Kids Day Out, in depth

A parent fills in an eight-step form: guardians, children, health profile, authorized pickups, waivers and payment. The form will not move past a step with a missing required field.

Each child then holds one of four statuses:

• Pending Payment. The family has registered but the first charge has not cleared. The child keeps the seat.
• Enrolled. The seat is confirmed.
• Waitlisted. No seat was open.
• Withdrawn. The child left. The card stays so the family can still read past reports.

Each child gets a four-character student ID that stays the same all year. A seat is a match on age group and schedule together. When a classroom is full for a schedule, the next registration for that schedule goes to the waitlist. Staff admit a waitlisted child once a matching seat opens.

Teachers log meals, naps, activities and photos for each child. The server compiles these entries into one daily report per child.

A report moves through three states: Pending review, Approved and Published. A parent sees only a Published report for their own child. Publish sends every approved report for the chosen date to its family. Parents read past reports ten at a time, newest first.

Attendance has four labels: Present, Absent, Excused and Not marked. The attendance report counts only Enrolled children. It shows days present, days absent and a rate for any date range.

A kiosk is a tablet with a private link. Staff issue the link for one classroom or for all of them. The server shows the link once and then keeps no readable copy. A link lasts 30 days. Staff can revoke it at once, and an expired link is cleaned up by the server.

At check-in, the kiosk makes a pickup code for the day. Check-out needs that code, or proof from an authorized person. A failed proof is refused and no check-out is recorded. The kiosk can only check children in and out within its own scope.

• Allergy sheet. It lists every seated child with an allergy, a medication or an EpiPen. It includes children who still owe payment. It flags life-threatening allergies. A child with nothing on file is not listed.
• Incidents. Each incident is Minor, Moderate or Serious, and is tracked as Submitted, Reviewed, Information requested or Parent notified. A parent sees an incident only after the parent is notified. A Serious incident notifies the parent at once and does not wait for review. A parent can acknowledge the incident.

• Parents see only their own children. Changes need a signed-in session and a security token.
• Teachers hold the kdo-teacher role. They see the roster and logs for their assigned classrooms only.
• The program director holds the Kids Day Out admin role. This role reaches classrooms, enrollments, waitlist, reports, incidents, finance, discount codes, waivers and the kiosk.
• Global admins see everything in the module.

Enrollment needs a signed-in parish account. The module has no guest enrollment, because it collects health data.

The parish sets program years, classrooms and capacities, discount codes, and waivers in English or Spanish. A discount code is a percentage or a flat amount. It applies to the registration fee, the monthly tuition, or both, with an optional use limit. Waivers can be required or optional, and each acceptance is recorded.

The finance screen shows assessed, collected and outstanding totals, computed live from payment records. It also lists past-due families. It reports only; it does not collect or remind. A broadcast reaches every enrolled family with no audience filter, and an emergency text message does the same for urgent notices. A global setting can hide the module from regular users.