What Happens During Onboarding?

Modified on Wed, 3 Apr at 11:14 AM

The first steps in setting up your Kangarootime software is an integral part of your journey with us. We want to set a strong foundation and set each person up for success, ensuring that comfort and confidence are embedded in daily use!

To set the scene for success we ask that you answer various questions before we begin. This allows us to know who needs to do what and when do they need to do it. We don't want to throw eight hours worth of videos and webinars at a person, wish them well and check in with them in a few weeks. We want to know what each person is responsible for in their daily role so that we can give them the information they need before they need it.

An onboarding plan is below:

Pre Go-Live Tasks

Feel free to utilise our Onboarding Checklist as you work through completing the necessary tasks.

Kangarootime Sales and client to decide on a approximate go live date. Schedule a Discovery Session with the Implementation team and client. Client needs to complete the Fat Zebra application sent by Sales and the Go-Live Data sheet sent by Implementation.
Implementation team to have discovery session and to share discuss process of migration and what details are required for Go-Live Data collection if its not yet returned.
Kangarootime to send parent letter and DD Forms for client to notify families.
Client will need to create a Kangarootime User in your current software and send Kangarootime the required log in details with the Go-Live Data sheet returned.
Client to clean up data in existing software, including ensure children and primary contact have the correct CRN and DOB entered on their contacts using the Data Quality Check sent by Kangarootime. Personnel in PRODA should be cleaned, as all personnel records that are linked to the Provider ID will be imported, please remove any personnel links that are not required to be imported.
Kangarootime will create a user for Owner or main contact in Kangarootime.
Client to check any room devices are able to access www.k2.kangarootime.com.au for the attendances screen.
Client to download Kangarootime Kiosk from the relevant app store on all sign in devices.
Week prior to migration Client (MOC) to Generate a new B2B device in PRODA, and provide Kangarootime with the Device Name and Code and also the CCMS user credentials for ISS. This is then entered into Kangarootime to be able to migrate CCSS and CCMS data.
Client to create employee profiles, and set roles and permissions for their different user groups.
Client to get reports for medical/allergy information from current software as this will be manually entered into Kangarootime.
On the Friday prior to go live date the service needs to submit all attendances at close of business and ensure that they are successful in the existing software. Correct any errors to ensure up-to-date data is migrated.
Client to ensure each account has a billing cycle set and cycle start is from week 2 of operation under Kangarootime.

Prior to Go-Live Training

Items covered in this session include:

Assist in Creating Employees logins
Navigating Family Accounts
Adding Children's Health and Wellness Information
Setting up Direct Debit for accounts
Creating manual Payments

Migration to take place

On the Monday (go live date) the client needs to log into previous software and retrieve attendances, ensure all are retrieved.
First weeks billing payments will need to be Manually Created.
Client to set up Schedule Statement from week 2 of operation (depending statement period is no further back than 1 week) If normally sending in arrears more than 1 week they will need to manually send until the period is inside of Kangarootime operation.
Kangarootime to import balances (Wed) of Go-Live week.
Client to remove CCS service ID in previous software and replace with placeholder.
Client Balance previous software accounts to zero once balance entered into Kangarootime.

Kangarootime completes migration, client to enter outstanding data not manually migrated.

What	Details	How	When
Business Details	All	Manually created by Kangarootime	Prior to migration
Centre Details	All	Manually created by Kangarootime	Prior to migration
Classes	All	Manually created by Kangarootime	Prior to migration
Fees	All	Manually created by Kangarootime	Prior to migration
Roles and Permissions*	All	Manually set by customer	Prior to Migration
Employees*	All	Manually created by customer	Prior to Migration
Personnel	All	Auto Created	During Migration
Accounts	All	Auto Created	During Migration
Contacts	Primary and Secondary	Auto Created	During Migration
Contacts	Emergency	Auto Created	During Migration
Children	Profile and contacts	Auto Created	During Migration
Children	Health and Wellness and Immunisations	Manually created by customer	After migration
CCS Enrolment	All	Auto Created	During Migration
Past Sessions and Transactions	All - CCS start date	Auto Created	During Migration
Contracts	All	Auto Created	During Migration
ISS Cases	All	Auto Created	During Migration
ACCS	All	Auto Created	During Migration
Billing cycles	All	Manually set by customer or Kangarootime (depending on amount of billing cycles)	After Migration
Payment Methods	All	Manually set by customer/parents	After Migration
Statements	All	Manually set by customer	After Migration

*Note that the Roles and Permissions are not required to be created at any time, there are default roles in the program that can be used. Not all Employees are required to be created prior to the migration.

What Happens During Onboarding?

Pre Go-Live Tasks

Prior to Go-Live Training

Migration to take place

Go-Live Training

Week Two in Kangarootime Training

Client passed onto Kangarootime Support