What is the Document Center?
Imagine having all your daycare’s important files—enrollment forms, permission slips, activity plans—organized in one secure and accessible place. That’s exactly what the Document Center is for!
With this tool, you can upload, categorize, and share essential documents effortlessly. Whether it’s a parent looking for a permission form or a staff member needing a schedule, the Document Center makes sure everything is just a click away. Say goodbye to clutter and hello to seamless file management!
🍀 Note
The Document Center is accessible on both the app and the portal. While the portal will be referenced as the default platform for instructions, any differences between the app and portal functionalities will be clearly highlighted to ensure ease of use across both platforms.
Table of Contents
provides step-by-step instructions on accessing the Document Center
How to Access the Document Center on Portal - Step-by-step guide to logging in and locating the Document Center via the web portal.
Accessing on the App - Detailed instructions for accessing the Document Center on mobile devices.
This section breaks down how files are organized, categorized, and stored.
My Files Section - Overview of what the My Files section includes.
Shared With Me Section - Description of the Shared With Me section and its functionality.
Explains who has access to manage documents, outlining the roles and permissions assigned to company owners, admins, and staff. It clarifies who can upload, edit, share, and delete files, ensuring controlled access and security.
This section explains who documents cannot be shared with and why
Explains How to Upload Documents and Create Folders in the Document Center
Uploading and Locate Documents on the Portal - Step-by-step guidance to upload documents from the web portal
Uploading Documents into Folders - Step-by-step guidance to upload files directly into specific folders for better organization.
Uploading Documents and Creating Folders on the App -
Detailed steps for uploading documents and creating Folders directly through the mobile app.
Creating Nested Folders on the App and portal - How to organize your files by creating folders inside existing folders.
How to Share Documents and Folders with Staff, Groups, or Children
Sharing a Single File or Folder - How to share a specific folder or document
Sharing a Group of Files or Folders -How to share a group of folders or documents at once
How to Un-share Documents and Folders - Step-by-Step Instructions to revoking Access to a document or folder for Staff , Groups or Children.
Explains where documents shared with children can be found
Moving a File or Folder - Steps to Move Within the Same Folder, Directory, or to a Different Location
Renaming a Document or Folder - Guidelines for Renaming Files or Folders
Deleting a Document or Folder - Steps to Permanently Remove Files
Learn how the system tracks and determines who received the shared content based on staff permissions and recipients.
Getting Started with the Document Center °❀⋆.
⋆˚✿˖°How to Access the Document Center❓
On the Portal
1️⃣ Open the Menu:
Navigate to the menu on the far-left side of the portal.
2️⃣ Select "Operational Hub":
Click on the Operational Hub option in the menu.
3️⃣ Choose "Documents":
Under the Operational Hub, select Documents to access the tool.
On the App
1️⃣ Launch the App:
Open the app on your device.
2️⃣ Navigate to Documents:
In the footer menu, select the fourth tab to the left called "Tools", then choose Documents to access the tool.
⋆🍓˚‧｡⋆ Overview of the Document Center Components
The Document Center is your go-to tool for organizing, storing, and sharing important daycare files. It’s designed to ensure seamless document management, keeping everything accessible and secure across both the portal and the app.
🗂️ Key Sections
1️⃣ My Files
What It Is❓
This section contains all the documents you’ve personally uploaded to the Document Center.
It’s your private storage space for organizing files such as forms, activity plans, or administrative documents.
Features
1️⃣ Upload & Organize
Quickly upload files directly into the Document Center.
Group documents into folders based on categories such as "Daily Reports," "Field Trip Forms," or "Parent Notices."
Keep everything neat and easy to find with a clear folder hierarchy.
2️⃣ Edit & Manage
From this section, you can:Rename files to ensure clarity, especially when working with similar document types.
💡 Example: Change "Doc_2023_001" to "June Field Trip Form."
Share files with other staff or groups for collaboration.
Share parental consent forms with room staff or distribute activity plans with your admin team.
Move files between folders to maintain an organized structure.
Move documents from "Drafts" to "Finalized" folders for better workflow management.
Delete outdated or no longer needed files to keep your storage clutter-free.
