Kidreports Support Library

  1. Welcome to KidReports
  2. Getting Started
    1. WiFi Speed test guide
    2. Downloading KidReports (Android)
    3. Logging into KidReports
  3. Tablet & Phone App.
    1. Teachers App. (Tablet)
      1. Overview of Teachers Dashboard
        1. Main Menu
        2. Room Selection
        3. Child/Children Selection
        4. The Film-strip
        5. Activity list
        6. Lower Left Panel
        7. Main Event Log
      2. Activities
        1. Recording Activities (Single Child)
        2. Recording Activities (Multiple children)
        3. Activity Recording – Other features
          1. Creating a photo collage on Apple devices
          2. Creating a photo collage on Android devices
      3. Common Tasks
        1. Setting a child’s profile picture
        2. Setting a guardians profile picture
        3. Setting your profile picture
        4. Changing your Username/Password
        5. Taking Attendance
        6. Name To Face
        7. Moving Rooms
        8. Logging Out
        9. Clearing upload queue
        10. Teacher sign-in
        11. Edit Drafts
        12. Nappy Chart
        13. View Learning Stories (Teachers App.)
      4. Messaging
        1. Basic Messaging
        2. Sending Pictures
        3. Sending Videos
        4. The Message Center
    2. Teachers App. (Smart Phone)
      1. Overview (Smart Phone)
        1. Child Event
        2. Manage Room
        3. Room Event
        4. View Events
        5. SendMessage
        6. Take Photo/Video
    3. Parent’s App
      1. Parent’s App. Overview
      2. Parent’s App. Main Menu
        1. Adding photos/videos from the app
      3. View Learning Stories (Parents App.)
  4. Desktop Portal
    1. Administrative Portal
      1. Setup Wizard
        1. Setting Up Your Profile
          1. Create Facility
          2. Setup Administrator
          3. Setup Account
        2. Setup Your Center
          1. Create Age Categories
          2. Create Rooms
        3. Setup Your Community
          1. Create Teachers
          2. Create Children
          3. Create Family Members
      2. Setting up Your Activities
        1. Customize Activities
  5. Wizard Final Step
    1. Setup Wizard (Video Steps)
      1. Step – 1 (Wizard)
      2. Step – 2 (Wizard)
      3. Step – 3 (Wizard)
      4. Step – 4 (Wizard)
      5. Step – 5 (Wizard)
      6. Step – 6 (Wizard)
  6. Advanced View
    1. Creating & Configuring activities
    2. Slideshow
    3. Admin Event log
    4. Administrator Approval Queue
    5. Send Message
    6. Teacher Alerts
    7. Sending Welcome E-Mails
    8. Nappy/Sleep Tracking Chart Setup
  7. Search & Report
    1. Specific Events/Activities
    2. Custom Sleep & Nappy Charts
    3. Child / Parent Data Import
  8. Teacher’s Portal
    1. Learning Stories
      1. Learning Roots & Shoots
      2. Tagging your stories
      3. Loading the LRS tree
  9. Learning Story Template Video
    1. Template Two – Baking
    2. Template Three – Dancing Queen 2
    3. Template Four – Alex & Cars
  10. Other guides (Video)
    1. Adding a Word learning story into KidReports
    2. Adding a Powerpoint learning story into KidReports
    3. Adding a Pixlr learning story into KidReports
  11. Parent’s Portal
    1. Commenting on Learning Stories
  12. Teacher FAQ
    1. Teacher App.
      1. Error Logging In
      2. “Move Room” defaulting back
  13. Teacher Portal
    1. How can the teacher check if the daily reports are sent?
    2. Error in LRS tree loading or unable to generate the LRS tree
    3. Learning story filter by function
    4. Learning stories not printing properly
    5. Can’t see learning stories
  14. Admin FAQ
    1. What is included in the Daily Report?
    2. How to set up the parent account so that they receive the daily reports?
    3. Allowing parents to log activities
    4. Alerting Teachers from the Admin portal
    5. How to set up Parents account for siblings when both parents have the same email address
    6. How to set up a Parent account who has got more than one child at the centre
  15. Parent FAQ
    1. Parental App.
      1. Unable to see certain activities (daily routine)
      2. Parental Portal
  16. Webinar Recordings
    1. Learning Story Editor

1.Welcome to the KidReports training and support library

This technical training manual will cover everything you need to know to get up and running with the KidReports digital classroom management and portfolio system as well as provide on-going training for all new KidReports features.

To begin let’s review what you will need to successfully begin using KidReports in the Getting Started guide.

2.Before we begin please make sure you have the following

  • Access to an active internet connection with WiFi enabled.
  • A desktop computer or laptop computer connected to the internet with Google Chrome browser installed.
  • Apple OR Android tablet device of the following specs.
  • Android minimum hardware specifications: 1Ghz Dual Core CPU, 1GB Ram
  • Apple: iPad 2 or greater, iPad Mini or greater.

KidReports is separated into two main parts

  • Mobile device App. – The mobile device App. is the primary tool used on the floor in your learning environment to record and log various activities and must be downloaded and installed from the Google Play Store or Apple marketplace respectively (depending on the type of mobile device you are using).
  • Google Chrome Browser-based desktop portal. – The browser-based portal for KidReports does not require any extra download or install process, simply enter your username and password via the KidReports login page at the following URL. https://secure.kidreports.co.nz/login

Great now that we have covered the basic requirements for KidReports to be successfully installed at your site lets look at how to download the KidReports App. onto your mobile devices. How-to Download KidReports Mobile App.

2.1.How to test your WiFi connectivity and log the results

  • First, open your Apps and locate the Google Play Store

        

  • From the Play Store type “speed test” into the search bar at the top of the page and press the search button located within the on-screen keyboard

          

  • Once the search is complete select “Ookla” by speedtest.net

          

  • Press the ‘Install’ button and accept the terms & conditions using the ‘Accept’ button

          

  • Once the download has been completed and the app installed the ‘Install’ button should now appear as ‘Open’ press on this to open Ookla speed test

       

  • Once the app is open simply press ‘Begin Test’ and wait for the test to automatically complete
  • Then use the results for ‘Download’ and ‘Upload’ to figure out if your internet speed is sufficient to use KidReports

      

  • Move to the next location you wish to test from and press ‘Test Again’ to repeat the test.

       

2.2.To download KidReports App. onto your android device follow these 5 easy steps.

  1. Make sure you have a working google account.
  2. Open the google play store on your android device by pressing the Apps icon and locating Play Store
  3. Type “KidReports” into the search bar and select the KidReports app when the search returns results.

            

  1. Select the green “Install” button and the app will install free of charge.

            

  1. Once the app has installed press the Apps button and locate the KidReports app in the list.

           

2.3.Use the following instructions Login to the KidReports App.

  1. Press this text box to bring up the onscreen keyboard and enter the username provided to you by your KidReports Administrator.
  1. Press this text box to bring up the onscreen keyboard and enter the password provided to you by your KidReports Administrator.
  1. Press the “Login” button to login to the KidReports App. Please allow a few moments for the connection to be made and data to be downloaded.

      

  • Congratulations you are now logged into KidReports and should see the following screen the first time you log in.

           

  • Press on “Start with Dashboard View”.
  • When the following screen appears you may perform either of two optional actions.

           

  1. Press and Hold your finger on the screen dragging your finger in an upwards direction to scroll down and read the default explanations of some of the KidReports dashboard features (All of these will be covered in detail in this manual and the KidReports training).
  1. Press the red X in the top right-hand corner of the screen which will take you straight to the KidReports dashboard view.
  • You should now be logged into KidReports and be viewing the KidReports dashboard. The available children, rooms, and activities will vary based on how your administrator has configured your learning facility.

          

  • To access the browser-based version of KidReports open Google Chrome enter “https://secure.kidreports.co.nz/login” as the URL. Details regarding the use of this aspect of KidReports will be covered later

3.KidReports tablet and phone based App. guide

 

This section of the manual will cover the tablet and phone based KidReports application interface explaining different features as well as how to perform various tasks within the App.

