Chapter 1 - Creating a group, adding children and parents
After you create an account on www.kinderpedia.co we can add the Group / Class, then add children to that group. These steps can only be done from a computer using a Web Browser (Opera, Chrome, Firefox, etc.).
Method 1 - Step 1 - Create a main group:
Select the "Children Groups" button on the left menu.
After you have selected "Children Groups" you will see on the right side of the page a green button called "Add Group", click on that button.
After this step a window appears where we enter the name of the group and the type of the group in the designated space (main group).
Step 2: Add the children.
Access "Children Groups", select the recently created group by clicking on the group name or the black icon on the right.
Here you can easily add a child, click on the green button on the right "Add a Child", fill in the First and Last name and then click again on "Add a Child".
If the child will also acces the Kinderpedia account as a student, instead of adding them manually, you can just send all children the Group Code found under the Invite Student tab. Afterwards, they will be able to create their accounts themselves by accesing www.kinderpedia.co and hit the "Sign up" button. They will choose "Student Account", fill in the data and add the group code in the required filed. By doing so, their account will be automatically linked to that specific group.
If you already added the children in the group, you can also click on the green "+ Invite Student" button.
For each child, you will click on "+ Invite Student" and besides the first and last names which are filled in automatically, you will also enter the student's email address. Then, he will receive an email invitation to activate his account.
If parents are going to access Kinderpedia, you must press the gray "+ Invite Parents" button for each child.
When you click on "+ Invite Parents" it will send it to the child's family. There you have to click on "Invite Parents", fill in all the necessary data and click on "Add" to save the changes. The parent will receive an email with the invitation.
Attention! We can send all the invitations to the parents that were added to the family without an invitation already being sent, at the same time (see Step 3).
Step 3: Sending invitations to all parents.
In order for a parent to access the Kinderpedia account, he or she must receive an email from the kindergarten and accept it. To simplify this process, this means sending invitations to all the parents added, select the "Families" button in the menu on the left side of the page.
The list of families can be filtered so that only the unregistered parents are displayed, click on "Status" above the list on the left , select "Unregistered parents" and under "Select Groups" click "All groups"
Now that all unregistered parents are displayed, you must select them all by clicking on the first box above the list on the left.
The last step is to send the invitations by clicking on the green button "Invite Users" and then select "OK" in the window that will ask for confirmation.
If you have a large number of children to add to a new kindergarten account, you can contact us and we will send you a table in Excell where all the necessary data for import must be completed. After the table is completed, you send it back, and we will import all children at once to skip the process explained in "METHOD 1".
Chapter 2 - Add Activities
Step 1: Add a main activity
In "Activities" you can see a green button on the right side "Add Activity".
Clicking on it will open a box where you can enter the activity data. Select who has acces to it, the name of the activity, if the activity will be visible only to the kindergarten staff, if it is an individual activity, if the presence is mandatory, the type of evaluation, if the activity involves a price, and if yes, which is it. By pressing the "Save" button, you will add the activity.
Step 2: How do I add an activity, how do I plan an activity in the calendar and how do I make it recurrent?
You will access the subcategory "Main activities" and create an activity called "Mathematics" and here you can select at the Evaluation Type - "badges" or "smiley faces".
We will go on the activity calendar and plan the activity for the day / time selected by us. For example, for "Mathematics", you can plan immediately after "breakfast".
Now we will set the activity to repeat every day. Click on the activity > Edit and click on the check mark for "Repeat". If it is repeated weekly, we tick all the days of the week and choose the end date until the end of the school year (eg July 31, 2020). We will not assign any person responsible for this activity, so that all educators in the group will have access to these observations. It is important to click "Save" after making these settings.
After saving the activity you will see that in the activity calendar in front of "Mathematics" activity the recurrence sign appears: "[R] Mathematics". We will repeat step 4 for each group in the kindergarten / school. right, click on the gray button with the text bubble).
Chapter 3 - Documents
How to upload a document / file.