Important Note ☘️
To perform these actions, you must have the "Manage Internal Documents" permission.
Company Owners and Location Admins: Automatically have this permission.
Regular Staff:
Must be assigned this permission by an admin.
Without it, staff can:
Only view and read files that are shared with them.
Access previously uploaded files if they had the permission before but cannot upload, organize, edit, or share new documents.
This setup ensures file management is secure while maintaining the flexibility for authorized users to organize and share documents effectively.
3️⃣ Access Anywhere:
Your files are synced across the portal and app, ensuring they’re available wherever you need them.
2️⃣ Shared with Me
What It Is:
This section lists all the files that have been shared with you by other staff members or administrators.
It’s a collaborative space where you can access shared documents without needing direct uploads.
Features
1️⃣ View-Only Access
If a file or folder is shared with view-only permissions, you can:
📖 Open and read the document or contents in the folder.
2️⃣ Ownership or Full Access
If you are granted ownership or full access, you can:📨 Re-share: Share the file or folder with others as needed.
🖊️ Rename: Update the file or folder name for better organization.
🗑️ Delete: Remove the file or folder.
Important Note on Deletions ˚˖𓍢ִ໋🍃˚
🚫 Deleting a Shared File or Folder:
If you delete a shared file or folder and you have ownership, it will be permanently deleted for everyone who has access to it.
Ensure all collaborators agree before making changes to shared files to avoid accidental data loss.
🤹🏽 Roles and Permissions: Who Can Upload and Manage Documents?
🏡 Company Owners and Location Admins Accessibility
🟢 Permission: Automatically Granted
Company Owners and Location Admins have full access to manage documents and folders within the system. Their permissions are comprehensive, ensuring they can perform all necessary administrative tasks.
Key Details:
1️⃣ Company Owners
Access Scope: They have access to all locations within the company.
Responsibilities: Oversee document management across multiple locations, ensuring consistency and efficiency.
2️⃣ Location Admins
Access Scope: Their access is restricted to their assigned location(s).
Responsibilities: Manage documents and folders specifically for their location, enabling localized control and organization.
Why This Difference Exists:
The separation of permissions ensures that:
Company Owners can maintain a bird’s-eye view of the entire organization and make high-level decisions.
Location Admins can focus solely on their designated location, avoiding unnecessary access to unrelated data and improving operational efficiency.
🧩 What They Can Do?
1️⃣ 📂 Upload New Documents and Folders
They can add files or create folders directly in the Document Center.
Ideal for storing important organizational materials, such as policies, schedules, or announcements.
2️⃣ 🗂️ Organize Files and Folders
Rearrange documents they’ve uploaded into specific folders for better structure.
Move files between directories or within folders for optimal organization.
3️⃣ ✏️ Manage Documents
Rename: Edit file or folder names to make them more descriptive.
Move: Shift documents or folders to new locations as needed.
Delete: Remove outdated or unnecessary files and folders permanently.
4️⃣ 🌍 Share Documents With:
All Staff Members: Share files with individual staff or the entire team for easy collaboration.
All Children: Assign files to specific children, such as progress reports or activity sheets.
All Groups or Classes: Distribute learning materials or announcements to designated groups.
Entire Location: Share general documents, like policies or notices, with everyone at a location simultaneously.
📒♡ Note:
Location Admins: Can only Upload and Manage documents within their assigned location.
Company Owners: Can Upload and Manage documents across all locations of the company.
⛹🏾 Regular Staff Accessibility
🟡 Permission: Requires the "Manage Internal Documents" permission, which must be assigned by their Location Admin or Company Owner.
Without Permission:
🔍 Can Only:
View and read files shared with them by others.
Access and read previously uploaded files if they had permission before but lost it.
❌ Cannot:
Upload new documents.
Organize files into folders.
Rename, move, or delete documents.
Share files with others.
With Permission:
Upload new documents and folders.
🗂️ Organize files and documents they have uploaded into folders.
✏️ Share, rename, move, and delete documents.
Staff with permission can share and unshare documents with:
All staff 👩🏫
All children 👶
Specific groups or classes 🏫
The entire location at once 📍
🐌 Document Sharing with Inactive and Upcoming Children
Who Cannot Receive Shared Documents?