 

 

 

 

 

3.1.Teachers mobile device guide

This section covers specifically the interface and actions performed while 

logged in as a teacher within the KidReports App

.   Topics covered in this section    

3.1.1.Overview of Teachers Dashboard

This overview section contains a series of explanations about everything you will see on the screen in the teacher’s dashboard view of KidReports.

3.1.1.1.The main Menu

  • Pressing on the Menu in the top left-hand corner of the KidReports dashboard will display the main navigation menu allowing the teacher to access various features of KidReports.

3.1.1.2.Room selection drop-down menu

  • Pressing the drop-down list in the top left of the dashboard allows the teacher to select which room they are working with.

3.1.1.3.Selecting Multiple children

  • Pressing on the child select button will open a list of all the children assigned to the currently selected room.

Switching Views

  • By default this menu is displayed as a list.
  • Pressing the button in the top left-hand corner of the ‘Select Children’ window will switch between list view and thumbnail view

  • Both the List view and the Thumbnail view function in the exact same way. It is up to the individual user as to which view they prefer to use.

Selecting Multiple Children

  • To include multiple children in your selection simply press on the children’s images you wish to select, make sure the required children have a blue tick in the check-box next to their name and press the ‘Ok’ button at the bottom of the selection window.
  • The number of children you have selected will be displayed in the child selection box located under the room selection menu.

  • Alternatively if you wish to select all the children in the current room you may do so by pressing on the blue check-box in the top right-hand corner of the ‘Select Children’ window followed by the ‘Ok’ button at the bottom of the selection window.

         

3.1.1.4.Using the Filmstrip

          

  • The film-strip contains all of the children assigned to the currently selected room.
  • Using the arrows on either side of the film strip the teacher is able to select either the previous child or the next child in the strip.
  • Pressing on a child’s profile picture in the film-strip will select that child.

         

  • The name of the currently selected child in the film-strip is displayed underneath the room selection drop-down menu.
  • Pressing on the child’s name text on the film-strip will open that child’s profile details.

          

3.1.1.5.The Activity list

      

  • The left-hand side of the screen contains the activity list. You will use this list to log the different activities that occur during the course of the day.
  • Press and hold, Dragging your finger in an upwards direction on the activity list to scroll down.


  • Meals – Log details about meal activities (What was eaten, how much was eaten and meal times etc…).
  • Daily Routine – Log different activities that occur during the day mostly for internal tracking of events.
  • Administrative – Used for recording any important information about a child/children and recording things like drop-off information.
  • Observation – These activities automatically flow into the child’s Observations folder and are the primary set of activities used to record events that will be available when creating learning stories.

3.1.1.6.The Lower Left Control Panel

      

  • The lower left-hand side ‘Picture’ and ‘Video’ buttons are a quick way of capturing photo’s and video’s to send directly to the selected child/children’s parents/caregivers.

        


  • Send message – Used to send a push notification message to the currently selected child/children’s parent’s/caregiver’s.
  • Attendance – Used daily to sign children in/out for attendance tracking.
  • Move Room – Used to change the room that the currently selected child/children are assigned to. Helpful if a child needs to move from under-twos to over-twos for example.
  • Send Daily Report – Send a daily report to the currently selected child/children’s parent’s/caregivers.

3.1.1.7.The Main Event Log

      

     

  • The main event log displays all the events that have been recorded for the selected child during the day. you can navigate to previous days by changing the date at the top of the event log.
  • As events are recorded they will flow into the event log under the selected child/children.

         

Event Options

  • Pressing the small upside down triangle in the bottom left-hand corner of each event in the event log will open the event options for that specific event.

        

Filtering visible events

  • By pressing on the event filter you are able to limit the type of events that are shown in the event log to only those you would like to view.

        

  • The activities shown in the event filter reflect all the activities that are available in the activity list.
  • The refresh log button will update the activity log to make sure it reflects all current records.

      

3.1.2.Activities

In this section, we will cover how to record activities for either a child or a group of children. and how the different types of activities are logged in the KidReports system.

The activities in KidReports are split into four categories.

  • Meals
    • Meal activities are logged as a KidReports ‘Event’ and depending on the security settings your administrator has setup will either go to the ‘Approval Queue’ or be made available to the child’s parent’s/caregivers immediately.
    • Meal activities may also be manually added to the child’s portfolio from the ‘Event Log’.
  • Daily Routine
    • Daily routine activities are logged as a KidReports ‘Event’ and depending on the security settings your administrator has setup will either go to the ‘Approval Queue’ or be made available to the child’s parent’s/caregivers immediately.
    • Daily routine activities may also be manually added to the child’s portfolio from the ‘Event Log’.
  • Administrative
    • Administrative activities are logged as a KidReports ‘Event’ and depending on the security settings your administrator has setup will either go to the ‘Approval Queue’ or be made available to the child’s parent’s/caregivers immediately.
    • Administrative activities may also be manually added to the child’s portfolio from the ‘Event Log’.
  • Portfolio
    • Portfolio activities are unique. Portfolio activities are logged as a KidReports ‘Event’ and are automatically added to the child’s e-portfolio. Portfolio activities are also the only events that flow through into the learning story editor.
    • Portfolio activities will be the main set of activities recorded by a teacher when creating events they wish to write learning stories/outcomes for.

3.1.2.1.How to record an activity for a single child.

  • To record an activity for an individual child. First make sure that the child you want to record the activity for has been selected and their name is displayed in the child selection box in the top left-hand area of the screen.
  • Next press on the type of activity that you wish to record for the selected child. for this tutorial, we will be using the Portfolio activity ‘Music’ (Keep in mind that the activities you will see in your list may vary depending on how your center has configured KidReports).

          

  • Select the physical details for the event by pressing on the relevant options and make sure there is a ‘blue tick’ in the check-box for the options you want.

          

  • OPTIONAL STEP – If required you can also add any extra physical details about the event that are not already available by entering the details into the text-box and pressing the ‘Add’ button to the right of it.

          

  • To attach a photo of the event simply press the ‘Add Picture’ button and select ‘Camera’

         

  • Use the devices camera to take a photo and accept it by pressing the ‘OK’ button in the top right-hand corner of the screen. This will accept the photo and attach it to the activity.

        

  • Enter any extra notes about the event in the ‘Notes’ area underneath the attached photo/photo’s.

       

  • Once you are happy with the details, attached photos and notes press the ‘Save’ button to log the event under the child you are working with.

         

  • Once the activity has been saved you will be returned to the main dashboard view. The activity should now be visible in the event log under the selected child.

        

3.1.2.2.Recording an activity for a group of children.

Recording activities for multiple children uses the same steps as recording an activity for a single child. Before recording the activity please make sure you have all the children selected that are taking part in the activity. To do this refer to the Child/Children Selection section of the Teachers dashboard overview.

Once you have selected all of the required children follow the steps in the Recording Activities section.

3.1.2.3.Activity Recording – Other features

3.1.2.3.1.Creating a photo collage on Apple devices

If you are using an Apple device, you can easily create photo collages using one of the free Photo editor apps. You can create amazing collages with your photos, upload them in KidReports app and have them ready for your next learning story.

Here’s how

Creating a Photo collage using PicCollage app

 

 

 

In KidReports, while recording an activity or an observation, you can now upload this newly created collage by using the “Upload from Gallery” (from Add Image) option.

3.1.2.3.2.Creating a photo collage on Android devices

If you are using an Android device, you can easily create photo collages using one of the free Photo editor apps. You can create amazing collages with your photos, upload them in KidReports app and have them ready for your next learning story.

Here’s how…

Creating a Photo collage using Samsung tablet’s inbuilt Image editor tool

On the Tablet, select Gallery option

Select the first photo for the collage

Select Edit option

Select Collage option

Add more photos to the collage

A new collage is created

Option to change the Border and Margin for the collage photos

Change the collage layout

A new collage layout is created

Save the new collage.

*In KidReports, while recording an activity or a observation, you can now upload this newly created collage by using the “Upload from Gallery” (from Add Image) option.*%(color-red)%%%(color-red)

3.1.3.Common Tasks

This section contains short tutorials on how to complete different commonly required basic tasks within the KidReports teachers App.

