The
following is a list of pre-sale questions
and answers. Many of the questions
you might have about our software
are probably asked and answered in
this list.
Q. Does full documentation come with the
program to look up needed examples or functions?
A.
The program comes with full manuals and guides, as well as set
up samples that cover every part of the system.
Q. When does the 30 day money-back guarantee
begin?
A.
The return period begins the day your order is placed because
the software is immediately available for download. In the unlikely
event that you want to return the software, we will accept any
valid return as long as the postmark is within 30 days of your
order date, the green serial number envelope is returned still
sealed, and you call us first to get an RMA number.
Q. I have a question about the registration
code is: Do you have to give me a code to enter into the program
before I can start using the program? Each time my current program
fails I must call tech support to get a code entered into my computer
before I can use the program again?
A.
Our program doesn't work that way. We give you a serial number
once to register the program. That same serial number is always
valid.
Q. If we have more than one center, do
we share the software or purchase another?
A.
The license for the software is for use at 1 center and 1 location
only, but you can share it over a network at that center and location
for no additional cost. For additional centers or locations, you
must purchase another package. If you purchase more than 1 package,
we offer a discount of 15% off each package purchased.
Q. Do I need to buy two programs to run
it on two computers?
A.
No, as long as both computers are used for the same center and
location. The program is networkable and can run on two computers
without buying an extra program.
Q. Can we use Childcare Sage on a network
with the controller, owner and Administrator?
A.
Yes you can. The Childcare Sage is networkable out of the box
and your license lets you use it on as many computers as you want
at 1 center and at 1 location. You cannot use the same copy of
the software for multiple centers or locations.
Q. What is the cost for upgrades and how
often do you upgrade?
A.
First year updates and support are free and included with the
purchase price. Updates and support after the first year are $55,
65, and $75 per year depending on whether you have the Family
Center, Small Center, or Large Center versions, respectively.
We normally release an update every 6 months.
Q. I am looking for software that will
allow parents to sign in and out by computer.
A.
This software will allow parents to sign in/out by computer and
also includes a free timeclock program that you can install on
a separate computer so that no one will have access to your main
computer.
Q. Could you please explain the Time Clock
Feature in a little more detail? What type of hardware is needed?
How do you transfer the information back into the main office
computer?
A.
The timeclock is a separate program that is included free with
the Childcare Sage. We recommend that you install the timeclock
on a different computer than the main office computer (the computer
does not have to be new, it can be as old as 5 or 6 years.) To
transfer the timesheet records, you can either network the 2 computers
together, or manually copy 1 file from the timeclock computer
onto the main computer. The system is very easy to set up and
use.
Q. Can I just use another monitor and keyboard
for the timeclock?
A.
Although you can just use another monitor and keyboard wired into
your main computer, you wouldn't be able to use your main computer
while people were signing in/out and those people would have full
access to your main computer.
Q. Do you have swipe card capability with
the time clock application?
A.
No, we have found that the costs involved in swipe cards do not
justify their usefulness. The problem is that each pickup person
must have a swipe card and they also get lost. You can assign
each child and staff up to a 5 digit code which the staff or any
pickup person can use to sign in/out. It takes just as long to
enter a 5 digit number on a keypad as it does to swipe a card
and wait a moment for it to process. We will also be introducing
fingerprint scanning for signing in/out in 2007.
Q. We have a drop-in center. We were just
wondering if this program can be adapted to this type of center.
It looks like the record keeping capabilities are exactly what
we are looking for, but wonder if the Time Clock feature will
work in an hourly center.
A.
It will work, but the best solution is to not use the external
Time Clock, but rather the built in Timesheets in the program.
The external Time Clock records must be transferred into the main
program after the parents/staff enter them. At a drop off center,
this wouldn't work. The program does have the capability to print
daily charges including bills for hourly charges and a max charge
for the day. This program will work perfectly for what you are
looking for. In addition, we will be adding the ability to charge
accounts for lunch packs, books, etc with barcode scanning in
2007.
Q. Is the time clock a part of the whole
package or does it cost extra?
A.
Yes, it is included.
Q. Does your software produce schedule
reports?
A.
The system produces reports that count how many children arrive
and leave every hour as well as how many children are at the center
in each class for every hour based on either scheduled hours,
attended hours, or both. The reports even show staffing requirements
for each class for each hour. There are also staff schedule sheets
that show which hours each staff member is scheduled for.
Q. I am interested in buying your software.
I just want to know what integrated accounting reports can be
generated from your package? Do I have to buy an accounting
software like Quickbooks to do my accounts P&L and B/S in
addition to your software? Is there a check writing facility?