🚫 Inactive Children:
These are children who are no longer actively enrolled in the daycare (e.g., withdrawn or graduated).
Documents cannot be shared with inactive profiles because they are no longer associated with active classrooms, groups, or daycare activities.
🚫 Upcoming Children:
These are children who are enrolled but have not yet started attending daycare.
Since they are not yet part of active classrooms or groups, document sharing is restricted until their start date.
Why This Restriction Exists?
1️⃣ Relevance:
Prevents unnecessary sharing of documents with profiles that are not currently engaged in daycare activities, ensuring files are only shared with actively involved participants.
2️⃣ Privacy:
Protects sensitive information by ensuring that documents are only accessible to current and active participants.
3️⃣ Accuracy:
Ensures shared documents align with active enrollment, avoiding confusion or mismanagement of permissions.
📌 Note:
Documents can be shared with staff who do not have an active account, except for those who have not been assigned a role or granted system access.
🧗 How to Upload and Create Folders in the Document Center
Uploading Documents on the Portal
1️⃣ Access the Document Center (On the Portal)
navigate to the Document Center from the Operational Hub in the main menu.
2️⃣ Click "Upload Document"
Select the "Upload" button located in the top-right corner of the screen.
3️⃣ Choose Files
Browse your device to select the file(s) you want to upload.
Click Open to upload the selected files into the documents section or the default directory.
Where to Find Uploaded Documents
All uploaded documents will be listed under "My Files" for easy access and management.
Uploading Documents into Folders
Navigate to the Folder:
If you want to upload a document directly into a specific folder, first open the desired folder under "My Files".
Upload the Document:
Once inside the folder, click on "Upload Document" to add your file directly to that location.
Creating and Managing Folders on the Portal
Steps to Create a Folder
📁 Click "Create Folder"
Locate and click the "Create Folder" button in the portal's file management section.
🖋️ Name the Folder
Enter a name for your folder in the provided text field.
✅ Click "Create Folder"
Confirm your action by clicking the "Create Folder" button.
📂 Using Nested Folders on the Portal
Note:
You can create folders within other folders.
If a folder is open when you create a new folder, the new folder will be created inside the currently open folder.
This allows for organized, hierarchical folder structures.
Uploading Documents and Creating Folders on the App
Steps to Upload Files on the App
1️⃣ Launch the App:
Open the app on your device.
2️⃣ Navigate to Documents:
In the footer menu, tap on the fourth tab from the left labeled "Tools", then select Documents to access the tool.
3️⃣ Upload Your File:
Tap the orange plus (+) button.
Select "Upload Document" from the options.
Browse your device and choose the file(s) you want to upload.
📂 Steps to Create a Folder on the App
Under Tools
Navigate to the Tools section on the app.
Tap the orange plus (+) button.
📁 Select "Create Folder"
From the list of options, choose "Create Folder".
🖋️ Name the Folder
Enter a name for your folder in the text field provided.
✅ Save the Folder
Tap the "Save" button to confirm and create the folder.
Using Nested Folders on the App
📌 Note
Create Folders Within Folders:
You can organize your files by creating folders inside existing folders.
How It Works:
If a folder is open when you create a new folder, the new folder will automatically be created inside the currently open folder.
📚 Why It’s Useful:
This feature allows you to build a hierarchical folder structure for better organization and easier navigation.
📂 How to Share and Un-share Documents and Folders
You can share files or folders uploaded under "My Files" or files shared with you under "Shared with Me" (if you have the necessary permissions to manage those files).
📄 Sharing a Single File or Folder
Steps to share a single file
🔍 Locate the File/Folder
Navigate to "My Files" or "Shared with Me".
Find the file or folder you want to share.
📋 Select "Share"
Click the three dots next to the file or folder.
From the dropdown menu, choose "Share".
👥 Search for Recipients
In the "Search for Recipients" field:
Type the name of the recipient or select one from the dropdown list.
You can share with:
📚 Whole Classes
👩👦 Individual Children or Staff Members
👥 Groups or Subgroups
🌍 Entire Location (all children and staff members).
