  Please see the ministry handbook for more information about when you can/can not apply this rule.
	Roster Locking / Unlocking: Locking/Unlocking the roster is a way for admins to control historic data to ensure no changes are accidentally made. Once the roster has been completed for a service and any amendments have been actioned within the system.  Please note: Rosters should only be locked for historic data only, not for any future dates. This mitigates any risk that rosters could be changed for any RS7 funding periods. The lock ensures the rostered times are saved. Clock in/out times entered on the tablet by staff will not adjust the locked times
	Roster Lock/Unlock Log: This menu item will enable administrators the ability to view a log of Lock State Changed By Changed On
	Times in Cell: This menu item enables admins to view the task times within the cells.
	Ratio Widget: This menu item enable the ratio widget to appear alongside the Roster Sheet.
	Reorder Roster: This menu item enables administrators to reorder the staff within the roster offering the opportunity to view their holistic roster in a way that is meaningful to them.

4. Registered Staff Percentage: This number will increase/decrease based on the percentage of registered staff teaching throughout the day and any discretionary hours applied (calculated at 10/15 min increments depending on roster settings).

5. Staff Members: This shows the names of the Staff Members rostered. Directly underneath their name, admins have a quick view of their qualifications.

Red: This team member has expired qualifications and requires to update or provide evidence to the admin team who can then update within the Discover platform.

Yellow: This staff member has qualifications that are due to expire soon. 

Blue: This team member is either unqualified or holds qualifications within Discover that are not expired or due to expire within the next 4weeks.

By selecting on the arrow directly underneath the Staff Members name, admins will have the following options:

6. Understanding the Ministry and Room Ratio Requirements: Admins can hover their mouse over each of the time increments to view ratio information. Colours will depend on their ratio, as per below:

Green - if your roster meets the Ministry and room ratio.

Orange - if your roster meets the Ministry ratio for funding purposes, but out of ratio in a particular room. *For Discover to be able to count how many staff are in a particular room you need to assign a specific room to specific tasks.

Red - if your roster meets the Ministry ratio and don't have enough staff at a given time.

7. Extend to Midnight: This will extend the roster view to midnight allowing for inputting of after hours tasks.

Add/Edit/Delete Shifts and Tasks

To assign tasks/ shifts, administrators will navigate as follows:

1. In the menu to the left hand side, select Staff Roster.
2. Navigating the menu across the top of the screen, select Roster Sheet.
3. Use the arrow drop down underneath the relevant staff member, corresponding to the time they will begin, and select a task.
4. Add in any breaks/task changes throughout the day as above.
5. After the last 10 or 15 minute time increment the staff member will be working, select 'Finish' from the drop down.

To Edit

An assigned task can be edited by selecting the arrow at the time they wish to change the shift type and select a new task from the dropdown. 

To Delete / Create Gaps

1. Click on the cell corresponding to the staff member and time the task is to be removed.
2. Tap 'Delete' on the keyboard or select the Blank option in the dropdown arrow.

Quick Tips

• While you can use the mouse for these screens, the spreadsheet options (quick entry and spreadsheet entry) are optimised for keyboard entry.  The entry fields that look like spreadsheets behave like spreadsheets and you can use the arrows to navigate around them, as well as control-c and control-v to copy and paste information from one cell to another. On an Apple device that might be apple-c and apple-v for copy and paste.
• As you type tasks and press enter (type the first few letters, you do not need to type the whole task name), Discover will fill the task automatically down until the end of the day (or until the 'Finished' task, whichever is found first).  You can type over this task at a given point in time to fill it down using another task.  Finally, you can press the delete key on your keyboard to delete a roster entry.
• Copy from Excel. 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.

If you are moving from another software provider

When you onboard with Discover, there may be a chance that you have an overlapping funding period with an alternative software provider. To make this transition as smooth as possible, please follow the steps outlined below.

• Go into your old software and end the children enrolments for the last Friday before Go Live In Discover
• Remove all Calendar entries from your old software prior to Go Live
• Ensure all Invoicing & Parent Payments have been completed

Complete all your normal checks and updates in your previous system then, print and keep a copy of your RS7 up to the cutover date.

Then at the end of the current funding period

• Email the copy you have kept of the RS7 from the old platform.
• Submit the rest of the RS7 electronically via Discover.

On your Go Live Date, your Onboarding Specialist will send an email to the Ministry to advise them of the change in Software.

The Ministry will connect Discover and let us know. We will advise you once this has been completed.

If you are having a change of Ownership

The prior owner will need to download the RS7 for the period they are operating the license and provide this to you. You will need to submit this report to the Ministry via email at RS7 time, and then complete the RS7 for the time you own the centre via Discover.