The Center Management module holds the basic settings of your school: the school and location details, your account, the school year structure, the rights of staff, parents and students, custom fields, the active modules and your Kinderpedia subscription.
Each section below can be read on its own. If you are just starting, follow the order of the guide.
Contents
1. What is in Center Management?
Center Management
Click Center Management in the left menu. The list of all the school's setup sections opens:
My Account: school and location details, your account details, password and notifications;
School year structure: working days, terms, holidays and days off;
Staff Management and User Rights: staff accounts and the rights of each role;
Custom Fields: extra information you want to record about children, parents or staff;
Kinderpedia Modules: which modules are active and their settings;
Kinderpedia Subscription: your plan, billing details and payment;
Tags, Basic Audit Log, Integrations and Security.
Tip: at the start, set things up in this order: school details (My Account), school year structure, roles and staff, then modules. Other modules (Activity Calendar, Billing & Payments, Gradebook) use this information.
Note! The Center Management sections are visible only to users whose role has access to this module in User Rights.
2. How do I change the school details?
Center Management › My Account › School Management
Open My Account. The School Management tab shows all the schools and locations you have access to. The school you are working in now has a green tick. Click Edit next to it.
The school form opens. Here you can change:
the logo: click the image on the left and upload a new picture;
Institution name, Capacity (the maximum number of children enrolled at the same time), Email and Phone number;
Country, County / Region, City and Address.
Under the address, click search and drag the pin on the map to the exact location of the school. Then click Save.
Note! Fields marked with * are required. Keep the details correct: the school name and address are also used in other Kinderpedia modules.
3. How do I add a new location (a branch)?
Center Management › My Account › School Management
If your school has several sites, each one can have its own Kinderpedia account. In School Management, go to the end of the list and click Add new location.
Fill in the form:
Main location or subsidiary of existing school?: choose Main Location (Headquarter) or the school the new location belongs to. All the locations you have access to appear here;
Institution name, Capacity, Email, Phone number, Country, County / Region, City and Address. With Map search you find the address on the map.
Click Save. The new location appears in the list, under the main site.
To set up the new location, click Select next to it (see the next section). Then activate the location's plan in Kinderpedia Subscription.
Tip: if you have several locations, the Centralized Data module shows the statistics of all of them in one place.
4. How do I switch between schools or locations?
My Account › School Management / profile menu
One Kinderpedia account can have access to several schools or locations. To switch to another location, you have two options:
1. From My Account: click Select next to the location.
2. From the profile menu: click your name at the top right. The other schools you have access to appear at the top of the menu. Click the school you want.
From then on, all the data shown in the platform belongs to the chosen school. Its name appears at the top right, under your name.
In the mobile app, open the menu and tap the institution name at the top to choose another location.
5. Where do I find the school's QR code?
Center Management › My Account › School Management › Edit
If your school uses QR code attendance, each location already has a unique QR code. Click Edit next to the location. The code appears on the left, under the logo. Click QRcode PDF to download it, ready to print.
How the code is used at drop-off and pick-up is explained in the Daily Reports and Timeline guide. The QR Check-In module must be active in Kinderpedia Modules.
6. How do I change my account details?
Center Management › My Account › Account Info
In My Account, click Account Info. Here you change your profile picture (click the image), Last Name, First Name, Phone and School Address.
With Do you want to receive our newsletter? you choose whether you get emails from Kinderpedia. This is also where you turn on two-factor authentication for your own account (2FA by email, or Enable 2FA via the authenticator app).
Don't forget to click Save at the bottom of the page.
Tip: the steps for two-factor authentication are in How do I activate two-factor authentication (2FA)?
7. How do I change my password?
Center Management › My Account › Change Password
In My Account, click Change Password. Type the Old Password, then the New Password and Confirm Password. Click Save.
Note! The new password must contain at least one uppercase letter and one special character (for example ! . @ # $ %). If you don't remember the old password, use the password reset on the sign-in page: How do I reset my password?
8. How do I choose which push notifications I get?
Center Management › My Account › Push Notification Settings
In My Account, click Push Notification Settings. The page lists the notification types: Assignments, Events, Live Chat, Survey, Quick Messages, Incidents And Accidents.
Use the switch on the right of each type to turn it on or off. For Events, the arrow next to the switch shows more options.