🔑 Set Permissions (For Staff Only)
If the recipients are staff (individual or group, e.g., "Butterflies - Staff Only"):
👁️ View Only: Select the eye icon for "Can View."
🖋️ Edit Access: Select the pen icon to grant editing permissions.
Note:
Children or families can only have viewing permissions for shared files.
🧩Click "Add"
After selecting a recipient, click "Add" to include them in the list of members the file or folder is shared with.
➕ Add More Recipients
Repeat the process to add more recipients as needed.
📤 Share the File/Folder
Once recipients have been added, click "Share" to complete the process.
Note:
The "Share" button will only be available once at least one recipient is added to the list.
.☘︎ ݁˖ Sharing a Group of Files or Folders
Sharing multiple files or folders at once is a convenient way to distribute documents to multiple recipients. Here’s how to do it:
📋 Steps to Share a Group of Files or Folders
Note: This feature is available exclusively on the portal.
🔍 Select Files or Folders:
Navigate to "My Files" or "Shared with Me".
Check the checkboxes next to each file or folder you want to share.
📤 Use the "Share" Option:
Once multiple files or folders are selected, a "Share" button will appear in the top right corner of the screen.
Click the "Share" button to proceed.
👥 Choose Recipients:
In the "Search for Recipients" field, type the names of individuals or groups or select them from the dropdown list.
🔑 Set Permissions (For Staff Only):
If sharing with staff, choose their permissions:
✅ Share the Files:
Once all recipients are added, click "Share" to complete the process.
Note: Each folder or document will have the new recipient added during a group share listed separately in their respective recipient lists.
🍃 How to Un-share Documents and Folders
Sharing documents and folders is an essential way to collaborate and communicate effectively. However, there may be times when you need to revoke access to specific recipients, such as staff members, groups, or children. Follow these steps to un-share a document or folder and remove it from their access:
Step-by-Step Instructions
1️⃣ Locate the Document or Folder
Begin by navigating to the section where the document or folder is stored.
Identify the specific file or folder you want to un-share.
2️⃣ Open Sharing Options
Click on the three dots (⋮) next to the document or folder.
From the dropdown menu, select "Share" to access the sharing settings.
3️⃣ Manage Sharing Settings
In the "Shared With" section, you will see a list of all recipients who currently have access to the file or folder.
Review the list and identify the recipient(s) you want to remove.
4️⃣ Remove Recipients
Next to each recipient's name, click the "X" icon to remove their access.
Repeat this step for each person, group, or child you wish to un-share the file or folder with.
5️⃣ Save Changes
Once all unwanted recipients have been removed, click "Share" (or "Save", depending on your platform) to confirm your changes.
🔒 What Happens After Un-sharing?
The document or folder will no longer appear in the recipient's account:
For children: It will be removed from their profile.
For staff: It will no longer be visible under their "Shared With Me" section.
Key Notes
If you only want to adjust permissions (e.g., from "Edit" to "View Only"), you can update access rights without fully un-sharing the file.
Be cautious when un-sharing files with groups, as it will affect all members of that group.
📂 Where to Locate Documents and Folders Shared with Children
Any file or folder shared with a child is accessible through their personal profile in the dedicated Documents section. Follow these steps to locate and view the shared items:
Steps to Locate Shared Documents
🔍 Search for the Child's Profile
Use the search bar at the top-right corner of the screen.
Type the child's name and select their profile from the results.
📁 Go to the Documents Section
Once on the child's profile, navigate to the Documents tab.
📂 Select the File or Folder
Browse the list of shared documents or folders under the Documents section.
Click on the desired file or folder to open it.
📄 View the Document
Select the file to read its content or review its details.
📂 Move, Rename, or Delete a Documents or Folder
You can manage your files or folders easily by using the three dots menu next to the document or folder.
🚚 Move a File
Locate the File
Go to "My Files" or "Shared with Me" and locate the file or folder you want to move.
🪐 Select "Move To"
Click the three dots next to the file or folder.
From the dropdown menu, select "Move To."
📂 Choose the Destination
1️⃣ Move Within the Same Folder or Directory
By default, the visible folders displayed are those within the main folder or directory where the file currently resides.
