FAQ

Our most frequently asked questions

Frequently Asked Questions

Getting Started

How do I get started?

Once you have registered and signed into foundations you will be ready to set up your nursery. We recommend that you add your children and their contacts first. Do this by navigating to the ‘Children’ smily face tab in the main menu.

Adding children will enable you to do key things in foundations like adding events in a child’s day, tracking their development and using the register to sign them in or out.

Children

How do I add a child?

Adding a child on foundations takes less than a minute.

We’ll show you how to do it…

Navigate to the ‘Children’ smily face tab in the Main Menu. 

Select the ‘Add Child’ button.

Enter all the information you have about a child. 

All fields marked with an * must be completed before you can save a child.

Once you select ‘Confirm’ your child will be saved to the Child Directory and hey presto you have added your first child!

How do I add an existing contact to a child?

Navigate to ‘Children’ from the main menu and select a child.

From the child’s detail page select ‘Contacts’ in the sub navigation and select ‘Add Contact’.

To add an existing contact (for children with siblings whose contacts will already be in the system) select ‘Add Existing Contact’.

All existing contacts in the system will appear in a list. You can filter the contacts by typing a name in the search field.

Choose a contact from the list and select ‘Next’.

Select the relationship from the dropdown list and state if they are a primary carer or not.

Choose if you want to invite them to use the ParentZone App and select ‘Next’

Review the contact information and select ‘Confirm’ if all is correct.

Select ‘Close’ to return to the child’s contact’s page where your new contact should appear.

How do I create a contact for a child?

After a child has been added you can then add their key contacts such as parents and guardians.

Select ‘Create New Contact’.

Enter the details for that contact.

Select if the contact address is the same as the child’s.

Choose ‘yes’ to autofill the fields with the child’s address. 

Choose ‘no’ to manually fill in the address fields.

Select ‘Next’.

Select the relationship from the dropdown list and state if they are a primary carer or not.

Choose if you want to invite them to use the ParentZone App and select ‘Next’

Review the contact information and select ‘Confirm’ if all is correct.

Select ‘Close’ to return to the child’s contact’s page where your new contact should appear.

Events

How do I add an event?

An event describes anything that happens during the day from what a child has for breakfast to the activities they get up to. There are 6 different event types in foundations

  • Accident
  • Meal
  • Medicine
  • Moment
  • Nappy
  • Sleep

Different daily diary event icons in foundations childcare app

Navigate to Events in the main menu.

Select ‘Create New Post’.

Select the event type and say when it happened.

For accident, moment or medicine events, write a note about it.

For meal events set the meal type, meal option and portion size.

For a nappy event select the condition of the nappy and whether cream has been applied. 

Images can be added for all event types apart from nappy’s.

How do I add a tailored group event?

In Daily Plus you can add a single event and tailor it for multiple children.

Navigate to Events in the main menu.

Select ‘Create New Post’

Select the event type and enter the details.

Select all the children that were involved.

Customise individual children’s posts by writing specific notes about each child. You can also add supporting photos.

Review the group event and select ‘Confirm’ to post it to the timeline.

Once posted to the timeline Parents can see their child’s tailored post via the ParentZone App.

How do I save my event as a draft?

When creating an event you can save it as a draft at any time and continue working on it later. 

Whilst creating an event select the close button ‘X’  in the top right corner. 

You will have the option to ‘Save Draft’, ‘Discard Post’ or ‘Keep Working’.

When you select ‘ Save Draft’ the event will close and be saved as a draft.

To retrieve a draft select the ‘Retrieve Drafts’ link next to the ‘Create New Post’ button and your saved drafts will appear in a list.

Select the ‘…’ button and choose ‘Edit Draft’ to continue working on it or ‘Discard Draft’ to delete it.

Adding Photos

What is Tag Assist?

Tag assist is a feature of the photo upload process. It uses facial recognition software to help identify children in the photographs that you upload.

The more you use tag assist the better it will become at recognising the faces of the children in your setting saving you time and effort.

How do I upload photos and tag children?

