Items in childcare centers are the extras that elevate your offerings, providing added value and convenience for families. They go beyond sessions and activities, encompassing the services and supplies that make a daycare experience truly unique and seamless. From art materials to meal options, items are the small but essential touches that ensure every child’s day is complete.
📝 Availability Note: Items availability settings can only be configured on the portal and are not accessible via the mobile app.
📖 Table of Contents
Navigate to the product management section to create and manage items.
A step-by-step guide to setting up and managing items.
Item Name – Define and assign names to your items.
Pricing Rate for Items – Set the pricing structure for individual items.
Setting Ad-hoc Prices – Configure flexible, one-time pricing options.
Setting Group Prices – Define pricing for items based on groups.
Select Applicable Taxes for Items – Choose and apply tax settings for items.
Select Applicable Product Discounts for Items – Apply discount rules to items.
Set Item Availability – Define when items are available for purchase or use.
How to Edit an Item – Modify existing items as needed.
What You Can Edit for Items – Review editable fields and settings.
What Cannot Be Edited for Items – Understand restrictions on item modifications.
Steps to Delete an Item – Learn how to remove an item from the system.
How to Review an Item – Ensure item accuracy and compliance before finalizing.
How to Access the Products Management Page
🖥️ Log in to the Parent Portal:
🔓 Use your credentials to access the portal.
📂 Navigate to Products Management:
📜 Open the main menu from the far-left column of the app.
⚙️ Select the Options tab, then click Products Management for all product setups.
💡 Note: This management tool is available exclusively on the portal.
Steps to Manage and Create Items
🛠️ Navigate to the Item Tab: Select the Item tab on the left panel under Product Management.
📋 View Existing Items: If items have already been created, you’ll see a list of them displayed first.
🕵️♀️ Use the Search Bar: Quickly find a specific item by typing its name.
🪄 Filter Items by Status: Use the status bar to filter for active, inactive, or all items.
➕ Create a New Item: Click the New Item button located in the top-right corner of the list.
🚀 Begin Your Setup: It’s time to customize and finalize the details for your new item. Let’s make it exceptional!
🖊️ Item Details:
📛 Name: Provide a clear and practical name for the item, such as:
"🎒 Backpack Essentials" (for daycare gear or supplies).
"🍎 Healthy Snack Pack" (for nutritious snacks).
"🎨 Art Supply Kit" (for creative activities like painting or crafts).
🏦 Pricing Rate:
Choose a pricing method based on the nature of the session and the needs of parents
1️⃣ Per Item:
Ideal Use: One-time purchases or individual items.
Examples:
🎨 Art Kit: Includes crayons, markers, and drawing paper for $20 per kit. Ideal for one-time creative sessions or special projects.
🍎 Snack Pack: A pre-packed healthy snack, including fruit, crackers, and juice for $5 per pack. Great for occasional meal support during daycare hours.
2️⃣ Monthly:
Ideal Use: Recurring or ongoing services provided throughout the month.
Examples:
🚍 Transportation Services: A $100/month service for daily pick-up and drop-off for children enrolled in the daycare.
🧸 Nap Time Essentials: A $50/month charge for providing blankets, pillows, and cleaning services to ensure comfort during nap times.
💰 Add Pricing
Enter the price based on the selected rate for each item category:
1️⃣ General Price
Definition:
The default price applied to all customers, regardless of group or special conditions.
How to Add:
Enter the item’s base price in the General Price field.
This price will be applicable unless overridden by a group price or ad-hoc adjustment.
Example:
🎨 Art Kit: $20 (default price for all families).
🍎 Snack Pack: $5 (standard charge for any purchase).
2️⃣ Ad-Hoc Pricing
Definition:
A flexible, on-demand price that can be adjusted for one-time scenarios or unique customer needs.
How to Add:
Enter the price when needed during the billing process.
Ideal Usability:
🎉 Special Events: $50 for a one-time holiday gift package.
⏳ Emergency Services: $10 extra for a last-minute supply request or item replacement.
🧑🏫 Custom Requests: $30 for a tailored learning materials pack.
3️⃣ Group Prices
Definition:
Customized pricing assigned to specific groups (e.g., age groups or customer categories) to provide tailored rates.
How to Add:
Select the pricing group from the dropdown menu.
Assign a unique price for the item that applies only to members of that group.
Example:
👶 Infant Group: $25 for a Nap Time Blanket (specialized for infant care).
🏫 After-School Group: $15 for an Art Kit tailored to school-aged children.
📝 Note:
Pricing groups must be created prior to appearing as an option during session creation.
🧾 Select Applicable Taxes for Items
Explanation:
This section allows you to assign specific taxes to an item. Only taxes that have been configured in the Product Taxes setup will appear as selectable options.
📝 Note:
This section will only appear if Product Taxes have been set up in advance. Ensure all relevant taxes are configured under Product Management before proceeding.
⚙️ How It Works:
If an item has a product tax configured and is included in a child’s plan, the tax is automatically applied.
📊 Calculation: The system adjusts the tax amount based on the item’s cost, ensuring accurate billing.
1️⃣ Item Details:
✂️ Product 1: Art Kit
Price: $50
Tax: 5%
🎒 Product 2: Backpack
Price: $30
Tax: None
2️⃣ Plan Details:
🧸 A child is enrolled in a plan that includes both the Art Kit and the Backpack.