If the file is already inside a folder, you can select another subfolder within the same folder to move it.
📖 Example: Moving a File Within the Same Folder
Scenario: The file "Happy Kiddos Daycare Policies & Procedures" is in the "Administrative Docs" folder, and you want to move it to the 📝 Meeting Notes subfolder, which is also inside Administrative Docs.
Steps to Move the File:
🔍 Locate the File:
Open the "Administrative Docs" folder under "My Files".
Find "Happy Kiddos Daycare Policies & Procedures".
📋 Select "Move To":
Click the three dots next to the file.
From the dropdown menu, select "Move To."
📂 Choose the Destination:
The visible folders will be subfolders within "Administrative Docs".
Select 📝 Meeting Notes from the list.
✅ Confirm:
The file will be moved from "Administrative Docs" folder to the 📝 Meeting Notes subfolder.
2️⃣ Move to a Different Folder
If you want to move a folder to another location, whether to a different folder or the main directory, you need to exit its current folder first.
Locate the document or folder you want to move.
Click "Move To" from the three dots (⋮) next to it.
Use the back arrow next to the current folder name to exit the folder and navigate back to:
The main directory
Another folder within the system
Select a different folder to move the file into, or place it directly in the main directory.
📖 Example: Moving to a Folder Outside the Current Directory
Scenario:
You need to move the "Happy Kiddos Daycare Policies & Procedures" document from the "Administrative Docs" folder to another location, such as the main directory or another folder.
Steps to Move the File:
Locate the document or folder you want to move.
Click "Move To" from the three dots (⋮) next to it.
🔙 Click the Back Arrow: Navigate back to the main directory or another main folder (If current folder where the file exists resides in another folder) by clicking the back arrow next to the current folder name.
The Home directory
Another folder within the Home Directory
Choose a New Folder:
Once you have navigated out of the current folder, follow these steps to move your file:
Navigate to the Desired Location : From the main directory or the previous directory where the file was located, browse the list of available folders.
Select the New Folder: Click on the folder where you want to move the file.
If you want to place the file directly in the main directory, do not select a folder and just click "Move" to finalize the action.
💡 Tip: Double-check that you’ve selected the correct folder before confirming the move to avoid misplacing important files.
✏️ Rename a Document or Folder
Renaming a document or folder is a straightforward process. Follow these steps:
📋 Steps to Rename
🔍 Locate the Document or Folder
Go to "My Files" or "Shared with Me" and find the document or folder you want to rename.
📋 Select "Rename"
Click the three dots next to the file or folder.
From the dropdown menu, select "Rename."
🖋️ Enter the New Name
Type the new name for the document or folder in the text field provided.
✅ Save the Changes
Click "Save" to confirm the new name.
❌ Delete a Document
Deleting a document is simple and ensures that unwanted files are removed to keep your storage organized. Follow these steps:
📋 Steps to Delete a Document
🔍 Locate the Document
Go to "My Files" or "Shared with Me" and find the document you want to delete.
📋 Select "Delete"
Click the three dots next to the document.
From the dropdown menu, select "Delete."
🔔 Confirm Deletion
A confirmation message will appear.
Click "Yes" or "Confirm" to delete the document permanently.
☕ Sharing Documents and Folders: Who Receives What?
When you share documents or folders in the Document Center, you can specify the recipients and their permissions. The system tracks and displays who received the shared content, ensuring transparency and accountability.
Recipients are assigned one of the following permissions:
View-Only Access: Recipients can open and read the document but cannot edit or re-share.
Full Access (Ownership): Recipients can edit, rename, re-share, or delete the document or folder.
Who Receives the Document?
1️⃣ View Sharing Details
Each shared file or folder includes a "Shared With" section where you can see a list of recipients.
How to Access the "Shared With" Section
🔍 Locate the File or Folder:
Navigate to "My Files" or "Shared with Me".
Find the file or folder you want to check.
📋 Select Three dots:
Click the three dots next to the file or folder.
From the dropdown menu, choose "Share"
👥 Check "Shared With":
Inside the "Details" page, look for the "Shared With" section.