You can add single or a batch of photos whilst creating a post and tag the children in them. Once you tag a child it should remember their face for next time.

Select ‘Add Photo’ to launch the image uploader. 

Select ‘Upload Images’ to search for the photos you want to upload. At this stage you can also take live photos from your mobile or tablet. 

The images selected will load on the screen.

The system highlights any child it recognises with a square, tagging their face with their initials. Their name will be listed and marked with the number of times they appear in the current batch of photos.

Any face it does not recognize will be marked with a question mark. Select the unknown faces and use the dropdown menu to select the correct child. The question mark will be replaced by the child’s initials, and their name will be listed and marked with the number of times they appear in the current batch of photos.

Continue this process for all unknown faces in the photographs. Remember, the more you use tag assist the better it will become.

If tag assist incorrectly identifies a child simply highlight the face. Their name will appear below the image. Select the ‘X’ and replace it with the correct child from the dropdown menu.

Once you are happy that all the children have been identified correctly select ‘Save’ and the images will be added to your event.

All children tagged in images will be added to the post.

Child Development

How do I make an observation?

Navigate to Child Development in the main menu.

Select ‘Add Progress’ to start an observation.

Select the development type ‘Observation’. 

Say when it happened (the date and time will default to today’s date) and if the activity was led by a child or adult.

Write a note about the event. 

You can also note what the child said and upload any supporting images.

Select ‘Next’ and identify the children that were involved.

Select ‘Next’ to move to grading.

If creating an observation for a single child simply select the area aspect and age form the EYFS and grade if the child is Emerging, Expected or Exceeding for each statement.

If creating an observation for multiple children you also have the ability to tailor the observation by adding a note and child’s voice for each individual child.

When your observation is complete select ‘Next’ to review the information and click ‘Confirm’ to save it to the development timeline and ParentZone.

To help you track the progress of a child, all previous observations you have made will be logged with the amount of times they have been graded for a statement numbered on the applicable grading buttons.

How do I make an assessment?

Navigate to Child Development in the main menu.

Select ‘Add Progress’ to start an observation.

Select the development type labelled ‘Assessment’

Say when it happened, the date and time will default to today’s date.

Say if the assessment type is an ‘assessment’, ‘baseline’, ‘2 year check’, or ‘transition’.

Give the assessment a title and write a note about the event. 

You can also note what the parent said and upload any supporting images.

Select ‘Next’ and identify the child that was involved.

Select ‘Next’ to move to grading.

When creating an assessment for a child simply select the area or aspect from the EYFS that you wish to grade, then select the appropriate age and grade from dropdown lists. 

When your assessment is complete select ‘Next’ to review the information and click ‘Confirm’ to save it to the development timeline and ParentZone.

Register

How do I manage my child register?

You can keep track of which children are on your premises at any one time by navigating to ‘Bookings‘ in the main navigation.
You can still see your previous registers in the new Bookings area by clicking on ‘Historic Registers’.
Sign your children in from the Bookings Overview area using the icons in the circular ring. You can quickly sign in/out and mark off with notes and add signatures.
You can also amend the time as shown below where the sign out time has been amended by an hour.

Offline Working & Syncing

Can I work offline?

To help you be more productive you can create events and continue working even when you are offline.

If you go offline whilst creating a post you will be alerted that you have no internet connection. You will be given the option to ‘Keep Working’ or ‘Discard Post’.

Select ‘Keep Working’ to continue adding your event details in the normal way.

When you select ‘Confirm’ you will receive a message that says your post has been created and it will be available to sync to the timeline once you are connected.

Selecting ‘Discard Post’ will delete the post and take you back to the events timeline.

The ‘Sync’ icon at the top of the page will highlight with a red dot to indicate when you have posts to sync to your timeline.

You can continue to create as many posts as you wish.

When back online, sync your saved posts by selecting the ‘Sync’ button at the top of the page and clicking ‘See All’.

All posts ready to be synced will be listed on the Sync page. You can then choose to ‘Edit’, ‘Delete’ or ‘Sync’ your posts using the buttons on the right of each post.