3️⃣ Tax Calculation:
✂️ Art Kit (Tax Configured):
Tax Amount: $50 × 5% = $2.50
Total Cost: $50 + $2.50 = $52.50
🎒 Backpack (No Tax):
Total Cost: $30 (No additional tax applied)
4️⃣ Final Plan Cost:
✂️ Art Kit Total: $52.50
🎒 Backpack Total: $30.00
💵 Final Plan Cost: $52.50 + $30.00 = $82.50
💡 Pro-Tip:
For General Taxes, you can select which taxes to apply to the overall invoice directly on the child's plan.
🎟️ Select Applicable Product Discounts for Items
Explanation:
This section allows you to assign specific discounts to an item. Only discounts that have been configured in advance will appear as selectable options to apply.
📝 Note:
This section will only appear if Product Discounts have been set up beforehand. Ensure all relevant discounts are configured under Product Management before proceeding.
⚙️ How It Works:
If an item has a Product Discount configured and is included in a child’s plan, the discount will automatically apply to the item.
🎯 The discount will only apply if it is enabled or explicitly added to the plan during setup.
🖍️ Example
1️⃣ Item Details:
🎨 Product 1: Art Kit
💵 Price: $50
🎯 Discount Configured: "Creative Savings" (10%)
✅ Plan Setup: Discount explicitly added to the plan.
🎒 Product 2: Backpack Essentials
💵 Price: $40
🚫 No Discount Configured or Applied.
2️⃣ Plan Details:
🧸 A child is enrolled in a plan that includes both the Art Kit and the Backpack Essentials.
🎯 Creative Savings (10%) is applied as a discount to the plan.
3️⃣ Product Discount Calculation:
💡 Art Kit:
🎯 "Creative Savings" Discount: $50 × 0.1 = $5
💸 Discounted Price: $50 - $5 = $45
🎒 Backpack Essentials:
🚫 No Discount Applied: Price remains $40.
4️⃣ Final Plan Cost:
🎨 Art Kit Total: $45
🎒 Backpack Essentials Total: $40
💵 Final Total: $45 + $40 = $85
🌟 Key Takeaway:
Discounts are only applied to products configured with them and explicitly added to the plan, ensuring flexibility and precision in billing.
📌 Set Availability:
Define the session’s availability and ensure that at least one day is selected.
Select All Days:
Click and choose this option to make the item available every day without restrictions.
Select Individual Days:
Customize the item’s availability by selecting specific days it can be used or applied
🗂️ Save Your Item Settings
Save the settings after reviewing to ensure the item is configured to meet the specific needs of your center.
✏️ How to Edit an Item
Locate the Item: Go to the Billing Management section and find the item you wish to edit.
Access Edit Options: Click the three dots (⁝) next to the item.
Select Edit: From the dropdown menu, choose Edit to make changes to the item’s configuration
⚠️ Disclaimer
📢 Notification:
"Note: Price change will affect non-invoiced products."
This notification indicates that any price changes you make will only apply to:
Upcoming invoices 📅.
Future billing periods that have not yet been charged.
❌ What It Won’t Affect:
Changes will not retroactively affect already invoiced items, ensuring past invoices remain consistent and accurate. ✅
🔔 Important Notes
Not all aspects of an item can be changed if it’s already applied within a billing schedule.
See below for details on what you can and cannot edit.
✅ What You Can Edit for Items
🧸 Prices:
General Price: Update the standard price for the item.
Group and Ad Hoc Prices: Adjust pricing for specific groups or unique scenarios.
🎨 Taxes and Discounts:
Taxes: Add or remove applicable taxes for the item.
Discounts: Apply, modify, or remove discounts associated with the item.
📅 Excluding Items on Closing Days:
Change the settings to exclude the item from billing on specified closing days.
❌ What Cannot Be Edited for Items
🛍️ Rate Type:
If the item’s rate type is set to per item, this cannot be changed once it’s applied to a billing schedule.
💲 Selecting or Deselecting Pre-set Pricing Types:
You cannot add or remove Ad-Hoc Pricing, Pricing Groups, or the General Price once assigned.
However, the price itself can still be updated as needed.
🏪 Availability Days:
The availability days for an item cannot be adjusted once the item has been assigned to a schedule. To modify availability days, the existing schedule must be cleared or reset, and the item must be reassigned with the updated availability configuration.
❌Steps to Delete an Item
🐝 Navigate to the Item List : Go to the item list under Product Management.
🦕Select the Item: Click the three dots (⁝) next to the item you want to delete.
✘ Choose Delete: From the dropdown menu, select Delete.
✅ Confirm the Deletion: A confirmation prompt will appear asking if you’re sure you want to delete the item.
Click "Yes" to proceed.
🚨Important Notes for Deleting Items
🖇️ Associated Billing Schedules:
If the item is linked to an active billing schedule, deletion will be restricted to prevent conflicts.
To proceed, you may need to first unlink the item from any associated schedules.
✘ Permanent Deletion:
Deleting an item is irreversible. Double-check that the item and any related data are no longer needed before confirming the action.
📝 How to Review an Item
Locate the Item
Navigate to the item list under Product Management
Open Item Details
Click on the item name to view its detailed information.
Edit or Delete (If Needed)
Use the ✏️ Edit icon to modify the item details.
Use the 🗑️ Delete icon to remove the item if it is no longer needed.
Pro Tip 🧠
You can mark products as non-chargeable (💲❌ not billed) for days when the daycare or organization is officially closed. This ensures accurate and fair billing for parents and guardians.
📖 For more details, check out our step-by-step guide: Set Non-Chargeable Products for Closing Days: A Complete Guide