Under the list, the Notification Devices List shows the phones and browsers where you get notifications. Use the bin icon to remove a device you no longer use.
Tip: these settings apply only to your account. They don't change the notifications of other users in the school.
9. How do I set the working days?
Center Management › School year structure › Configuration
The school year structure sets the terms, holidays and days off. It is used for planning activities and events and for billing. Open School year structure.
Click Configuration. In Working Days Configuration, tick the days the school is open. Ticked days show a green tick. Click Save Working Days.
10. How do I add or change an interval category?
Center Management › School year structure › Configuration › Interval Categories
Categories group the intervals in the calendar and give them a colour. Kinderpedia has four default categories of type System (other, terms, holiday and public holiday). The categories you create have the type Custom.
On the Configuration page, click Add New Category. Use the pencil icon to edit a category and the bin icon to delete it.
Type the Category Name, pick a Color and click Save.
11. How do I add an interval (term, holiday, day off)?
Center Management › School year structure
First choose the school year in the School Interval list. The new interval is added only to the selected year.
Click Add New Interval and fill in:
Title (for example “Winter holiday”) and Category;
Start date and End date;
Billable days: days in this interval are counted for billing;
Available for activity planning: activities can be planned in the Activity Calendar on these days;
Allow events during this interval: events can be scheduled on these days.
Click Save.
Intervals appear in the list on the left and, coloured by category, in the Calendar View on the right. Use the pencil icon to edit an interval and the bin icon to delete it.
Note! When two intervals overlap, the unchecked option takes priority. Example: if Interval A (Jan 1–15) is billable and Interval B (Jan 10–20) is not billable, Jan 10–15 is not billed.
Tip: how billing uses billable days is explained in the Billing & Payments guide.
12. How do I set what each staff member can do?
Center Management › User Rights › School Staff Roles
Open User Rights. In the School Staff Roles tab, each column is a role (Director, Teacher, Secretary and so on) and each row is a right in a module. Tick or untick the box where the role and the right meet. Click the ? next to a right to see what it does.
With Add Role you create a new role (for example “Nurse”).
Tip: the detailed steps (new role, role type, rights, adding and deactivating accounts) are in the Staff Management guide.
13. How do I set which modules parents and students can use?
Center Management › User Rights › Parent / Student Roles
In User Rights, click the Parent / Student Roles tab. The table has two columns, Parent and Student. For each module (Families Management, Activity Calendar, Gradebook, Daily Reports and Timeline, Media, Quick Messages and others), tick or untick the access.
For example, in Families Management you can stop students from editing or deleting their own account (Block manage own account, Block terminate own account). Click the ? next to each right for its explanation.
Note! A module turned off in Kinderpedia Modules is not available to anyone, whatever the ticks here.
14. How do I create a custom field?
Center Management › Custom Fields
Custom fields add information that the Kinderpedia forms don't have, for example a child's native language or a teacher's ID number. Open Custom Fields and click Add new attribute.
Fill in:
Label name: shown in the forms before the field;
Entity Type: who the field belongs to;
Attribute Type: Simple Text (max 250 characters), Long Text (max 65,000 characters), Check Box, Integer number, Real number with up to 4 decimals, or Select An Option (a list of options you type; press Enter after each one);
Description (optional): shown in the form as a note;
Mandatory?: tick it if the field must be filled in.
Click Save.
The available entity types and where the field appears:
Child: in the child's profile (Families Management › click the child) and in the Children report in Custom Reporting;
Parent: on the family page, in the parent's details (pencil icon next to the parent);
Medical File: in the child's profile › Medical Record, when you add an entry;
Events: at the bottom of the event form and in the event details;
Teachers and school administrators: in Staff Management › Actions › Edit. In the staff list you show it from View, and it is included in the export.
Example for schools in Romania. In the student profile (entity Child, type Simple Text), add the fields: cnp, initialatata (father's initial), loculnasterii (place of birth), mentiuni, nrmatricol, nrmatricolpagina and nrmatricolvol (the registration number, page and volume in the school register).
Note! For schools in Romania, these fields must be added and filled in for each student. Their data appears automatically in the PDF gradebook. How to download it is explained in the Gradebook guide.
Note! Custom fields are filled in and shown only on the web platform and only to staff, not in the mobile apps.
