ChildHub360 Documentation

ChildHub360 is an all-in-one childcare management platform for directors, teachers, and families. Two dedicated portals — a staff dashboard and a parent portal — share one secure system for enrollment, daily operations, billing, compliance, and communication.

• Staff dashboard: directors and teachers manage children, classrooms, billing, compliance, and day-to-day operations.
• Parent portal: guardians view updates, messages, invoices, photos, and make payments online.
• Multi-tenant architecture keeps each childcare organization's data isolated with role-based access.
• Automated compliance reminders identify gaps and notify staff until items are resolved.

Follow this checklist when onboarding a new childcare center. Most centers complete initial setup in a single session.

• Confirm organization profile, timezone, and branding under Dashboard → Organization Settings.
• Create classrooms with capacity limits under Dashboard → Facilities → Classrooms.
• Add staff accounts and assign roles under Dashboard → User Management.
• Enroll children and link parents under Dashboard → Children and Dashboard → Parents.
• Grant parent portal access under Dashboard → Parent Portal Access.
• Configure tuition rates and billing under Dashboard → Tuition Management and Dashboard → Billing.
• Connect Stripe for online payments in organization billing settings.
• Review the Monthly Compliance Binder under Dashboard → Compliance → Monthly Compliance Binder to map licensing requirements.

Role-based access control limits each user to the data and actions their job requires. Permissions are enforced on every dashboard page and API request.

• Director / Admin: full organization access — settings, billing, compliance, staff management, and reports.
• Teacher / Assistant: classroom operations — attendance, daily reports, lesson plans, medications, and parent messages.
• Specialized roles: granular menu access by subscription tier; some features are tier-gated (see Pricing).
• Parent / Guardian: read-only and payment access to their own children through the parent portal only.
• Sysadmin: platform-level administration for ChildHub360 operators (not center staff).

Configure your center profile, security policies, and audit visibility from the dashboard admin menus.

• Dashboard → Organization Settings: timezone, branding, billing connection, and center-wide preferences.
• Dashboard → Admin → Settings: organization-level configuration hub.
• Dashboard → Admin → Roles & Permissions: define which roles can access each dashboard area.
• Dashboard → Admin → Security: MFA enforcement, session policies, and API access overview.
• Dashboard → Admin → Audit Log: review user actions for accountability and compliance reviews.
• Dashboard → My Account: update your own password and profile.

Centralize admissions, household data, emergency contacts, health notes, and documents for every child in your program.

• Dashboard → Family Management → Children: create profiles with demographics, allergies, immunizations, and enrollment dates.
• Dashboard → Family Management → Waiting List: track prospective families, tour dates, and conversion to enrolled status.
• Dashboard → Family Management → Emergency Contacts: maintain authorized pickups, contact priority order, and pickup restrictions.
• Dashboard → Family Management → Parents: link guardians to children and manage household relationships.
• Pickup restrictions (custody or court orders) are managed from Emergency Contacts; staff see active restrictions at check-out.
• Assign each child to a primary classroom; update as they move between rooms.

Record check-in and check-out, capture meals and naps, and send automated daily summaries to families.

• Dashboard → Attendance: log daily presence, drop-off and pick-up times, and guardian signatures.
• Dashboard → Daily Reports: document meals, naps, activities, and mood notes per child.
• Send daily reports to parents directly from the report screen.
• Export attendance data for billing reconciliation and licensing documentation.

Coordinate where children and staff need to be throughout the day — classrooms, activities, shifts, and appointments.

• Dashboard → Facilities → Classrooms: define rooms, capacity, assigned teachers, and color themes.
• Dashboard → Scheduler: build child schedules with time blocks across multiple rooms per day.
• Dashboard → Find My Child: see each child's current room in real time based on the active schedule.
• Dashboard → Calendar: view center events, holidays, and important dates.
• Dashboard → Staff Scheduling: plan shifts, manage availability, and handle time-off requests.
• Dashboard → Appointments: schedule family tours, conferences, and center meetings.

Plan curriculum, assign lesson plans, track learning objectives, and document child development.