3.1.3.1.How to set a child’s profile picture

  • First select the child you wish to set the profile picture for.
  • Now press on the child’s name text on the film-strip to bring up that child’s profile screen.  
  • Press on the ‘Set Profile Picture’ button
  • For this tutorial we will use an image we already have saved, to access images already stored on the device press on the ‘Gallery’ option and select the image you would like to use for that child’s profile picture.

       

  • Once you have selected the photo or taken a new one for the selected child’s profile. confirm your changes by pressing the ‘Ok’ button in the bottom right-hand corner of the child’s profile window.

       

  • You should now see the new profile picture displayed for that child in the film-strip.

3.1.3.2.How to set the profile picture for a child’s parent or guardian under the child’s profile

  • Begin by selecting the child you wish to set the guardians profile picture for.
  • Press the child’s name text to bring up the child’s profile.

         

  • Located at the bottom of the child’s profile window is the ‘Family’ section this contains all the registered family members for the child.
  • Press on the ‘Set Profile Picture’ button for the parent/guardian you are adding a photo to.
  • For this tutorial, we will use an image we already have saved on the device by pressing on the ‘Gallery’ option.

         

  • Find the image you would like to use in the gallery. Pressing on the image will select it and set it as the guardians picture.

          

  • Confirm that you are done by pressing the ‘Ok’ button in the bottom right-hand corner of the child’s profile window.

3.1.3.3.How to set your own (Teacher’s) profile picture

  • To begin open the ‘Main Menu’ by pressing the button in the top left-hand corner of the dashboard view.

  • Select the ‘Edit My Profile’ option from the ‘Main Menu’, This will open the profile of the currently logged in user.
  • Press the ‘Set Profile Picture’ button at the bottom of the profile window.

  • For this tutorial we will use an image we already have saved on the device by pressing on the ‘Gallery’ option.
  • Find the image you would like to use in the gallery. Pressing on the image will select it and set it as your profile picture.

       

  • Once you are happy with the photo you have chosen to use as your profile picture press on the ‘Back’ button in the top left-hand corner of the screen to return to the dashboard view.

3.1.3.4.How to change your own Username and/or Password.

  • To begin open the ‘Main Menu’ by pressing the button in the top left-hand corner of the dashboard view.

  • Select the ‘Edit My Profile’ option from the ‘Main Menu’, This will open the profile of the currently logged in user.

Changing your Username

  • Press on the text-box under ‘Username:’ to bring up the on-screen keyboard and enter your desired new username.
  • Once you are happy with the new username you have chosen press on the ‘Set Username’ button under the text-box to confirm.

  • You should receive a confirmation that the new username was accepted by the system and successfully changed.
  • Pressing the ‘Ok’ button will return you to the main dashboard view.

Changing your Password

  • Repeat the actions described in the first part of this tutorial to access the ‘Edit My Profile’ screen.
  • Press on the text-box under ‘Password:’ to bring up the on-screen keyboard and enter your desired new password.
  • Press on the text-box under ‘Verify Password:’ to bring up the on-screen keyboard and re-enter your desired new password.
  • Once you are happy with the new password you have chosen press on the ‘Set Password’ button under the text-box to confirm.

  • You should receive a confirmation that the new password was accepted by the system and successfully changed.
  • Pressing the ‘Ok’ button will return you to the main dashboard view.

3.1.3.5.How to sign a child in when they arrive for attendance tracking.

  • To take attendance begin by selecting the room the child belongs to that you wish to take attendance for.
  • Select ‘Attendance’ from the menu in the lower left-hand corner of the dashboard.

  • The ‘Attendance’ window will display all of the children that are assigned to the currently selected room.
  • To sign a child in press on the red ‘Out’ button under their name.
  • The button will change to a blue ‘In’ button and the exact time the child was signed in will be displayed.
  • Press Save to confirm.

  • OPTIONAL – You can sign all the children in the currently selected room in at once with the ‘Mark In’ option in the top right-hand corner of the ‘Attendance’ window.
  • As above press Save to confirm.

  • After saving you should be returned to the main dashboard and the number of children that are currently signed in will be shown in the bottom left-hand corner of the screen.

3.1.3.6.Using the Name to Face feature

  • To access the Name to Face check, Open the ‘Main Menu’ and select ‘Name To Face’.
    • The ‘Name To Face’ chart will display all the children in the currently selected room.
    • The time intervals for the ‘Name To Face’ chart can be configured by your KidReports administrator.

    • Press on an empty check-box to place a blue tick for the required check-in time.
    • Finish by pressing the ‘Save’ button at the bottom of the window.

3.1.3.7.How to move a child from their current room to a new room

  • To begin make sure you have the child selected that you wish to move to a new room.
  • Select move room by pressing on the ‘Move Room’ button in the lower left panel.

  • The ‘Move From’ window show’s all the children that are assigned to the currently selected room.
  • Make sure there is a blue tick in the check-box beside the child/children you wish to move to the new room.

  • Press on the drop-down box under ‘Move To:’ and select the new room the child/children will be moved to.
  • Press ‘Go’ to confirm and move the selected child/children to the new room.

  • You will be prompted with a warning message that the selected child/children are about to be moved to a new room.
  • Press ‘Yes’ to confirm that you wish to continue.

  • Alex has now been removed from the ‘Film-Strip’ and a message is displayed at the top of the screen requesting that you synchronize your app.
  • Do this now by pressing the ‘Synchronize’ button located in the very bottom right-hand corner of the dashboard.

  • To confirm the move was successful, switch to the room that you just moved the child/children to and check they are visible in the ‘Film-Strip’ for that room.

3.1.3.8.How to logout of the KidReports teachers app

  • First select the menu in the top left-hand corner of the screen.

 

  • You will be returned to the KidReports Login screen.

3.1.3.9.How to clear the upload queue if it gets jammed

  • In the case that your upload queue becomes jammed follow these steppes to clear the queue.
  • Open the settings from the top right-hand corner of the teacher’s dashboard home screen.

  • From the settings screen press the clear ‘Queue’ button.
  • When prompted to confirm the clear queue operation press ‘Yes’.

  • To return to the teacher’s dashboard home screen press the ‘Next’ button in the top right-hand corner of the screen.

3.1.3.10.Signing in as a teacher to record your in/out times for each day

  • To access the sign-in/out feature start by opening the main menu.

  • Select the ‘Teacher Sign In’ option.

  • Find your name in the list and press on the red ‘Out’ button.

  • The red ‘Out’ button will change to a blue ‘In’ and a time-stamp recording the exact time of sign-in will be displayed.

3.1.3.11.How to check and edit any activities that have been saved as drafts

  • To check and see if any drafts have been saved open the main menu

  • From the main menu press the ‘Edit Drafts’ option

  • Here you can see all the draft activities that are waiting to be edited and saved.
  • To edit a draft activity press the blue pencil button on the activity you wish to edit.

  • After editing an activity, once you are happy with the content press the blue ‘Save’ button to save the activity to the system (It will no longer be considered a draft)

Alternative method for editing drafts

  • A draft activity is recognized by the red bar at the top of the activity under the event log reading ‘In Progress’ this means that the activity is still being worked on
  • To edit a draft activity straight out of the event log, press on the downwards facing arrow in the bottom left-hand corner of the activity

  • Press on the ‘Edit’ button to open the activity and add any extra details/pictures/notes as required

  • As above to finalize the activity use the blue ‘Save’ button

3.1.3.12.How to use the custom nappy chart from the teachers dashboard

  • The custom nappy chart is accessed from the main menu in the teachers dashboard

3.1.3.13.View & Comment on Learning Stories From the Teachers App.

The Latest version of the KidReports app. now makes all the learning stories you have created accessible from inside the teacher’s dashboard. Allowing you to easily view and respond to comments left by parents.

  • Step 1 – To access the new Learning Stories menu, Start from the main menu

  • Step 2 – Select the Learning Stories option from the main menu

  • The number in the red box shows the number of new comments that have been posted on learning stories that you have created.
  • By default the list of learning stories will show only the learning stories that have new comments available.
  • OPTIONAL – To switch the view to show all learning stories you have created for the selected child tap on the orange “Show All Stories” button.

