Kangarootime Overview Guide

Modified on Wed, 6 Mar at 1:03 AM

This guide is designed to assist Employees with using the day to day features of Kangarootime.

Navigate to Families in the menu, then select Accounts from the dropdown options.

Select + Add Account

Enter Child Information and Primary Contact details, then Save.

Once saved, you will be automatically directed to the newly created account. Here you can add more information to the account under the following tabs:

  • Profile: View children linked to account and add additional children, view account balance including any unsubmitted/pending payments.
  • Contacts: View Primary and Secondary (Emergency) contacts, add any additional contacts and edit contact permissions.
  • Contracts: Add or update the child/ren's contracts.
  • CCS: View CCS Entitlements, add CCS Enrolments, add ACCS Certificates and Determinations.
  • Billing: see below
  • Agency: View any Programs the child is linked to.
  • Internal Notes: Add/view any notes on the child or conversations with families. These are only able to be viewed internally by your employees.

Under the Billing tab:

  • Overview: View any payment methods associated with the account, add payment details (Credit Card and Direct Debit details), view the account's total balance.
  • Transactions: View all account transactions, add manual transactions.
  • Payments: View historical and upcoming payments, view status of payments, add payments that have been received to the centre other than by Direct Debit, e.g. EFTPOS, Direct Deposit, BPay.
  • Statements: View statements that have been sent to the Primary Contacts for the account, create a manual statement for the individual account.
  • Discounts: Apply discounts to the account, e.g. Staff Discount
  • Setup: Set Billing Cycles for the account, add Transaction limits.


Adding Child Information

Navigate to Families in the menu, then select Children from the dropdown options.

Select the Child Profile by searching for the child's name, then selecting the profile.

  • Profile: Add and view child details (e.g. name, CRN, DOB, ATSI status etc.), view/add tags that relate to the child, add and view emergency contacts
  • Contacts: View contacts associated to the child, including their relationship type.
  • Health & Wellness: Add and view allergies, medical conditions or restrictions for the child.
  • Immunisations: View and update immunisations records.

 
 

Marking Children's Attendance

Navigate to Attendance in the menu, then select Attendance/Bookings from the dropdown options.

Scroll down past the Overview table and select Times

Ensure that the Date/Week view is set to Day.

Under the Actions column on the right hand side, you can:

  • Select the Tick to check in the child for the current time on the device you are using.
  • Select the A to mark the child as absent. You can mark the absence as a Standard, Additional or Holiday absence.
  • Select the three dots (... ) to View/Edit the attendance, or Remove to remove the attendance if the session has not been marked as absent or with any time entries. You will be prompted to confirm the removal of the session.

 


Charging a Class 

Please note that attendances for the current day should be marked through the KT Kiosk, but in the event of marking a past attendance the steps below will need to be used. 

Navigate to Attendance in the menu, then select Attendance/Bookings from the drop down options.


Scroll down past the Overview, then select the Finance Tab

Select Day or Week Date range you wish to charge

To charge one child only select the three dots (... ) under the Actions column on the right hand side and select Charge (this can be done daily or weekly).

To charge multiple children, select the tick box beside the children you wish to charge and select the $ symbol at the top to charge (this can only be done per day, and if all children selected have not had their sessions charged).

To charge all children select the tick box beside Child column at the top of the menu and select the symbol at the top to charge (this can only be done per day, and if all children selected have not had their sessions charged).

 

Adding a Casual Session

Navigate to Attendance in the menu, then select Attendance/Bookings from the drop down options.

Select the + Add Session button

Input the following:

  • Date for the casual session
  • Class the child will be attending
  • Child that the session is for
  • Fee to be charged for the session
  • Save


Creating an ISS Case Claim

Navigate to Subsidies in the menu, then select IS Cases from the drop down options.

 Select the downwards arrow on the far right of the case you are needing to make a claim for.


Select the Create Claim button.

  1. 1. Ensure you have selected the correct payment type and week ending date you are creating the claim for.
  2. Under Child Information select child/ren that you are claiming for.
  3. Enter the number of F2F and Non F2F hours that you are needing to claim.
  4. Under Educator Information select the Employee Profile for the Educator that you are using for the claim.  
  5. If your Educator does not have an employee profile in Kangarootime, select Add Temporary Educator to add another Educator. Enter the Educator's name.
  6. Beside each educator, enter the number of hours for each day that educator is responsible for.
  7. Tick the Declaration checkbox.
  8. Select Submit.
 

Running a Manual Statement Run

Navigate to Billing in the menu, then select Statements from the drop down options.

Select + Manual Run to create a statement that is not scheduled

Outline the period you want to display on the statement by selecting the relevant dates 

Select Run

 

Scheduling Statement Runs

Select + Schedule Statements to set a schedule for the statements to automatically run.

Select start date for statements to be scheduled from, and ensure the Enable? switch is ONOutline the period you want to display on the statement, select Save Changes.

Under Message you can write a message that you would like to see displayed on the statements (ensure you type this before creating a manual run or the issue date of scheduled statements) and select Save.


Under the Message text box is a log of dates statements have been run for, you can select the dropdown box to see further details such as:

  • Account Name: that statement is associated with,
  • Email: that the statement was sent to,
  • Status: indicates the status of the sent statement,
  • Seen: indicates if the statement has been opened,
  • View Statement: open the statement that was issued to see what the account holder has received.
 

Managing and Reviewing Payments

Navigate to Billing in the menu, them select Payments from the drop down options to see the payments dashboard and add payments.


  • Unsubmitted: These payments have been created but not yet sent for processing by the merchant. They will be sent for processing on the date specified on the payment.  
  • Pending: These payments are sitting with the merchant for processing.
  • Unsuccessful: These transactions have been attempted to be processed by the merchant but have returned a declined error message (e.g. insufficient funds, invalid account). The Fat Zebra Transactions Report will give you more information on why the payments were unsuccessful.
  • Flagged: Flagged payments will need to be Approved for the payments to process. Flagged payments will need to be checked each day as they only become flagged the day they are set to process. Payments can flag for a few reasons, please see Actioning Payments for more information.
 
 
 

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