Staff

How do I add my staff to foundations?

The staff management area is where you add and manage your staff’s permissions so they have all the correct access to do their jobs smoothly. 

Navigate to ‘Staff’ in the main menu.

In the staff management area select ‘Add New Staff’.

Enter the person’s name, email address and date of birth.

Select which permission group they belong to, for example admin. A description of each user permissions is viewable from the dropdown.

Select ‘Send Invite’ to send the new staff member an invitation and link to join foundations. 

Once the user has accepted the invitation their details will be added to the staff directory and they will have access privileges. 

Bookings

How to create an adhoc booking

Once your site has been set up with rooms, sessions and pricing and you have also added children you will then be able to add an “Ad Hoc Booking”. Further information on setting up your site can be found in the FAQ under the “Settings” section. 

Ad Hoc booking can be added as and when the child may be coming into the setting on different days and not recurring. Or if a child is in on a morning session on a booking pattern and would like to add the afternoon session for that day 

To do this simply go to bookings and select “Adhoc Booking” on the top right of this screen:

 

 

 

 

 

 

 

You will then be prompted to select the child needed.

This will open up a calendar for this child to be able to select a day to add an Adhoc booking. These can only be added one day at a time.

 

 

 

 

 

 

 

 

 

Once you have selected the day and click + Adhoc Booking you will need to select the site required and this will bring you to a screen with all the available sessions to add. 

Only sessions that you have selected to be available as Adhoc bookings within the site set up will be available to add.

Once you have selected the room you will need to click + Add Booking then click save changes at the bottom of the screen.

 

 

 

 

 

 

 

 

You will then see confirmation of this booking below and in the calendar.

The adhoc booking will be included on the main booking screen within your “due ins and capacities” inside each room for the dates you have added.

Settings

How do I change my Password?

You can change your password as well as your profile photo, name and opt in preferences at any time.

Select your name or the profile icon in the top right of the screen, and choose ‘Go to my Profile’.

Select ‘Change Password’ underneath your name. 

Enter your current password, new password twice and select ‘Confirm’ to save.

To edit your photo, name and contact preferences select ‘Edit Details’, make your changes and then press ‘Confirm’ to save.

I have an issue with the software, what should I do?

We are constantly working on new features for foundations so you may see updates each time you log in. Most of the time these updates should run smoothly but if you do come across any issues please let us know by selecting the “Give Feedback” link in the menu.

Site Setup

How to Add Company Details

To add or edit company details first click on the Settings button on the left-hand side menu.

Once in settings click on Company Details to display company details.

 

 

 

 

 

 

 

 

 

 

Next, click on Edit Details if you wish to amend any details that have already been entered into the system.

First, you have the option to edit the Company Details.

Next, you can amend the address details.

Finally, you have the option to review your amendments before proceeding.

 
Once you have confirmed the details the system will let you know if they have been saved successfully.

How to Add a Room

To add a new room click on the ‘Settings’ button on the left-hand side of the screen.

Once in the settings click on the Rooms icon.

 

 

 

 

 

 

Click Create a Room to begin the process.

Once the Create a Room screen appears, you need to fill out the following :

  • Room Name.
  • Max Occupancy.
  • Age the child would be if they start in that room.
  • Age the child would be when leaving that room.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Once the Next Step button has been pressed it will give you the chance to review what you have entered before applying it into the system.

ParentZone

How do I invite parents to join ParentZone?

Before adding any parent to ParentZone you will need a valid email address for them. There are 2 ways to invite a contact to ParentZone, when adding a contact and by editing an existing contact from the contacts directory table.

When adding a contact:

From a child’s detail page select ‘Contacts’ in the sub navigation.

Select ‘Add Contact’.

When adding a contact’s details enter an email address on the first screen.

Select ‘Next’ and add the contact’s address if you have it.

Select ‘Next’ then select the relationship from the dropdown menu.

Select ‘yes’ when asked to ‘Register for ParentZone?’ 