  • Step 3 – To view the learning story and reply to comments left by parents/family members, Tap on the title of the learning story to open

  • With the learning story open, Scroll to the bottom to view the comments and reply if needed.
  • To reply to a comment simply click on the reply button on the comment you wish to reply to.
  • Once you have typed your reply, Post it by pressing the blue “Save Comment” button.

3.1.4.How to send different types of message functions within the teachers app

                   

3.1.4.1.Sending a basic message to a child’s parents/caregivers.

  • To send a quick message to the currently selected child’s parents/caregivers start by selecting the ‘Send Message’ option from the lower left panel.
  • Press on each text-box to bring up the on-screen keyboard and fill out the message ‘Subject’ and message ‘Body’ fields

          

  • Once you are happy with the message content press the ‘Send’ button at the bottom of the window. You will be returned to the main dash-board view and should receive a confirmation message at the bottom of the screen.

3.1.4.2.How we can quickly capture picture/pictures and send out to the child/children’s parent(s)/caregivers

  • First select the ‘Picture’ option from the lower left panel.

  • You will be prompted to select either ‘Camera’ or ‘Gallery’ for this tutorial we will select ‘Camera’

  • Use the devices camera to take a photo and attach it to the message by pressing the ‘Ok’ button in the top right-hand corner of the screen.

  • Add any notes that may be relevant to the event and press the ‘Send’ button at the bottom of the message window.

  • After your message has been sent you will be returned to the main dash-board and receive a confirmation message at the bottom of the screen.

  • The event will be logged under the event log for the child/children that were selected when the message was sent.

3.1.4.3.How to send ‘Video’ messages.

  • Sending a ‘Video’ message is much the same as sending a picture message.
  • First select the ‘Video’ option from the lower left panel.
  • Choose the ‘Camera’ option.

  • Start recording by pressing on the record video button.
  • Once the maximum allowed length for a ‘Video’ attachment is reached the video will automatically stop recording and a message will be displayed informing you.

  • If you are happy with the video, accept and attach it by pressing on the ‘Ok’ button in the top right-hand corner of the screen.

  • Add any extra notes that may be needed to the event and finish by pressing the ‘Send’ button.

3.1.4.4.Welcome to the KidReports message center

  • To access the message center from the KidReports teachers dash-board start by opening the ‘Main Menu’

  • Select the ‘Message Center’ option from the top of the ‘Main Menu’.

  • Opening the message center initially shows your inbox containing all the messages you have received recently.

  • To view your sent messages press on the ‘Show Sent’ button in the top right-hand corner of the ‘Messages’ window.

  • To refresh your messages and load anything new that you may have received since opening the message center, press on the circle shaped ‘Refresh’ button in the top left-hand corner of the ‘Messages’ window.

  • To write a new message press on the + button next to the ‘Refresh’ button in the top left-hand corner of the ‘Messages’ window.

  • When creating a new message from the message center first select the recipient by using the drop-down box
  • The drop-down menu contains three standard options.
    • School Director – Sends the message to all admin users within the center.
    • Room – Sends the message to all the teachers assigned to the selected room.
    • Teacher – Sends the message to the selected teacher
  • The drop-down menu will also contain the child/children that were selected before you opened the message center.

3.2.Teachers App. (Smart Phone)

This section of the KidReports manual covers specifically the ‘Classic View’ which is what you will see when using the KidReports app. on a smart phone, currently the dashboard view is only available for tablets.

3.2.1.Overview (Smart Phone)

3.2.1.1.Recording an activity for a child from the mobile phone

  • Begin by selecting the ‘Child Event’ option

  • Next select the room where the child is located

  • Choose the child that you are creating the activity for

  • Now select the type of activity you want to record for the child

  • Add the required details, photos and notes to the activity
  • Once you are happy with the content press the ‘Save’ button at the bottom of the activity

3.2.1.2.Managing rooms from the Smart phone

  • To begin managing rooms select the ‘Manage Room’ option

  • From here you have three choices
  1. Attendance – Record attendance for the children in a specific room
  2. Move Room – Move children from one room to another
  3. Teacher Sign In – Sign in to a room as a teacher

Attendance

  • From the ‘Manage Room’ menu select ‘Attendance’

  • Now select the room that you are taking attendance for.

  • Find the children in the list you need to sign-in for attendance and press on the red ‘Out’ button
  • The red ‘Out’ will change to a blue ‘In’ and a time stamp recording the exact time the child was signed in will be displayed

  • Alternatively, if you wish to sign all the children in at once you can do this by pressing the ‘Mark All In’ button located in the top right-hand corner of the screen
  • This will mark all of the children in and a time stamp recording the exact time the child was signed in will be displayed

  • Once you have taken attendance for the required children press the ‘Next’ button in the top right-hand corner of the screen to save the list

Move Room

  • From the ‘Manage Room’ menu select ‘Move Room’

  • Select the room which the children you are moving are currently assigned to.

  • Locate the children in the list and press on each child to add a blue tick to the right-hand side of each child
  • To select the room that these children will be moved to, Press the ‘Next’ button in the top right-hand corner of the screen

  • Use the drop-down list to select the target room that the children you have selected will be moved to
  • Confirm the move by pressing ‘Go’ once you have chosen the room

  • You will be cautioned that you are about to move the selected children to the chosen room
  • Confirm by pressing ‘Yes’
  • You will then be asked if you would like to move any more children
  • To return to the home screen select ‘No’

Teacher Sign In

  • From the ‘Manage Room’ menu select ‘Teacher Sign In’

  • Choose the room you are signing into

  • Locate the name/s of the teacher/s you are signing into the selected room and press on the red ‘Out’ button
  • The red ‘Out’ will become a blue ‘In’ and a time stamp recording the exact time the teacher signed in will be displayed

  • To save press the ‘Next’ button in the top right-hand corner of the screen
  • A confirmation message will be displayed informing you that the save was successful

3.2.1.3.The room event option creates an activity for all of the children in a specific room

  • Start by selecting the ‘Room Event’ option

  • Select the room you are creating the activity for

  • If not all the children in the room are required you may deselect those children by pressing on them to remove the blue tick
  • Use the ‘Next’ button to navigate to the next screen and select the activity

  • Choose the type of activity you are creating from the list

  • Add the required details, photos and notes to the activity
  • Once you are happy with the content press the ‘Save’ button at the bottom of the activity

3.2.1.4.Viewing events for a selected child

  • To view events for a child, begin by selecting ‘View Events’

  • Select the room which the child is under you need to view events for

  • Locate and select the child from the list

  • To edit the content of an event under the event list, press on the event you wish to edit the content for

3.2.1.5.Sending messages to children’s parents

  • Select the ‘Send Message’ option from the home screen

  • Choose the room that the child/children are assigned to whose caregivers/family members you wish to send a message to

  • Press on the child/children you are sending message/s for to add a blue ‘Tick’ next to their name
  • Accept your selection by pressing the ‘Next’ button in the top right-hand corner of the screen

  • Fill out the subject and body of the message and press the blue ‘Send’ button

3.2.1.6.Take a Photo/Video to be attached to an activity at a later point

Photo

  • Choose the ‘Take Photo/Video’ option from the home screen

  • Select the ‘Take Photo’ option

  • Once the camera has loaded, Take a picture

  • If you are happy with the photo accept it by pressing the ‘Ok’ button in the top right-hand corner of the screen

Video

  • Select the ‘Take Video’ option

  • Record a video, once the maximum allowed video time is reached the video will stop recording and a message will be displayed to inform you that the maximum time has been reached

  • Accept and save the video by pressing the ‘Ok’ button in the top right-hand corner of the screen

3.3.Parent’s App.

                                           

Welcome to the parents app section of the KidReports support library.

