Office Quick Start Guide

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Office has many helpful features to optimise your service administration.
Over time, you'll develop routines and processes, and fall into a rhythm that suits your work style and service, but if you're new, or if you're onboarding a new administrator, this guide can help you focus on the key features and processes needed to keep your centre running, whilst you navigate your way through the Learning Path at your own pace!

 

New Child Starting at your Service

Step 1 - Waitlisting and/or Enroling a new child

To place a child on the Waitlist, you will need to send the parent/guardian a link to your waitlist (you can also embed this on your website).
You can find this link by heading to the left-side menu > Settings > Service Settings > Enrolment.

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Note: Once the family has completed this waitlist, the child will appear in Office in Profiles > Children (in the search filters, specify "Waitlist").

If you want to skip the waitlist step, and enrol the child directly, you can send the parent/guardian the Enrolment link instead (located directly underneath the waitlist link in the Enrolment settings).
It is important that you send only the waitlist OR the enrolment link - if you send both and the parent/guardian completes both, this can lead to multiple profiles.

Enrolling a child from the Waitlist


If you are ready to enrol a waitlisted child, go to Profiles > Child Profiles > filter by Waitlist status.
Right click on the child's name and click 'Enrol'. This will send an enrolment form to the family, and once completed, you will receive an email notification in the email provided in your centre settings.

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Note: The child will remain on the waitlist, and will not be visible in the Master Roll until their Start Date rolls over. As parents/guardians set the start date when completing the enrolment form, it may be helpful to check this date and make adjustments (if needed) when you receive the email confirmation that the enrolment form has been completed.
You can check the start date by going to Profiles > Children > Select the child > Scroll down to Enrolment Details.

 

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Manual-entry Enrolments.


If you need to enter an enrolment form manually, more information can be found in our New Child Enrolment article (specifically the sections 'Adding a Child Profile without an Enrolment Form, and Adding/Updating Enrolment Details

 

Step 2 - Creating Bookings
Once a new Child's start date has passed, you will be able to add them to the Master Roll.
There's a lot you can do with the Master Roll, and you can find more information here, but the simplest way to create a new ongoing booking is as below:
1) Head to the Left-side menu > Master Roll.
The current week will be displayed, but you will be able to move forwards or backwards to a new week by pressing the arrow buttons at the sides of the current week.

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2) Scroll down the roll until you find the new child, then place a tick in the box to the left of their name.
3) Click the orange '+Add' button at the top of the roll.
4) Select 'Recurring Booking'.
5) Select the date range, select the days to book, select the room, select the fee.
6) Click Create.
7) Click Confirm.
Note: The process for creating a Single/Casual booking is similar, however in Step 4, instead of selecting 'Recurring Booking', select 'Single Booking'.

 

Step 3 - Creating a Government Enrolment
Now the child's bookings are in, these will prefill when you create their CCS enrolment. This guide will show you how to create a CWA, the most common type of enrolment. For all other types of enrolments, please see our CCS Enrolment Master Guide

1) Head to the left-side menu > Child Care Subsidy > Government Enrolments.
2) Scroll down, select the child > + New CCS Enrolment

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3) Select the Start Date
4) Select the Frequency of the booking.
Note: If creating a weekly or fortnightly CWA, check the routine sessions that have populated are correct. These generate automatically per the Master Roll for that week. If you need to manually input these sessions press the blue+ button under each of the days this child will attend and populate the information as required, including session length and cost. 

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5) Complete the additional enrolment information and reason for late submission if relevant. Once completed press Create.

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6) The parent will receive an email notifying them of the CWA. The parents steps are outlined in this article.

 




Marking Rolls & Checking CCS Submissions

Marking Rolls
Attendances can be logged through the Master Roll.
1)
On the left-side menu > Master Roll.
2) Find the child and booking that you wish to add attendances to.
3) To add an attendance, click the+Add button.

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4) Fill out a sign in and out time, select the educator and add a note if applicable. You can click the + Add button again if you wish to add any additional attendances.
5) Click Update.