Review the contact information to check all is correct and select ‘Confirm’ to save the contact and return to the child’s contact’s page.

The contact will be invited to ParentZone via email.

When editing an existing contact:

From a child’s detail page select ‘Contacts’ in the sub navigation. 

On a child’s contact’s table if not already registered for ParentZone select ‘Not registered’.

In the popover select the ‘Register’ button to confirm registration.

The contact will be invited to ParentZone via email.

What is ParentZone?

ParentZone is the award winning childcare app for parents. Parents can access information about their child’s day at a time that suits them best. ParentZone increases partnership with parents by allowing two way communication between parents and your nursery.

GDPR and deleting my account

How can I close my Foundations account?

We wish you weren’t leaving!

If you wish to close your foundations account, all you need to do is email us from the email address associated with your foundations account, along with your username to foundations@connectchildcare.com. Our team will contact you to confirm when your account has been closed. 

What happens to all my data once my account is closed?

Once you have requested your account to be closed, we will anonymise all data relating to your account. Please be aware that we cannot close your account until this happens. 

How long should I keep my clients data once I have deleted my account?

This will depend on the data you have collected as some data needs to be held for a certain length of time due to legislation e.g. Childcare Act (2006) requires nurseries to keep some data until the child turns 21. As a data controller, you must audit the data you have and decide on how to long to retain it for. We are unable to advise on this. 

How do I request a copy of all my data?

If you wish to export a copy of your client data, all you need to do is e-mail us from the email address associated with your foundations account, along with your username to foundations@connectchildcare.com. Our team will send a copy of your data in CSV format. 

How do you handle GDPR at foundations?

Who is the data controller for Foundations?

As the user of the software, the collection and purpose of data is determined by you and therefore you are the Data Controller. Connect Childcare is the Data Processor. 

Do you provide a Privacy Policy for parents?

A Privacy Policy is a document which states what data is collected and for what purpose it is used for. As you are the Data Controller, the purpose for the data collection is determined by you. Therefore, we cannot provide a Privacy Policy for parents. We do have a Privacy Policy for other data collected such as marketing campaigns, which can be found here. However, this is classified as a separate data set to Foundations. 

Does Connect Childcare have an assigned Data Protection Officer?

Yes – the DPO can be contacted via email at dpo@connectchildcare.com

Does Foundations collect any special category data?

Special category data is defined within GDPR and can be described as sensitive data. Examples of special category data include ethnicity, sexual orientation and medical records. Whilst Foundations does provide the ability to capture special category data, the choice to capture this is entirely voluntary and your own choice. 

Does Foundations store data outside of the UK?

All data held within Foundations is stored within UK data centers only. 

GDPR rights and Foundations

The General Data Protection Regulation (GDPR) is a piece of legislation that came into effect in May 2018 – we want to make sure you’ve got all the information you need to feel safe about your data and privacy.

 

Some of the rights foundations users have include:

Right to be informed: to know which data we have about you and how we use it. This information is in our Privacy Policy and Terms of Service.

Right of access: you can now request that we send you over a copy of all the data that we hold on you. Upon your request, we have 30 days to send this back to you.

Right of rectification: if the data we hold on you is incorrect, you can request that we rectify this. Again, we have a 30 day turnaround time in which to do this.

Right to Erasure: aka the Right to be Forgotten. You can request that we delete all the personal data we hold on you. As above, we’ve got 30 days to complete this.

Right to data portability: you can now receive your personal data in a format that will allow you to transfer this to another service.

Right to object: you can now object to direct marketing and data processing.

 

In order to request any of the above, please email us from the email address associated with your foundations account. You can use foundations@connectchildcare.com with ‘GDPR’ in the subject line. It’s also worth noting that these rights do have exceptions, and that there are cases in which we can deny a request if we have a legitimate interest in doing so. Just reach out to our team if you want more information on this side of things.  The Information Commissioner’s Office (ICO) has a handy guide on their website if you want to read more.

We really care about your privacy and we want to make sure you feel comfortable with your data, so please reach out if you have any lingering questions or doubts. 

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