• Dashboard → Curriculum: define program-wide learning frameworks.
• Dashboard → Lesson Plans: create and assign plans by classroom or date range.
• Dashboard → Learning Objectives: map developmental goals to activities and assessments.
• Dashboard → Child Activities: log what children did during the day.
• Dashboard → Assessments: record progress evaluations and generate reports.
• Dashboard → Progress: track learning-objective progress per child when your role includes access.

Plan weekly menus, flag allergy conflicts, log daily meal service, and coordinate estimated arrival times with families.

• Dashboard → Daily Operations → Meals (Meal Plans): build printable weekly meal calendars and menus by classroom.
• Meal Plans cross-check child allergy profiles and highlight affected children when menus include allergens.
• Dashboard → Daily Operations → ETA: parents submit estimated pickup or drop-off times; staff see them on the daily agenda.
• ETA supports notification preferences (in-app, email, SMS, or push) when configured by your center.
• Medication reminders appear on the ETA dashboard agenda for staff handoff.

Manage physical spaces, equipment, vendors, and maintenance work orders alongside classroom setup.

• Dashboard → Facilities → Classrooms: room capacity, assigned staff, and visual themes.
• Dashboard → Facilities → Maintenance: log work orders, schedules, and completion status.
• Dashboard → Facilities → Assets: track center equipment and facility assets.
• Dashboard → Facilities → Vendors: maintain vendor contacts for repairs and supplies.
• Dashboard → Reports → Maintenance (or Advance Report): export maintenance summaries for audits.

Keep families and staff aligned with messaging, reminders, notifications, and shared media.

• Dashboard → Messaging → Communications: in-app inbox for staff and parents — compose, reply, forward, and attach files.
• Dashboard → Reminders: create actionable to-do items with due dates and acknowledgment tracking.
• Dashboard → Notifications: system alerts for compliance gaps, expiring certifications, and overdue items.
• Dashboard → Photo/Video Album: share classroom moments; albums can expire automatically.
• Parents receive messages and album access through the parent portal.

Maintain health records, medication schedules, administration logs, and immunization compliance in one place.

• Dashboard → Health Records: store immunization dates, medical notes, and uploaded documents.
• Immunization matrix compares each child's records against the CDC schedule with due-date alerts.
• Dashboard → Medications: define prescriptions, dosages, schedules, and approval requirements.
• Dashboard → Administration History: log every dose given with timestamp and caregiver signature.
• Dashboard → Medication Metrics and Complete Medication History: audit trails for licensing reviews.
• Medication reminders surface on the dashboard and ETA agenda until acknowledged.

Document incidents, run safety inspections, and track corrective actions with photo evidence and digital signatures.

• Dashboard → Incidents: record injuries, behavioral events, and regulatory-reporting incidents with severity levels.
• Critical and serious incidents include licensing notification guidance for your regulatory authority.
• Dashboard → Safety: facility inspection checklists with photo documentation.
• Dashboard → Safety Management Dashboard: overview of open inspections and corrective actions.
• Dashboard → Lead Certifications: track lead-screening compliance per state requirements.

Automated monthly binders mapped to Massachusetts EEC licensing requirements — evidence, section notes, trends, and analytics.

• Dashboard → Compliance → Monthly Compliance Binder: monthly binders organized by licensing section.
• Attach evidence files, add section notes, and track completion status per binder.
• Export binders for licensing visits and internal audits.
• Massachusetts EEC requirements supported today; additional states coming.
• ChildHub360 sends daily reminders for non-compliant areas until resolved.

Organize center documents in folders with search, secure access, and role-based visibility.

• Dashboard → File Cabinet: create folders and upload documents by category.
• Search across all stored files from the file cabinet search bar.
• Use alongside the compliance binder for licensing evidence storage.

Track staff certifications, background checks, and evaluations to stay ahead of licensing deadlines.

• Dashboard → Staff Certifications: CPR, First Aid, and professional development with expiration alerts.
• Dashboard → Background Checks: record check dates, results, and renewal schedules.
• Dashboard → Employees → Staff Evaluations: director evaluations with documented feedback.
• Dashboard → Employees → Staff & Teachers: hiring records, roles, and classroom assignments.

Automate tuition invoicing, online payment collection, and financial tracking. Card payments are processed by Stripe — ChildHub360 never stores card numbers.