If you want to upload a document just get to the "Document" module and right-click anywhere and select the "Upload" option. After that, a box will open from where you will be able to select from your computer, the file/s you want to upload.
How to publish a document?
To publish a document after it has been uploaded in the Documents Module, just double-click on it, and the details on the document will appear along with different option buttons. Choose "Publish file"!
A small window is now showing where you can allow access to the document to different groups, where you can rename the file and add a description of its content. When you are finished, just click "Publish"!
Chapter 4 - Quick Messages
How does the Quick Message module work?
This module was created to ensure the transparency of information and to make communication between kindergarten / school and family more efficient.
Unlike the Live Chat module, where the communication is done either 1 to 1 or in chat groups, the Quick Messages take place between the family and the kindergarten / school. What does this mean?
If I, as an educator / teacher or manager, want to send a message, I will not be able to select a certain parent, but I will select the appropriate child for the family with whom I want to communicate. We know very well that many of the children enrolled in our kindergarten / school do not have the same name as their parents and therefore, sometimes it would be difficult to identify to which parent we want to send the message. Thus, when sending a message, we can filter by group / class or search by the child's name. The application will know and select and send the message to the family members of the selected child.
Also, more children can be selected if they wish to send the same message to several families. Thus, the messages sent in this way will reach all the members of the family who have an active account on Kinderpedia assigned to the child (mother, father, grandfather, grandmother, granddaughter, etc.).
It is worth mentioning that if I send a message to more parents we must be careful about the forms because the parents will see in the application that that message is addressed only to them (to their child) and therefore the formulation must be a general one. (Technically all parents are put in this message in BCC).
Family members can respond to that message later, without the parents of the other children included in the message (if any) being able to see this response. So all the replies to a message sent to several parents only reach the educator / teacher who sent the message and the manager of the institution.
In the same way, if a parent wishes to send a message using this module, he / she will not have to select a recipient, as the message will be received by all the educators / teachers responsible for the child's group and including the manager. So all the messages sent by parents through this module are NOT seen by other parents, but only by the representatives of the institution (educators / teachers / managers).
Following each message received, users will also receive a notification to be constantly updated with the changes that have occurred and to be able to respond in a timely manner.
The educators / teachers and the manager benefit from 3 different types of messages to keep a clearer record of the way in which the information is transmitted to the parents, namely: Simple message, Alert and Scheduled message (Reminder).
The simple message can be used to transmit any kind of information to parents. It is similar to an email or a SMS, only that the message reaches the application, not in SPAM.
The alert is intended for urgent messages or of major importance, being accompanied by an exclamation mark meant to attract the attention of parents in particular. For kindergartens / schools that opt to activate SMS messages, alerts can also be sent via text messages.
The scheduled message or Reminder is a scheduled message in the future. We choose a specific date and time, save the message, and it will be sent automatically at the chosen time. This function especially helps us when we want to remind parents of a certain requirement, activity, event, etc. (Eg: Saturday we go on the trip and we want the parents to receive a message at 7:00 in the morning informing them that they must be at the meeting place on the scheduled time, otherwise they will miss the bus. To make sure we do not forget , we schedule this message during the week and it will automatically be sent on Saturday at 7 in the morning.)
Also, parents have a set of predefined messages available to facilitate the transmission of essential information: Message for Teachers, Absent, Early Pick Up, Late Pick Up, Early Drop Off, Late Drop Off.
As with educators, the simple message is a free message that will be used to transmit any kind of information to the kindergarten / school.
Early Pick Up, Late Pick Up, Early Drop Off, Late Drop Off are predefined messages created in order to save parents time in transmitting such information and to inform educators / teachers about the time when the child arrives to make it easier for them to organize their activities.
Absent is a more special message. Once selected, 2 additional rows will appear that will need to be completed. The first is the reason, for which we can select one of the 4 options: Sick (a), Holiday, Home Day, Other. The second is the period when the child will be absent (it may be only one day, in which case only the first field is completed or there may be more cases where a time interval is missing).