Set up your organization

Start with the details everyone will share, then set up the places where care happens. This saves you from stopping halfway through an application because a program, staff member or role is missing.

Open your profile menu in the portal and choose Organization Settings. The options you see depend on your access.

1. Add your organization details

Check your organization name and office email, then add your logo. Use an email address your office checks regularly. Your personal phone number belongs in My Profile.

Update the organization details and logo.

2. Describe your team’s jobs as roles

Create a role for each job, such as Director, Educator, Accountant, Home Operator or Substitute Provider. A role combines what holders can do everywhere, what they can do at their Sites, whether they work on a Site’s team and which notifications they can receive. If you run home child care, include a role with Home operation for your Home Operators.

Understand roles and access and create a role.

3. Add your team

Create a staff record for each person. Roles that hold only Organization permissions, or that apply at All Sites, can be assigned while you create the record. Roles for particular Sites can be assigned once those Sites exist.

A Home Operator must be an active Independent Contractor. Create their staff record before creating their home.

4. Set up your locations

Create a site for each home or centre where you provide care. Check its care model, address, working days and holiday calendar. The care model cannot be changed after the site is created. For a home, choose its Home Operator and the role with home operation as you create it.

Next, add the programs offered at each site and the groups children will join. For a centre, add classrooms when you want to show where a group meets. A home child care agency can have several home sites within one organization.

Understand sites, programs, groups and classrooms.

5. Assign roles at your Sites

Open each staff member’s profile and assign their roles at the Sites where they work. Their roles decide what they can see and change, and which Site teams they belong to. Check each Site’s team on its page afterwards.

Assign, change and end roles and see who works at a Site.

6. Prepare admissions and documents

Choose the questions you want families to answer and assign an application template to each relevant program. Set up document types so your team can file material against the right child, enrollment, staff member or site.

You can then create enquiries and applications, or work with your existing children and enrollments.

Prepare application templates and organize document types.

7. Prepare billing before the first charge

Billing needs its own setup: program tuition, billable-day rules, Program invoice schedules, and each Enrollment’s billing contact and funding. Home agencies also configure the Site remittance schedule and formula independently.

Start with how billing works.

Check the setup with one real workflow

Open a site, follow its program and group, and check one enrollment and its family contacts. Ask a team member to confirm that their own account shows the work they need. This catches missing roles and access before the wider team starts using the portal.