15. How do I edit, disable or reactivate a custom field?
Center Management › Custom Fields › Actions
Each field has an Actions button on the right, with these options:
Edit: change the label, the description or whether it is mandatory, then Save;
Disable from now on: data already filled in stays visible, but no new data can be added. The field shows the status Inactive from + date;
Disable forever: the field is hidden completely and shows the status Totally inactive.
A disabled field can be reactivated from Actions › reactivate the attribute.
Use the Entity, Attribute Type and Search filters to find a field. The Show inactive fields switch shows or hides disabled fields. The list can be exported to PDF, CSV or XLS.
16. How do I merge two duplicate custom fields?
Center Management › Custom Fields › Merge fields
If the same information was created twice (for example two “ID number” fields), you can merge them into one. Click Merge fields at the top right.
Choose the Entity Type.
From the Custom Fields column, drag the duplicate fields into the Fields to merge column (or click them).
In the right column, choose the field that stays (Field that stays). The others are merged into it and disabled.
Under Copy the data into the field that stays, choose what happens to the values:
Only where empty: a value is copied only where the field that stays is empty;
Overwrite: the merged field's value replaces the existing one (the old value is kept on the disabled field);
Append (text only): both values are kept, separated by “;”;
Do not copy: no value is copied.
Click Merge fields.
Note! Only active fields can be merged; reactivate an inactive field first. The values of merged fields are not deleted: you get them back if you reactivate the field. Use Delete permanently the merged fields that have no data left only if you will not need them again.
17. How do I turn a module on or off?
Center Management › Kinderpedia Modules
Open Kinderpedia Modules. At the top you see how many modules are Active and Inactive. Use the search bar and the filters (modules, plans, status) to find a module quickly.
Each module has a card showing the plan it belongs to (From Starter, From Essentials, From Professional or Add-on). At the bottom of the card:
the Active / Inactive switch turns the module on or off;
Always on means the module can't be turned off (for example Families Management, Staff Management);
Settings appears on modules that have their own settings.
Inactive modules appear faded. Add-on modules have the Add-on label.
Note! A module that is turned off disappears from the menu for every user in the school: staff, parents and students.
18. How do I configure a module's settings?
Center Management › Kinderpedia Modules › View details / Settings
Click View details on a module card. The window has the tabs Overview (what the module does, status, category, who it is designed for and the plan), Settings and Tutorial.
In the Settings tab (or straight from the Settings button on the card) you configure the module. For example, in Quick Messages you choose who automatically receives the predefined messages sent by parents. Click Save.
Tip: each module's settings are explained in its own guide, for example Quick Messages or Daily Reports and Timeline.
19. What do I see on the Kinderpedia Subscription page?
Center Management › Kinderpedia Subscription
Open Kinderpedia Subscription. The page has three boxes:
Your subscription: the plan (for example Business Plus), the period, the day the invoice is issued and the total;
Billing details: the billing information;
Payment: the payment method (card or bank transfer), the payment code and the account details (owner, start date, services agreement).
20. How do I change the billing details?
Center Management › Kinderpedia Subscription › Change billing details
In the Billing details box, click Change billing details.
Fill in the details of the company that pays the subscription. After you type the tax number, click Validate to check the VAT rate. Click Save at the bottom of the form.
Note! These details appear on the invoice issued by Kinderpedia. Check that they belong to the legal entity making the payment.
21. How do I add or change the card for the subscription?
Center Management › Kinderpedia Subscription › Payment
Payments are made through Stripe. Click Add your card for future payments (in the pink box at the top) or Add Credit Card (in the Payment box). Enter the card details and save. You can also use Apple Pay or Google Pay.
When a card is saved, the Payment box shows the option to change it. Only one card can be saved. New invoices are paid from it automatically, if the card has funds.
22. Where do I find the subscription invoices?
Center Management › Kinderpedia Subscription
Payment notices and invoices issued by Kinderpedia appear in the list at the bottom of the Kinderpedia Subscription page. From each document's Actions button you can view it, save it as PDF or pay it online.
When issued, the status is pending.
After payment, the status becomes Paid and Kinderpedia automatically issues the final invoice, with an invoice number. Card payments are usually confirmed within minutes; a bank transfer can take a few working days.
If Kinderpedia cancels a payment notice, it stays in the list with the status Canceled.