  • KidReports lets you stay connected as a Parent! With KidReports, you no longer have to wonder how your child is doing during the day. Now you have options to be connected while you’re not there.
  • Real Time Alerts – Get real time updates on your child throughout the day!
  • Customizable – Choose which alerts you want to receive! Get the information you want when you want it.
  • Communication Options – Choose how you get alerted. Choose from email, text and smartphone push notifications.
  • Free Apps – Free Parent Apps for iOS and Android!
  • Special Moments – Get photos and videos of your loved ones throughout the day.

3.3.1.Parent’s App. Overview

An overview of everything you will see on your screen when using the parental login for KidReports

The ‘Home’ Tab

  • When logging into the parents app you will see the following screen.

  • As teachers log ‘Meal’, ‘Daily Routine’ and ‘Administrative’ events they will populate the event log of the parents app.
  • The event log is the ‘Home’ tab accessed by pressing the ‘Home’ button at the bottom left-hand corner of the screen

  • Press the ‘Refresh’ button in the top right-hand corner of the event log to make sure you are viewing an up to date representation of the most recently logged events.

‘Memories’ Tab

  • The ‘Memories’ tab allows you to view all the photos attached to events that have been logged in the selected month.

‘Messages’ Tab

  • The messages tab allows you to quickly access your KidReports inbox to view any messages received from teachers and admins.

3.3.2.Parent’s App. Main Menu

Using the main menu of the parental app in KidReports

3.3.2.1.Adding photos/videos from the app – Parent contribution to their Child’s portfolio

  • Log into your app and you will see the Home screen. This screen will either be blank or it will have some photos/activities displayed on it,
    depending on what has been published by the Early Learning Centre.

  • Next select the Options menu on the top left corner and select the first option Record Event

  • Select the child

  • Now select the type of activity you want to record for the child, here we will be recording it under “Family Story”

  • Add the required details, photos and notes to the activity

 

  • Once you are happy with the content press the ‘Next’ option at the top. You will see a message – Your event was saved, would you like to add another?
  • Proceed to record another activity or simply select ‘No’

  • A new activity with photo(s)/ video will now be saved under your child’s folder.

3.3.3.Viewing and commenting on learning stories from the parents app.

  • When a new learning story is published for your child a notification will be posted to the home screen that a new learning story has been published.

  • Pressing the link inside the event notification will open the learning story for viewing and placing feedback.
  • To add a comment to the learning story press on the “Add Comment” button to input your comment and save with the “Save Comment” button.

  • Alternatively if you wish to view a list of learning stories that have been published for your child you may do so by pressing on the “Learning Stories” option from the main menu.
  • The red box with a number count represents how many new learning stories are waiting for your attention.

4.Desktop Portal

Welcome to the desktop chrome based web-portal for KidReports

4.1.Administrative Portal

Welcome to the KidReports help and support section for the Administrative desktop portal.

4.1.1.Setup Wizard

  • The Wizard view is designed to be run through step-by-step to help setup your KidReports system the first time you login as an admin.
  • Lets start with the main screen for the setup wizard.

  • Here we will go through each step of the setup wizard to help you get your KidReports system up and running.

 

 

4.1.1.1.Setting Up Your Profile

Setting up the information for your KidReports profile.

4.1.1.1.1.Create Facility

       Select  first option from the setup wizard menu.

 

  • The tool-tip at the top of each page of the setup wizard will give you a brief explanation of what is required for each step.

  • Fill-in each of the sections.
  • Text-box’s with ‘Required’ underneath them must NOT be left blank.

  • Once you have entered your centers details, Save by pressing on ‘Submit’ in the bottom right-hand corner.

 

 

4.1.1.1.2.Setting up your administrative account profile.

  • Select the second option to setup your administrative profile.

 

 

  • Please follow the rules under each field to ensure you have entered valid data.

  • Once you have finished press the ‘Next’ button in the bottom right-hand corner to proceed to the next step.

 

4.1.1.1.3.Setup Account

4.1.1.2.Setup Your Center

4.1.1.2.1.Creating the age categories for your center.

  • Select the ‘Create Age Categories’ option from the wizard menu.

  • To create an age category simply type in the name for the new age category and press either of save buttons in the lower right-hand corner of the form.

  • Save And Add Another
    • Will add the age category and bring you back to this page to add another entry.
  • Save And Continue
    • Will add the age category and move on to the next step of the wizard.
  • Skip This Step
    • Skip the age category setup and move on to the next step of the wizard.

4.1.1.2.2.Creating Rooms and applying an age category.

  • Select the Create Rooms option from the wizard menu.

 Rooms are different from age categories. For example you may have multiple rooms all assigned to the same age category.

  • To create a new room just type the desired name for the room into the text-box next to ‘Name’.
  • Select an age category for the room from the drop-down box. For this example we will create a room called ‘Babies’ in the ‘Infants’ age category.

  • Save And Add Another
    • Will add the room and bring you back to this page to add another entry.
  • Save And Continue
    • Will add the room and move on to the next step of the wizard.
  • Skip This Step
    • Skip the room setup and move on to the next step of the wizard.

 

 

4.1.1.3.Setting up the profiles for your teachers, children and family members.

4.1.1.3.1.Creating teacher accounts for your center.

  • Select the ‘Create Teachers’ option from the setup wizard menu.

  • Enter the details for the teachers profile you wish to add to your KidReports setup
  • For this example we will add a teacher named ‘Gerard Thomas’ and assigning him to the room ‘Babies’.
  • By default the username will be automatically set to First name, Last name.

  • Save And Add Another
    • Will add the teacher and bring you back to this page to add another entry.
  • Save And Continue
    • Will add the teacher and move on to the next step of the wizard.
  • Skip This Step
    • Skip the teacher setup and move on to the next step of the wizard.
  • Repeat this step until all the teachers at your center have been added to KidReports.

4.1.1.3.2.Adding your centers children to KidReports.

  • Select ‘Create Children’ from the wizard menu.

  • Make sure to follow the rules under each field to ensure the data is valid.

  • Save And Add Another
    • Will add the child and bring you back to this page to add another entry.
  • Save And Continue
    • Will add the child and move on to the next step of the wizard.
  • Skip This Step
    • Skip the child setup and move on to the next step of the wizard.
  • Repeat this step until all the children at your center have been added to KidReports.

 

4.1.1.3.3.Adding the childrens family members and caregivers to KidReports.

  • Select the ‘Create Family Members’ option from the KidReports setup wizard menu.

  • Enter the details of the family member.
  • Make sure to follow the rule stated under each text-box to make sure all data is valid.
  • Ensure that valid email addresses are entered for every family member
  •  This is important because if they do not accept their invite to KidReports via the welcome e-mail they will not be able to receive updates about the child/children they are assigned to.

 

  • Save And Add Another
    • Will add the child and bring you back to this page to add another entry.
  • Save And Continue
    • Will add the child and move on to the next step of the wizard.
  • Skip This Step
    • Skip the child setup and move on to the next step of the wizard.
  • Repeat this step until all the required family members at your center have been added to KidReports.

4.1.2.Setting up you first activities in KidReports.

4.1.2.1.How to Add and Customize the activities for your center.

  • Select the ‘Customize Activities’ option from the setup wizard menu.

  • For an explanation of the four different activity types in KidReports please refer to the Activity Explanation in the ‘Overview of Teachers Dashboard’ section
  • By default when setting up a new center with the KidReports classroom management system, The portfolio activities section will be empty.

 

  • To add a portfolio activity press on the ‘+Add’ button under the portfolio activity
  • Type a name for the new activity and press ‘Save’.

IMPORTANT – When creating or customizing activities make sure to always press the blue ‘Save’ button after any modification has been made to ensure all changes are committed to the system.

 

  • Now that you have created a new portfolio activity its time to fill in the details for the activity.
  • To fill in the details for the new activity ‘Music’ hover the mouse over the activity until the pencil symbol becomes visible in the top right-hand corner of the activity.
  • Press on the pencil symbol to edit the activities details.

Customizing the details for your activity.

  • To add custom details to the activity type the name of the detail you would like to add in the text-box next to ‘Add Another “Music Details” to the list…’
  • Add as many details as required by typing in the text-box and pressing the ‘Save’ button to the right.