A.
You can run reports like total income, total payments received,
total payments made to staff, general balance reports that show
who owes for charges, center expenses, etc. The accounting functionality
is comprehensive but does not include check writing and taxes.
In 2007, the Childcare Sage will have built in Quickbooks Pro
integration to address check writing and taxes.
Q. Does this system support year-end tax
reports?
A.
Yes. For parents, the system will generate a report that contains
all charges and payments or a report that breaks apart childcare,
other expenses, and payments. For the center, there are reports
that contain childcare charges, payroll payments, center expenses,
and net income.
Q. Can I post expenses on your software?
A.
You can post expenses for both Child accounts as well as center
expenses such as rent, utilities, etc.
Q. Is this software compatible with any
other accounting software such as Peachtree or Quickbooks?
A.
Not at this time, but we will be adding Quickbooks Pro integration
in 2007.
Q. One of my questions is does the software
actually do employee paychecks including taxes and or deductions?
A.
Unfortunately the program does not subtract taxes and deductions
from paychecks. It does print gross paychecks. We recommend programs
like Quicken Payroll and Quickbooks Pro for payroll tax solutions.
(These cost between $120 and $200.)
Q. How many years of business does the
system keep? Are there at least 2 years of reports available for
comparisons?
A.
Unlimited, the system will keep all records until you delete them.
We also have a year end cleanup utility that will clear prior
year charges, expenses, payments, and timesheet records.
Q. By what means is the photo placed in
the child’s file? Is it saved and uploaded or what?
A.
The software can interface with a web cam, or you can use a digital
camera and upload the pictures. The actual photo image must be
saved on your computer in a directory you specify. If you don’t
have Microsoft Word on your computer, you must save the file as
a .bmp format, otherwise use .jpg or .bmp format.
Q. Can other photos be included in the
child’s file?
A.
Up to 7 photos can be included for each child. (1 for the child,
2 for the parents, and 4 for other pickup persons)
Q. I printed off screen shots which seem
small. Also, can users modify/define fields?
A.
Users cannot modify or define the
screens. Keep in mind that the screenshots
are not actual size and all of the
screens are larger than the screenshots.
Q. Does the program provide any alerts,
i.e., for immunization boosters?
A.
Yes it does. There are reports that list all immunizations due
for any period you specify and immunization histories.
Q. What data is available when interfacing
w/ my PDA? Are there any requirements,
etc.?
A.
The PDA has emergency contact information
and schedules. The system will work
with any pocket pc PDA.
Q. How does the program back itself up?
A.
It saves a copy of itself onto your hard drive and an external
drive that you specify. We recommend that you purchase a USB keychain
drive (also known as a flash drive, jump drive, cruiser, microvault,
etc) to use for backups. The cost for a 256MB USB drive is about
$20-$25.
Q. Does the program keep track of all needed
trainings and completed training per employee?
A.
Yes, the program uses the same area
to keep track of immunizations for
children and certification/training
for staff.
Q. Does the report function include an
emergency contact list? Is there the ability to add to a child's
attendance schedule after it has been entered and can it be entered
daily for a month?
A.
Yes to all.
Q. We have clients in need of a day care
software package capable of monitoring the federal food program.
Does your package have that feature?
A.
Our system can plan and store menus and meals, and it can track
which meals each child ate at the center. The system will produce
all necessary CACFP compliant reports including meal counts, reimburesent
tier reports, and menu charts.
Q. Does your software have password built
in. If yes, is it a level password (i.e. different password protecting
basic information from accounting)
A.
There are 4 built in password levels.
1)
View- lets parents see their
child’s account and information by
entering in the child’s ID. Doesn’t
allow any changes.
2) Change- lets staff change
child’s account and information, but
doesn’t let them see other staff,
change rates, or make payments.
3) Accounting- can do everything
except change the passwords
4) System- all functionality
Q. Since I do not live in the US, and therefore
make use of a different currency, does this software let you amend
the $ sign from all reports, records and invoices?
A.
Yes, the software will use whatever the default Microsoft Windows
currency format is.
Q. How long before you expect to be able
to accommodate Canadian addresses etc.
A.
The program currently has 2 address lines and a city, state, zip.
You can use the second address line for the Canadian city, province
and zip code. You can use the city as the country.
The
address would like:
Michael Smith
123 Main Street NW
Montreal QC H37 Y27
Canada,
The
only problem with this is that you will not be able to search
for contacts by city, state, zip, but in the childcare program,
that should not be a problem.
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