One of the most useful features of our afterschool management software is its ability to easily share student, parent/adult, and emergency contact, and attendance data with our childcare management software. We designed EZReports and EZChildTrack to integrate seamlessly, providing unparalleled performance that streamlines operations and removes administrative drudgery.
Here is what each software application can do for you on its own, plus the benefits you receive from using the integrated solution for your afterschool program.
EZChildTrack Overview
EZChildTrack is a comprehensive childcare management software solution that provides automated billing and payment processing, a secure parent portal, site access, and multiple attendance options. Program directors, site coordinators, and staff members can manage all operations using a single system.
1. Parent Portal
Parents can access their family's account, register, enroll, and make online payments. They can also manage account information such as vaccination records, emergency contacts, and the persons authorized to pick their child up from afterschool programming.
The parent portal makes it easy for families to download tax statements at the end of the year and obtain receipts for reimbursement or recordkeeping purposes.
2. Online Registration Forms
Each afterschool program can offer a customized online registration form and collect fees at the time of registration. The parents receive an email notification upon approval of registration.
3. Billing and Statements
You can manage all billing functions with a single system, print payment reports, statements or invoices, and post batch payments. The system also allows you to accept multiple forms of payment.
4. Calendar-Based Enrollment
Parents can access your calendar of activities and classes to enroll their children in an activity directly from the calendar. You receive an accurate count of students enrolled in various classes and activities and payment upfront at the time of enrollment. Calendar-based enrollment provides a flexible scheduling option for both your program and the families you serve.
5. Payment Processing
Accept online payments using a credit card or direct withdrawal from a bank account (ACH). You and your families can set automatic or recurring payments, track cash, check, or money order payments, and take advantage of individual and batch payment posting.
6. iPad Interface
EZChildTrack has an iPad interface so you can take daily attendance and access attendance numbers in real-time. Track checkouts from an automated list and eliminate paper rosters and manual data entry.
7. Site Access
Access detailed account information for a specific site if you have multiple afterschool program centers. Take attendance using biometrics or badges, and accept payments at each center if needed. EZChildTrack also provides reports for making informed business decisions.
8. Attendance Tracking
Government grants and funding, as well as community oversight, often require attendance numbers. You can easily track students and staff attendance using smartphones or tablets. With accurate attendance, you have accurate billing, including the addition of late pickup fees. Also, you have access to multiple attendance reports.
9. Account Management
EZChildTrack centralizes student and family information into a single database where you and your clients can manage program registration and enrollment, track account balances and payment due, and monitor parent communications using email, letters, or other methods.
10. Communication Tools
There are a number of communication tools available to make communicating with parents and staff a breeze. EZChildTrack enables you to create and send emails to account folders in batch, send batch text messages, and create and manage bulletins and notifications. You can create, manage, and print letters for targeted recipients and filter those recipients according to multiple criteria.
11. Agency Accounting
If your families have subsidized payments, EZChildTrack makes it simple to generate invoices for any agency, track receivables by agency and parent, and manage agency payment posting. Keep track of families on financial assistance and charge the correct co-payment for each account.
12. Staff Attendance
Check staff members in and out, add and manage hours, and calculate the pay rate for any length of the pay period. Manage all your staff information at the organizational and site level.
13. Meal Tracking
If you serve meals or snacks, automate your meal tracking. Plan menus, schedule meals by location, and access the nutritional analysis of the food you offer. You can also generate USDA reimbursement reports.
14. Reporting
EZChildTrack provides customized reports that can include graphics. The software has exclusive dashboards and a comprehensive set of standard reports. Also, you can export data to Excel or the EZReports software solution.
EZReports Overview
EZReports is a powerful, affordable, comprehensive, web-based software solution for managing grant-funded afterschool programs. It helps you meet the data collection and reporting requirements of the Federal 21st Century Community Learning Center program. It also supports state and local grants.
1. Registration, Enrollment, and Activity Management
EZReports provides registration and enrollment and an activity manager. Use the activity manager to schedule afterschool sessions and staffing, special events, and family participation.
2. Outcomes Tracking
Manage and report all GPRA indicator data. Upload and analyze day school grades and test scores for district and state assessments. Using a smartphone or tablet, you can also use data from teacher surveys.
3. 21st Century APR, State DOE, and Management Reports
EZReports is compatible with the new 21APR system. You can generate GPR and APR data quickly, and built-in data checks ensure the accuracy of your reports. The software offers comprehensive reporting using over 40 standardized formats and provides a reports wizard for ad hoc report creation.
Integrating EZChildTrack and EZReports
Use both solutions together to manage your grant-funded and tuition-based programs, and automate data transfer between the solutions. And provide a parent portal with online registration. Take advantage of automated billing and online payments.
The Benefits of Integration
Integrating the two systems provides many benefits, including automating data transfer, report management, and comprehensive tracking for afterschool programs.
1. Automated Data Transfer
Transfer student, parent, emergency contact, and attendance records from EZChildTrack to EZReports. If you run both fee and grant-based childcare or afterschool programs, you can use the software to streamline and automate most of your administrative operations.
EZReports lets you upload student data from the day school’s information system. Import student demographics, grades, test scores, and other information for each student. Site coordinators can quickly register students in afterschool programs without requiring manual data entry.
2. Manage Reporting
Manage and conduct reporting for grant-funded programs through EZReports while using EZChildTrack to automate your billing and payment processing. Use Federal 21APR reports with the grantee profile report (GPR) and annual progress report (APR).
The system meets reporting needs of all users, from detailed student-level reports to aggregated site, grantee, and state reports.
3. Comprehensive Afterschool Program Tracking
EZChildTrack integrated with EZReports provides a comprehensive solution for all your afterschool needs.
Integration of these two powerful, web-based afterschool applications can save administrative time and allow you to utilize your resources for student achievement instead of data entry.
Contact us to learn more about how we can help you take your afterschool program to the next level.