Checking CCS Submissions
Office will automatically submit session reports at the end of each week.
You will be able to view the submissions and check for errors the following Monday.
1) Left-side menu > Child Care Subsidy > CCS Submissions.
2) Session data for the current week will be displayed. Click on the calendar to navigate to the week you would like to check.

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3) To check for any errors, select this option in the filter dropdown.
4) To view a particular child’s week of sessions, click on the child’s name from the list on the left.
5) When viewing a child’s sessions on the CCS submissions page, you will be able to see:

  • The status of the submission (RECEIVED, PROCESSED, WITHDRAWN, NOT SUBMITTED or HAS CHANGES). If you hover over the status, it will tell you what it means
  • The child’s CCS enrolment ID for that submittable week
  • When it was first and last submitted
  • A list of any errors identified by Office or the government for that submittable week
  • The Actions drop-down menu (please see below for more information)
  • The show raw government record, which is the data provided to the government

For any troubleshooting, or if you need to resubmit attendances, see our CCS Submissions article.




Processing Payments & Invoicing

Debitsuccess Scheduled Payments
If you have been connected to Debitsuccess, Office will automatically schedule payments to be deducted from family accounts.
At the end of each week, any families that have added their bank details will be scheduled in for the following week, based on the outstanding balance on their statements per your billing cycle (arrears/advance). You will be able to see which families have added their bank details by heading to the left-side menu > Reports > Service Reports > Parent Bank Details.

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Scheduled payments can be viewed by going to the left side menu > Financial > Scheduled Payments.
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Amount Due is the amount currently owed by the parent at present time including CCS changes, fee adjustments, booking adjustments, etc; Deductible Amount is the amount that the parent owed when the payment schedule was generated on the Sunday of the week before.
The deductible amount will automatically adjust before the debit if the account is credited in any way.
If you need to manually adjust the amount a parent/guardian is being debited, click the blue 'Adjust' button next to their scheduled payment, enter the new amount, and click 'Save'.

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For more information on Scheduled Payments, please see the guide here.

Manual Payments
If a parent/guardian has paid by EFTPOS, Direct Deposit etc, this payment will need to be added manually.
1) In the left-side menu > Financial > Parent Accounts
2) Scroll to the primary carers account, or search for their name.
3) Click the green payment icon next to the relevant parent/guardian, and you will be taken to the 'Add Payment' screen.

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4) Enter the Payment type, amount, method, date and any comments if necessary, then click 'Add Payment'.

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Manual Charges

Occasionally you may need to add a charge to a family account (eg/ Hat, Excursion fee etc). In Office, these are known as 'Financial Adjustments'.
This is a two-step process in which you will need to first create the charge, then apply it to the account.

To Create the Charge:

1) In the left-side menu > Settings > Service Settings > Pay Items.

2) Add in your item details:

Item name: This is the name of the fee that will appear on parent statements for example: Enrolment fee

GL code: A General Ledger Code (GL Code) is a unique shorthand code or number given to each account in the Chart of Accounts within the Finance system. You can leave this blank if it does not apply to you. 

Amount: You can leave this blank if this fee changes OR add the fee price if it is always the same

Fixed amount: If the fee is always the same and you don't want anyone at your service to be able to change this amount when they apply it to a parent account you should tick this on. Otherwise leave it unticked

3) Click the blue Add button.

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To Apply the Charge:

1) In the left-side menu > Financial > Financial Adjustments 

2) Click on the blue Add button in the top right corner. 

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3) Enter the details of the charge into the fields:

Selecting Children :You can type in multiple children's names in this field and manually click on those you wish to select. You can also choose to select "All Children", "Active Children", "Inactive Children", or "Waitlist Children".

Recurring Fee: You can choose to make a fee recurring over a period of time to be monthly or weekly. 

> Weekly: If selecting Weekly, the account will be charged on the same day each week (Example, first charge is 12th August 2022 being a Friday, the charge will be Friday of each week for the entirety of the recurring setup).

> Monthly: If selecting Monthly, the amount will be charged on the same date each month (Example, if the first payment is 12th August 2022, moving forward all recurring payments will charge on the on the 12th of the month).

Start Date: This is the date that the adjustment will appear on the parent's statement or the date of the first recurring fee.