  • Once you have finished adding details to the activity press the ‘Save’ button in the top right-hand corner or the bottom right-hand corner of the edit activity form.

IMPORTANT – After saving the activity and returning to the customize activity screen you MUST press the blue ‘Save’ button again to commit the changes to the KidReports system. if you find that the changes you have made to an activity are not persisting it could possibly be that you have forgotten to press the blue ‘Save’ button after editing the activity details.

5.Now that you have finished stepping through the setup wizard for your new KidReports system…

  • After customizing your first activity in the KidReports setup wizard and saving you should receive a message confirming the setup wizard is complete.
  • To begin using the full administrative functionality of KidReports press on the ‘Enter Advanced Mode’ button in the top right-hand corner of the screen.

Congratulations now that your setup is complete please refer to the ‘Advanced Mode’ guide for explanations of the different features available.

5.1.KidReports Setup Wizard Video Walkthrough Series

5.1.1.Step – 1 (Wizard)

5.1.2.Step – 2 (Wizard)

5.1.3.Step – 3 (Wizard)

5.1.4.Step – 4 (Wizard)

5.1.5.Step – 5 (Wizard)

5.1.6.Step – 6 (Wizard)

6.1.How to create and configure activities

  • Access the activities list from the main menu within the administrative desktop portal.

  • To create a new activity click the ‘+Add’ button under one of the four activity categories.

 

  • Type the name for the new activity in the blank text box and press ‘Save’.

  • After saving the new activity will be displayed under the category it was created in.

 

      NOTE – Before the activity becomes active you must first edit the contents to configure it.

  • Hover the mouse over the activity and click on the small pencil that pops up.

 

  • From the activity configuration screen you are able to add/remove details about the activity as well as add/remove options for each detail.

 

  • Lets add a detail and some options then look at the result from the teachers dashboard.

 

  • After adding the new detail for the activity add some options under each detail.

  • Once you are finished adding options to the details of the activity press the save button in either the top right-hand corner or the bottom right-hand corner (either is fine).

  • You can see now that the activity has become active for the infant category, this is reflected by the white check and the small open pad-lock icon.

IMPORTANT – Remember it is vital to always press the blue ‘Save’ button after making any changes to activities so that the changes will persist to the teachers dashboard.

 

 

  • Now lets have a quick look at how the activity looks when creating an instance of it from the teachers dashboard.
  • The details that were created are the headings and the options under each detail become the check-box options for the activity.

6.2.The KidReports slideshow slowly cycles through sets of images recorded throughout the selected date range.

  • To access the Slideshow start by opening the ‘Utilities’ menu in the top right-hand corner of the admin portal.

  

  • From the ‘Utilities’ menu select the ‘Slideshow’ option.

  • Set the desired start and end date for the slideshow’s content.

  • To begin the slideshow simply click on the ‘Go’ button.

TIP – For optimal display of the slideshow press the ‘F11’ key on your key-board to put the browser into full-screen mode. Press ‘F11’ a second time to return to the regular view.

6.3.Understanding and using the admin event log to track events throughout the system

  • The event log within the desktop admin portal is where everything that happens throughout the KidReports system will be recorded as it happens.
  • The event log is accessed from the main menu within the admin desktop portal.

  • An example of the event log shows how all events are recorded at the exact date/time they occurred.
  • The child the event was recorded for.
  • The teacher or user that recorded the event.

  • The highlighted record in the event log shows that ‘Aroha Peihopa’ had ‘Lunch’ at ‘11:01AM’ on ’12-11-2015’ and this activity was recorded by ‘Jude Baker’.
  • Clicking on the date/time that the activity was recorded will load the activity so you are able to review specific details.

6.4.This queue contains all events that have been set to require administrative approval before being sent out to the parents/caregivers of a child.

  • Some activities require administrative approval. Some for the entire activity and others for the media attached.
  • To you can check the activities security status from the ‘Activities’ page.
  • A closed pad-lock next to an activity indicates that there is an active security status for the activity.
  • Hovering your mouse pointer over the pad-lock will display the details for the security status.
  • This activity requires an administrator to approve any attached media (Videos/Photos) before they are made available to parents/caregivers of the child.

  • While this activity requires an administrator to approve the entire event before being made available.

  • From the teachers point of view, when creating an activity from the teachers dashboard the security settings are displayed as:
  • ( M ) – this activity will require any attached media to be approved by an admin before being made available to parents/caregivers.

  • ( R ) – this activity will require administrative approval before being made available to parents/caregivers.

  • Once a restricted activity has been logged by a teacher it will become available in the administrative approval queue for review.
  • Media restricted activities will go to the Media queue.

  • Restricted events will go to the Event queue.

 

6.5.Sending messages to the parents/caregivers from the admin portal and attaching documents.

  • To send messages out with the option to attach documents like newsletters, menus or any other files required to be sent to families select the ‘Send Message’ option.

  • From this screen you can use the drop-down box to select who will receive the message.

NOTE – These messages will be sent in the form of an e-mail to the address provided by each of the parent/caregivers.

  • After selecting who will receive the message go ahead and fill-out the subject, content and attachments for the message.
  • NOTE – Attachments can be in any format, however some e-mail providers have restrictions on the type of files allowed to be received.

6.6.Sending alerts to teachers via push notifications.

  • From the send message screen press the orange ‘Alert Teachers’ button

  • From here you can select which teachers you wish to send the alert to
  • All Teachers in Facility
  • All Teachers Assigned to Room
  • A Specific Teacher
  • Select where your alert will be sent, add a message and press the ‘Send’ button.

How the notification will be received from the teachers app.

  • When the notification is delivered it will be displayed as a push notification.

  • Pressing on the push notification will display an alert box within the KidReports app.

  • There will also be a new message notification displayed over the main menu button in the top left-hand corner of the dashboard.

  • To view the message open the ‘Message Center’ from the main menu

 

 

6.7.How to send the welcome email to parent/caregivers to allow them to activate their accounts

Sending the welcome email to all new family members.

  • From the admin portal home page at the bottom of the screen, Press the green ‘Send Welcome Email to all New Family Members!!’ button

Sending the welcome email to any new family members that have been added since the initial welcome email was sent

  • From the admin portal home page there is a large red ‘Send Welcome Email to x New Family Members!’ button (where x is the number of newly added family members)
  • Press on this button to send a welcome email to all new family members recently added.

Sending the welcome email to a specific family member

  • If a family member account is not active it may be because they misplaced the welcome email
  • To resend the welcome email to that specific person from the admin home page, select the family members option from the main menu.

  • Locate the family member you are re-sending the welcome email for from the list of family members and press on their last name to load the profile for that family member.

  • From the profile of the family member you need to re-send the welcome email for scroll down to the very bottom of the page
  • Press the ‘Send Welcome Email’ button on the right-hand side

6.8.Setting up custom tracking charts from the administrative portal

  • To create a custom nappy or sleep tracking chart follow these steps.
  • Example of custom chart (Nappy)

  • To access the custom tracking chart setup page use the following address in the URL address bar of your google chrome browser.

  • From the custom tracking chart management page click the green ‘Add Tracking Chart’ button.

  • From the ‘Edit Tracking Chart’ page enter required details.
  • A name for the tracking chart (this is the name that will appear on the main menu from the teachers dashboard to access the tracking chart.
  • Make sure the chart is enabled by checking the tracking Chart Enabled box.
  • In the ‘sub Headers’ field add the options that will appear as columns on the tracking chart, each sub heading must be separated by a semi-colon – (see image bellow for example)

  • The ‘allowMarkAll’ check-box when checked will enable you to check an entire column with one tap from the custom tracking chart
  • Once you are happy with the options for the new tracking chart, apply them by pressing the ‘Save’ button

  • To access the new tracking chart from the teachers dashboard open the ‘Main Menu’ and select the name of the tracking chart you have just added

From  custom tracking chart use the two arrows in the top right-hand corner to set the correct time for the event being tracked

  • Select the applicable options for each child by pressing on the check-box’s to add a ‘blue’ tick.

  • Once you are done save the modifications by pressing the blue ‘Save’ button at the bottom of the custom tracking chart.