• Dashboard → Tuition Management: define rates, assign rates to children, and view rate history.
• Dashboard → Invoices: generate, send, and track tuition invoices with automatic status updates.
• Dashboard → Invoice Dashboard: at-a-glance view of overdue, paid, and upcoming invoices.
• Dashboard → Business → Billing: hub for payments, late-fee stats, and quick actions.
• Dashboard → Business → Invoices and Invoice Dashboard: generate, send, and monitor tuition invoices.
• Dashboard → Business → Split Payment: allow multiple payers (e.g., co-parents or sponsors) to share invoice costs.
• Dashboard → Business → Parent Subscriptions: manage recurring billing plans for families.
• Dashboard → Business → Refunds: process refunds per center policy.
• Dashboard → Billing → Settings: configure payment methods, invoice terms, payment reminders, and late-fee rules.
• Dashboard → Billing → Late Fees: calculate, review, and override late fees; tied to attendance when enabled.
• Parents pay online through the parent portal; card data is handled entirely by Stripe.

• Stripe documentation ↗

Capture center expenses, run financial reports, and monitor revenue alongside spending.

• Dashboard → Business → Expenses: log receipts, categorize spending, and attach supporting files.
• Dashboard → Reports → Billing, Expenses, Analytics, and Advance Report: exportable summaries.
• Dashboard → Reports → Financial: monthly financial summaries (when your tier includes access).
• Dashboard → Reports → Attendance: date-range attendance reports with PDF export.
• Dashboard → Reports → Maintenance: maintenance activity reports with PDF export.
• Export to CSV or PDF where available for licensing and accounting reviews.

Connect ChildHub360 to your accounting and payment workflows.

• Dashboard → Connect → QuickBooks: sync financial data with your QuickBooks account.
• Dashboard → Connect → Express Payments: Stripe Express onboarding for center payment processing.
• Stripe webhooks keep invoice and payment statuses in sync automatically.

The parent portal gives guardians a secure, dedicated experience separate from the staff dashboard.

• Login at /parent-portal/login with credentials provided by your center.
• Home dashboard: quick links to billing, child profile, messages, albums, activities, and appointments.
• Child profile (/parent-portal/child-profile): enrollment details, contacts, and household information.
• Child activities (/parent-portal/child-activities): daily reports, activities, and learning updates.
• Messages (/parent-portal/messages): read and reply to staff in the same thread as dashboard Communications.
• Photo & video album (/parent-portal/photo-video-album): classroom moments shared by your center.
• Billing (/parent-portal/billing): invoices, balance, payment history, and secure Stripe checkout.
• Appointments (/parent-portal/appointments): schedule tours, conferences, and center visits.
• ETA: submit estimated pickup or drop-off times when your center enables parent ETA.
• Account security: change password and manage account settings from the portal menu.

Common issues and quick fixes.

• Schedules not appearing: ensure classrooms are created before building child schedules. The scheduler refreshes automatically.
• Parent cannot log in: verify portal access is enabled under Dashboard → Parent Portal Access and the parent is linked to a child.
• Payments failing: confirm Stripe keys are configured in organization billing settings and the Stripe account is active.
• Missing menu items: your subscription tier may not include that feature — check the Pricing page or contact support.
• Compliance reminders keep appearing: open the item from the dashboard notification and resolve the underlying gap (e.g., expired certification).

ChildHub360 includes contextual help inside the staff dashboard — no need to leave the app while learning a workflow.

• Dashboard → Help & Guides → Help & User Guides: searchable index of guides organized by dashboard category.
• Each guide maps to a dashboard route and can embed a Scribe step-by-step walkthrough when configured.
• Use the guide sidebar to jump directly to the feature you are working on.
• Public documentation at /docs (this page) complements the in-app guides with product-wide reference material.

Additional references and ways to get help.

• Visit the About page for a regulatory compliance feature mapping.
• Open Dashboard → Help & Guides → Help & User Guides for step-by-step Scribe walkthroughs tied to each dashboard area.
• Sysadmins can manage guide videos from Dashboard → Admin → Users Guide (Manage).
• Contact support through the Contact page for sales, setup, or technical questions.

• About ChildHub360
• Pricing & Plans
• Contact Support
• Privacy Policy
• Terms of Service
• Security