This will display the list of recipients the file or folder has been shared with along with their permission.
Recipients Can Include:
👩🏫 Individual Staff Members or Children:
Staff: Share documents like lesson plans, activity schedules, or internal memos with specific team members.
Children: Share personalized activity sheets, permission forms, or progress reports directly linked to a child’s profile.
👥 Groups or Classrooms:
Share resources like weekly lesson plans, notices, or event details with entire classrooms or groups.
Recipients include all staff and parents associated with the group.
🏫 Entire Location:
Share files relevant to the whole daycare, such as policy updates, fee schedules, or special event announcements with all staff and parents in a location.
Why This Matters ❓
This system provides clarity about who has access to shared content and ensures appropriate permissions are in place, fostering effective collaboration and secure document management. 🌟
📂 Who Receives What File Based on Recipients ❔
Company Owners & Location Admins
What They Receive ❓
📁 Folders and Documents Shared with the Entire Location (Staff Only)
These are files that are shared exclusively with staff members across a specific location.
Example:
Training Manuals
Recipient: Happy Kiddos Nursery (Staff Only)
Purpose: Provide resources for professional development and skill enhancement.
💡 Example:
"Employee Guide: Positive Behavioral Reinforcement Techniques"
What they do Not Receive ❌ ❓
🚫 Files Shared with Individual Staff Members
Files specifically directed to one or a selected group of staff members.
Example:
A performance review document shared only with one teacher.
A training session invite shared with a select group of teachers.
🚫 Files Shared with Individual Children
Documents meant for one or a selected group of children.
Example:
A personalized progress report for a single child (e.g Natalia)
A permission form shared with a specific group of children ( James, Natalia, and Rose)
🚫 Files Shared with Specific Classrooms or Groups (Staff and Children)
Files meant for specific classrooms, groups, or a selection of them . These can be shared exclusively with staff, children, or both.
Examples
1️⃣ Lesson Plans for Staff Only
Recipient: Room A Staff Only
Purpose: Share educational resources and schedules with staff members to guide classroom activities.
💡 Example:
"Weekly STEM Lesson Plan for Room A (Oct 23–27)"
2️⃣ Activity Guides for Children
Recipient: Pre-K Group and Butterflies Classroom for Children only
Purpose: Provide detailed instructions for activities planned for a specific group, ensuring everyone is informed.
💡 Example:
"Pre-K Halloween Arts and Crafts Guide"
🚫 Global Documents Shared Across the Entire Location but Designated Children-Only
Files intended for children or their parents but not visible to staff.
Example:
An activity sheet shared with all children enrolled in the location, excluding staff.
Staff Members: File Access Overview
What They Receive ❓
1️⃣ Files Shared Directly with Them
💡 Example:
A training manual shared exclusively with "Ms. Taylor" for professional development:
"Positive Classroom Management Techniques"
2️⃣ Files Shared with Their Main Classrooms (Staff Only)
💡 Example:
Weekly lesson plans for "Room A Staff Only":
"STEM Activities for Week 5 – Room A"
3️⃣ Files Shared with Their Main Groups (Staff Only)
💡 Example:
Guidelines for organizing Pre-K group activities Staff only:
"Pre-K Activity Planning Guide"
What They Do Not Receive ❌ ❓
1️⃣ Files Shared with Their Managed Classrooms (for Staff or Children)
💡 Example:
"Daily Progress Reports" for Room B children (if Room B is managed but not the staff member's main classroom).
2️⃣ Files Shared with Their Managed Groups (Staff or Children)
💡 Example:
A parent notification for the Toddler Group for staff and children (if the group is managed but not their main assignment):
"Field Trip Consent Form – Toddler Group"
3️⃣ Files Shared with Specific Children (Whether in Staff's Main or Managed Classrooms/groups)
💡 Example:
An individual progress report shared with a child in their managed or main classroom or group:
"Anabella Young – Weekly Progress Report"
Dynamic Sharing
🌀 Automatic Updates:
When a staff member or child is added to a channel, group, or classroom with shared files, those files will automatically become available to them.
Conversely, if they are removed, access to those files is revoked.