End Date: Only required if you have chosen a recurring fee.

Type of Adjustment: Miscellaneous Fee (+) will add a charge to the statement, appearing on the Debit side on a parent's statement. Discount/Credit (-) will add a discount to the statement, appearing on the credit side on a parent's statement.

Item: Choose from a list of pay items created via Settings > Pay Items as above.

Amount: The amount you would like to charge the parent/guardian's account. 

Comments: This field is not required however please note, this text will appear on the parent's statement. 

4) Click 'Save'

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Sending Invoices
Office allows you to send Invoices to families in bulk, or individually.

Multiple Families:
1) In the left-side menu> Financial > Parent Accounts
2) Click Bulk Email > Account Statement
3) Select the dates you would like your statement to reflect.
4) Click 'Email All Parents'.

Individual:
1) In the left-side menu > Financial > Parent Accounts
2) Scroll to the primary carers account, or search for their name.
3) Click the purple statement icon next to the relevant parent/guardian, and a statement summary will open. 

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4) Adjust the dates at the top of the pop-up box as needed, then click on 'Email Account Statement'.




Tips & Tricks + Time Savers

Quickview
Quickview allows you to see an overview of any parent/guardian account from anywhere in Office, without the need to navigate to their profile.
Click the Eye icon at the top right of your screen to search for the parent/guardian, then click their name for more details.

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From Quickview, you can view:
  • Guardian contact information
  • Child enrolment details
  • Allergies and/or Dietary Restrictions
  • Bookings
  • Financial information
  • Discounts

Following-up outstanding accounts with Quickview

Quickview is useful in many different circumstances, including following up outstanding debts from the Dashboard.

Here, we can navigate to the Top Debtors widget, to see which families have outstanding balances that need to be addressed.

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From this widget, you can download the parent/guardian's statement, and using Quickview, we can send them a reminder to settle their account.
1) Click on Quickview eye icon.
2) Search for the parent/guardian from your top debtors list.
3) Click 'Send Message'.

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4) This will open a new Post via the Comms Centre in another tab, with the parent/guardian contact information prefilled.
5) Add a title, type your message, and click the Attach button if you downloaded their statement from the Top Debtors widget.
6) Toggle on 'Send as Email' if needed, then click 'Publish.

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7) Your previous tab will still be open on the Top Debtors widget if you would like to repeat this process.

For more information about Posts and communicating with families, please see our Comms Centre article

 

Flagging/Tagging Accounts and adding Notes

Flagging Accounts

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In Office, you can create tags for your parent/guardian accounts, to help keep track of families with special or noteworthy circumstances.
Tags can be created for any situation, however, the more common tags include:
  • Payment Plans
  • ACCS
  • Split Family Accounts
  • Current Debtor
  • Previous Debtor

Note: Only the provider can create tags, but once set up, any administrator can utilise them.

To Create Tags:

1) On the left-side menu, click 'Settings' > Provider Settings.
2) Select Tags > Add
3) Input the tag name, colour and code.
4) Click 'Submit'.

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Using Tags:

1) Navigate from the left-side menu to Financial > Parent Accounts
2) Select the + button located under the Tags column.
3) Toggle your chosen tags on and Save

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Adding Notes

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Office allows you to keep private notes on parent accounts to share with other administrators at your service.
This can help you keep on top of communication history and ensure everyone in your team is up-to-date regarding the account.

1) Navigate from the left-side menu to Financial > Parent Accounts
2) Click on the purple 'Note' icon next to the relevant parent account.
3) A box will pop-up in the middle of the screen for you to type your note into.
4) Once complete, click the paper airplane icon.

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Expiring Documents
Keeping track of children's documents due to expire is made easier by Office's Expiring Attachments feature.
28 days from the date of expiry, a notification will appear on the dashboard under the 'Expiring Attachments' widget. This will remain for 7 days past the date of expiration or until an administrator dismisses it.

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Attachments are uploaded via the Child Profile> Attachments.
1)
In attachments, select the pencil icon.
2) Select the checkbox which says 'This attachment has an expiry date'.
3) Select the date from the calendar or enter manually and press Save.

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To learn more about Expiring Attachments, please see our guide!