 

7.Searching & Reporting on events logged within the KidReports system.

  • To access the searching and reporting feature of the KidReports admin portal click on the ‘Search/Reports’ button on the blue menu along the top of the screen

  • The first drop-down menu ‘Filter By’ allows you to select which part of your facility you would like to report on
  1. Entire Facility
  2. Age Category – Report on a specific age category within the facility
  3. Room – Report on a specific room within the facility
  4. Child – Report on a specific child within the facility
  • The second drop-down menu ‘Search For’ allows you to define exactly what you would like the report to consist of

  1. All Events – Generate a report containing all of the events in the defined period
  2. Sent Messages – Generate a report on all of the messages sent in the defined period
  3. Just Daily Reports – Generate a report on all of the daily reports in the defined period
  4. Attendance – Generate a report on the attendance logged in the defined period
  5. Name To Face – Generate a report on the name to face checks done in the defined period
  6. Tracking Sheet/Name To Face – Generate a report on the tracking sheet & name to face checks in the defined period
  7. Room Transitions – Generate a report on the room transition events in the defined period
  8. Teacher Check Ins – Generate a report on the teacher check ins in the defined period
  9. Child Story Report – Generate a report on the learning stories recorded for children in the defined period
  10. Teacher Story Report – Generate a report on the learning stories recorded by teachers in the defined period
  11. Nappy Chart – Generate a report on the custom nappy chart
  12. Sleep Chart – Generate a report on the custom sleep chart
  13. Assessment Events – Generate a report on the portfolio activities recorded in the defined period
  14. A Specific Activity Type – Generate a report on a specific type of activity recorded in the defined period
  15. A Specific Activity Type (free text) – Generate a report on any activity containing the keyword of your choice in the defined period

7.1.Specific Events/Activities

7.2.Creating reports on the custom tracking charts

  • When reporting on the custom tracking sheets keep in mind
  • Time intervals set for the chart (Anything less than 30 minute intervals with up to 3 options per time period will require multiple reports to be generated)
  • The ‘Start Time For Report (only first 100 values printed)’ drop-down menu means the time you wish to begin the report from and there will only be 100 columns permitted
  • Each column represents the next value of time based on the intervals set for the chart
  • The reporting time ranges from 6am – 6pm

These figures will vary based on the number of options for each custom chart, Base calculations are for a chart with ‘4’ options at ‘30’ minute intervals over ‘12’ hours. work this out by ‘12’ hours times ‘2’ to get the number of thirty minute periods times ‘4’ options is ‘96’ columns, The shorter the time intervals and the higher the number of options the more columns required to generate the report so for a chart using ‘10’ minute intervals with ‘4’ options you would require ‘3’ separate reports to cover a ‘12’ hour period.

 

7.3.Child / Parent Data Import

The first thing you will need to do is download the KidReports Child / Parent import template below.

Download – KidReports Child / Parent Import Template – Microsoft Excel Spreadsheet

Once you have downloaded the excel template you will need to copy and paste and possibly do some formatting of the data to make sure it matches the required format for your data import to be successful.

To successfully complete the KidReports Child / Parent data import process you will need the following minimum required data to fill in the template.

First Name | Last Name | Classroom | Child B-Day | Contact | Mom Email | 2nd Contact | Dad Email

Below are listed explanations of the formats for each of the required fields in the excel template.

First Name

  • The child’s first/given name

Last Name

  • The child’s surname

Classroom

  • The room that the child will be assigned to (Matching the room name in KidReports)

Child B-Day

  • The birth date of the child

Contact

  • Primary caregiver field should be entered in the “Firstname Lastname” format using A-Z a-z Only.

Mom Email

  • Email address for the Contact

2nd contact

  • Secondary caregiver field should be entered in the “Firstname Lastname” format using A-Z a-z Only.

Dad Email

  • Email address for the 2nd contact

Once you have finished filling up the Child / Parent Data Import template you will need to use the template to perform the data import at the following URL.

https://secure.kidreports.co.nz/admin/importdata?type=ez

Importing Children

Step 1

Make sure the options on your screen match the options selected in the screen-shot below.

Step 2

Navigate to the location that you have saved your filled-in template for the Child / Parent Data Import, Select the template file and click “Open”

Step 3

Confirm that the correct file has been select and is being displayed then click the “Import” button.

You will now see a list of current date import jobs that are pending or complete. Because this is most likely the first data import into you KidReports system you should only see one job in the list.

Step 4

To navigate back to the Data Import page click on the “View Import Page” link.

Importing Parents/Family Members

Step 1

Change the option in the “I want to import” drop-down menu from “Children” to “Family Members” then select “Choose File”

Step 2

Navigate to the Child / Parent Data Import template and click “Open”.

Step 3

With the Template selected press the “Import” button.

Step 4

From the job list you are able to view some critical information regarding the import jobs you have just initiated. If you wish, press the “refresh” button after some time to see that both the import jobs are completed. Once the jobs have completed you can confirm that the children and their family members have been loaded into KidReports by navigating to the Children and Family Members pages respectively.

8.Accessing the desktop based portal for teacher login

  • Use the same username/password to login here as you would to login to the tablet/mobile app.

 

8.1.Creating learning stories from the teachers desktop portal

  • To create a learning story simply select the ‘Learning Stories’ option from the menu in the teachers portal.

  • Now select the child you wish to create a learning story for, In this example we will choose ‘Alex Curtis’ (your children will reflect the students in your system)

  • Use the ‘Create New Learning Story’ button to begin creating your learning story.

  • After creating a new learning story use the date range next to the ‘Update Activity List’ button to import all portfolio activities recorded in the specified range to the learning story editor.

  • Once your happy with the selected dates use the ‘Update Activity List’ button to import the activities from the selected date range.

Alternative method for creating learning stories from the desktop portal.

  • The first step remains the same, select learning stories from the main dashboard menu.

  • From here instead of selecting a child to create a learning story for, Click on the ‘Create Learning Story’ button

  • From this screen you have the option to create either a learning story for a single child or a group learning story for a group of children.
  • You are also able to set the date range before loading the learning story editor to include all the portfolio activities recorded between the selected dates.
  • 1. – The date range to load portfolio activities for.
  • 2. – The room for the child you wish to create the learning story for.
  • 3. – The child you wish to create the learning story for.
  • Once you have selected the the date range, room and child press the green ‘Go!’ button to load the learning story editor.

  • The group learning story option works in a very similar manor.
  • As above use the date range to determine the portfolio activities that will be loaded into the learning story editor.
  • The key difference is the drop-down menu allowing you to select multiple children from the selected room.
  • Once you are happy with the selected list of children, use the green ‘Go!’ button for the group learning story option to load the learning story editor.

 

8.1.1.Learning Roots & Shoots

 

The most common feedback from parents over the years to the owners has been a lack of understanding of Te Whariki and its implications for their children. There is already an uphill battle going on in the industry to raise awareness in communities that ECE is not about “babysitting” or “playing all day”, but is much deeper with professional goals, milestones, and outcomes to achieve for every child. A questionnaire by Magic Kingdom owners last year brought about responses ranging from thinking Te Whariki was about ”teaching Maori to children”, to thinking Te Whariki was an “optional extension to the curriculum”, instead of knowing that it actually is the curriculum! This specific gap in connectivity between day-care and parents and families catalysed the development of something new by the owners, in the form of visualising Te Whariki’s essential skills, goals, strands, and dispositions. The invention is trademarked and patent pending and like any good idea, it is simple, because the idea comes from nature (a process called biomimicry), and best of all – it works! The model is based on a clever idea that:

roots” are the invisible part of a tree that:

    1. are hidden within (i.e. potential interests, skills, etc of a child),
    2. absorb nutrients (i.e. learning from teachers, family and environment), and
    3. hold the foundations steady for growth.

 

shoots” are the visible part that reveal the fruits, flowers, leaves, branches (i.e. the visible outcomes of learning and in particular which directions a child’s skills and learning branches are growing in).