Note! If the saved card doesn't have enough funds, the automatic payment isn't made. Pay the invoice online from Actions.
23. How do I change or cancel the subscription?
Center Management › Kinderpedia Subscription
To choose another plan, or if you need help choosing, click Contact Sales. To cancel the subscription, click Cancel Subscription at the bottom right. The confirmation window shows until when you can still use the plan's features.
Note! After cancelling, the modules included in the plan stay available only until the end of the paid period.
24. How do I create tags?
Center Management › Tags
Tags help you group and filter records in some modules. Open Tags and choose the module from the list at the top left: Billing & Payments, Activity Calendar or Media. Click Add new tag.
Fill in Name, pick a Color and, if you like, a Priority (for example 1 = weakest, 10 = strongest). With Is the tag grouped? you can put it in a group. Click Save.
Tags appear in the list with the number of Tagged Items. Use the pencil icon to edit them and the bin icon to delete them. For example, in the Activity Calendar tags can mark the floor or the room.
25. How do I see who changed what?
Center Management › Basic Audit Log
Open Basic Audit Log. It shows the changes made to accounts and settings: who made the change, when, which action (for example Active, Inactive, Transferred) and what changed.
With the buttons at the top, choose the type: All, Child, Parent, Teacher, Staff Member, Group, Nursery / Kindergarten/ School, User Rights, Kinderpedia Modules.
Choose the period (Select period) or search by ID.
The list can be printed or exported (PDF, CSV, XLS), and from View you choose the columns shown.
Click the eye icon in the History column to see all the changes to a record, in order, with the author and date of each.
26. What is in Integrations?
Center Management › Integrations
In Integrations you connect Kinderpedia to other systems your school uses: payments, invoicing, timetables, student data and more. The page has three tabs: Integrations, API Collection and API Keys Management.
Each integration has a status (for example Connected, Pending, Available). Click an integration to see what it does and how to turn it on. The payment integrations (Stripe, BT ePOS) and e-Factura are explained in the Billing & Payments guide.
27. How do I turn on two-factor authentication for the whole school?
Center Management › Security
Two-factor authentication (2FA) asks for a second confirmation, on top of the password, when someone signs in. In Security you set the school's policy separately for each role: School managers, Teachers and Parents. This way you can require, for example, all managers and teachers to use 2FA.
Until you save a policy, the page shows Not set up yet — nothing is being enforced: nobody is asked for a second confirmation and nobody is signed out.
Note! These settings cover the web platform only. In the mobile apps, users confirm who they are with biometrics (fingerprint or face recognition), and nothing here changes that.
For each role:
Turn on the Two-factor authentication switch for the role. While it is Off, nothing is enforced for that role, and the other settings stay on record without doing anything.
Under Setup announcement › Setup, choose:
Required: members of the role must set up two-factor authentication before they can continue in the platform;
Optional: members are invited to turn it on, but decide for themselves.
If you chose Optional, set in Ask again after dismissing after how many days the invitation comes back for those who declined it (8 days by default). With Required the invitation can't be declined, so this field doesn't matter.
Hover over the ⓘ icon next to any field to see what it does.
On the right, under Forced sign-in, you can also require signing in again periodically:
Force sign-in again: when on, the session of each member of the role ends after a number of days, and the person has to sign in again (with the second factor, if they set it up). It works only if two-factor authentication is on for the role;
Force sign-in after: how many days a session can last. The defaults are 7 days for managers, 14 for teachers and 30 for parents.
Tip: the mobile apps never sign users out for this reason. Forced sign-in applies to the web only.
The Kinderpedia defaults are Required for school managers and Optional for teachers and parents. You can change them for each role. When all roles are set, click Save at the bottom of the page.
Tip: each user then turns on 2FA from their own account, with a code by email or an authenticator app. The steps are in How do I activate two-factor authentication (2FA)?
28. How do I delete the school account?
Center Management › My Account › Terminate Account
The school account can be deleted only if all these conditions are met:
there are no more children in the school (children without an active parent account are deleted from their profile; those with an active parent are removed and become inactive);
there are no more teachers or other staff members (from Staff Management › Actions › Deactivate, then delete);
you are the account owner (the person who created the school account).
Then, in My Account, click the red Terminate Account button under your name.
Note! Deleting the account is permanent. Download the reports and documents you need first. If you are not sure, write to us in the chat.
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