As well as regularly documenting learning stories for each child that link to general curriculum outcomes, teachers can now go the extra step to identify and visualise each child’s specific learning skills etc. Also they are now able to thread all of these skills and interests together throughout the child’s entire time in ECE to enable parents to visualise all emerging developments at a single glance using this new tool – thus providing a well-rounded and holistic (not prescriptive) sense of their child’s interests and developments. All of this happens at the click of a button inside a child’s secure online portfolio, where the learning tree holds every single learning story ever written about the child as chronological colour coded and leaves that can be clicked to open the story!

8.1.2.Lets have a look at how to tag your learning stories with different LRS outcomes

  • From the learning story menu choose the learning story you would like to tag with LRS learning outcomes and press on the ‘Tag’ button to open the LRS matrix.

  • From the LRS matrix select the learning outcomes you would like to tag the story with by clicking on them and making sure they are highlighted (The background for the selected outcome should become light-blue when correctly selected).

  • Once you are happy with the selection of learning outcomes from the LRS matrix save by pressing the ‘Save LRS Tags’ button.

8.1.3.Loading the LRS tree to view the childs learning progress

  • Select the child you wish to view the LRS tree for.
  • Press the ‘Toggle LRS Tree’ button to open the childs LRS tree.

 

  • Now you should see an empty LRS tree, To populate the tree with leaves press the ‘Load Tree >>’ button.

  • Each leaf on the tree relates to a specific learning outcome from the LRS matrix that has been used to tag a learning story.

  • Hovering your mouse pointer over a leaf will display the learning outcome and learning story it relates to.
  • You may also click on a specific leaf to open the learning story that it is attached to.

 

9.Template One – Dancing Queen

9.1.Template Two – Baking

9.2.Template Three – Dancing Queen 2

9.3.Template Four – Alex & Cars

10.1.Adding a Word learning story into KidReports

10.2.Adding a Powerpoint learning story into KidReports

10.3.Adding a Pixlr learning story into KidReports

11.Parent’s Portal

Welcome to the parents portal section of the KidReports support library

  • From the parental portal you are able to review all of the activities and learning stories published for your child/children
  • KidReports lets you stay connected as a Parent! With KidReports, you no longer have to wonder how your child is doing during the day. Now you have options to be connected while you’re not there.
  • Customizable – Choose which alerts you want to receive! Get the information you want when you want it.
  • Multi-lingual – Select your preferred language for messages. Over 40 languages supported.
  • Historical Data – View historical activities and reports.
  • Use it at home – Parents can also use KidReports to track activities at home!

11.1.How to leave comments on your child’s learning stories through the parental portal

  • Start by logging into the parental portal using the same username/password you would use to login to the mobile app.

  • From the parental portal home page click on the ‘Learning Stories’ option from the menu on the left-hand side

  • Choose the child you wish to comment on a story for

  • Locate the learning story you wish to comment on from the list of stories and click the ‘Add Comment’ button

  • Type your comment and confirm by pressing the green ‘Save Comment’ button

  • To view existing comments and any replies to those comments on a learning story, expand the comments by clicking the ‘Show/Hide Comments’ button

12.Teacher FAQ

12.1.Teacher App.

12.1.1.What to do if you are receiving the ‘Error Logging In’ message while attempting to login via the tablet/mobile app.

The problem

  • If you are receiving the following error while trying to login

The solution

  • In the bottom right-hand corner of the login screen there is a small cog-wheel

  • Make sure the drop-down box has the ‘KidReports NZ’ option selected

 

12.1.2.When using the ‘Move Room’ function the child that was moved is defaulted back to their original room.

  • The ‘Move Room’ feature is used when a childs location within the centre needs to be tracked
  • It cannot be used to permanently assign a child to a new room

  • To permanently re-assign a child to a new room an administrative user must login and change the assigned room inside that childs system profile

13.Teacher Portal

13.1.Checking to make sure the daily reports have gone out correctly

  • Login to the teachers desktop portal and click on the ‘Search and Reports’ option from the main menu

  • Make sure the ‘Search for’ drop down box is set to ‘Just Daily Reports’

13.2.How to ensure the childs data is correct to generate the LRS tree

  • Access the profile of the child that you are trying to load the LRS tree for
  • Ensure their is a birth date set and that it is correct

13.3.Understanding the ‘Filter By’ function for learning stories

  • When viewing the learning stories section of the teachers web portal its important to understand what your looking at
  • Filtering by entire facility will display all the children that have had learning stories created for them
  • The learning story count will reflect all of the learning stories created for each child in the facility

  • If the filter is changed to filter by ‘Room’ the children displayed will reflect all of the children assigned to the selected room
  • It is important to note that the learning story count now will reflect only the learning stories created for that child while they have been assigned to the selected room

  • When filtering by specific child, the learning story count will once again reflect all of the learning stories ever created for that child

13.4.Learning stories not printing properly

There is a known issue with KidReports when printing learning stories please make sure you are running the KidReports web-portal from either of the following browsers.

  • Google – Chrome
  • Mozilla – Firefox

13.5.Can’t see learning stories

If you are trying to view a learning story for a child but you cannot see any learning stories under the child you have selected in the learning stories section, Make sure your date range is correct.

Make sure the date range INCLUDES the date the learning story was created that you are looking for, if your unsure of the exact date then try and estimate the rough time it was published and find it in the list

14.Admin FAQ

14.1.ypes of activities that are included in the daily report that is sent out to the parents.

  • The daily report feature in KidReports sends out a daily report containing all of the ‘Meal’, ‘Daily Routine’ and ‘Administrative’ activities recorded for a child throughout the day

NOTE – Daily report does NOT contain any of the portfolio activities that are recorded

14.2.Enabling a parental account to receive daily reports through the KR system

  • First ensure that the parent has a valid e-mail address. The reports will be sent to the parent via email.

  • Secondly make sure that the option to receive daily reports is turned on from the drop down menu in the parents profile

14.3.How to setup an activity so parents are also able to record it from home

  • Access the activity page and edit the activity that you wish to make available for parents to record

  • Locate the ‘Who can record this activity’ drop down menu and make sure its set to ‘Allow Teachers and Parents to enter these Events’

  • Make sure to save the activity by clicking the ‘Save’ button

 

14.4.Sending an alert to teachers from the administrative portal via push notification

  • This topic is covered in the admin portal advanced view section of the manual

14.5.How to set up Parents account for siblings when both parents have the same email address

We need to setup a common account for the parents who have got the same email address.
This is how it is setup in KidReports.

In Family Members section, Add a New Family Member

  • First Name: Enter a common First Name.
  • Last Name: Enter the Family Name
  • Children: Select multiple children
  • The Username will be default to First Name.Last Name
  • Email: Enter the common email address

add-a-new-family-member

add-a-new-family-member

14.6.How to set up a Parent account who has got more than one child at the centre

We need to setup a common account for the parents who have got the same email address.
This is how it is setup in KidReports.

In Family Members section, Add a New Family Member

  • First Name: Enter a common First Name.
  • Last Name: Enter the Family Name
  • Children: Select multiple children
  • The Username will be default to First Name.Last Name
  • Email: Enter the common email address

add-a-new-family-member

add-a-new-family-member

15.Parent FAQ

15.1.Parental App.

Here is the link to download KidReports on the Android store.

KidReports Android Download

Here is the link to download KidReports on the NZ Apple marketplace.

KidReports Apple Download

Here is the link to the KidReports knowledge base detailing how parents can comment on learning stories.

http://www.manula.com/manuals/mace-it-services/kidreports/1/en/topic/commenting-on-learning-stories

15.1.1.Unable to see certain activities (daily routine)

Issue:
Parent notices that some of the daily routine activities (events) are missing on the Parent app.

Reason:
The teacher creates an event with one or multiple photos.
If there is a problem in one of the photos being uploaded and if it cannot finish uploading then the system works in such a way that it won’t send an update to the parents.
The parents may panic if they see an event logged but no photos.

This is currently on our development road-map to make changes to the workflow in such a way that the event is shown if at least one photo was there.

15.1.2.Parental Portal

16.Webinar Recordings

16.1.Learning Story Editor

https://youtu.be/jKt8tZ-f61M

Suggest Edit