Childcare Management User Access Rights
Go to Settings → Users & Companies → Users and configure the required Childcare Management access rights for each user. Odoo provides role-based access options to control which childcare features users can access.
The available roles include:
- Director – Provides access to manage childcare operations and related activities.
- Staff – Allows staff members to handle assigned childcare activities.
- Parents – Provides access for parents to view and manage relevant childcare information.
- Family – Allows family members to access permitted childcare records.
- Approved Pickup – Provides access for approved pickup persons to support secure child pickup management.
School Fees
Go to Childcare Management → Configuration → School Fees to configure school fee products in Odoo. Users can create fee records with details such as the fee type, sales price, applicable taxes, fee duration, internal reference and purchase taxes.
Nutrition Interval
Go to Childcare Management → Configuration → Nutrition Interval to manage nutrition intervals in Odoo. Users can create and configure intervals such as Morning, Afternoon and Evening with their respective times.
Doctors
Go to Childcare Management → Configuration → Doctors to create and manage doctor records in Odoo Childcare Management. Users can maintain important doctor information such as the doctor name, contact number and professional degree.
Nutrition Configuration
Go to Childcare Management → Configuration → Nutrition Configuration to create and manage nutrition plans in Odoo Childcare Management. Users can define a diet name, nutrition type and nutrition interval and add multiple food items to the plan.
Each food item can include details such as quantity, unit of measure, nutrition type and price. This helps childcare centers organize meal plans and manage the food requirements for children based on their nutrition needs within Odoo.
Notes for Child
Go to Childcare Management → Configuration → Notes for Child to create and manage predefined notes for children in Odoo Childcare Management. Users can maintain notes for common child-related concerns such as fears, allergies, speaking difficulties or walking difficulties.
Staff Degree
Go to Childcare Management → Configuration → Staff Degrees to create and manage staff qualification records in Odoo Childcare Management. Users can define details such as the degree title and qualification level for childcare staff.
Staff Certificate
Go to Childcare Management → Configuration → Staff Certificate to create and manage staff certificate records in Odoo Childcare Management. Users can add certificate details such as the certificate title and description along with the related certificate information.
Submit Admission Enquiry
Portal users can submit an admission enquiry from the website by going to Enquiry menu on website. They can enter the child's personal details, allergies, medications, reason for applying and profile information along with the parent's contact and address details.
After completing the required information, users can click Submit to send the enquiry. The submitted details can then be managed through the Odoo Childcare Management admission workflow.
Inquiry Confirmation Email
After a portal user submits an admission enquiry, Odoo automatically sends a confirmation email to the parent or guardian. The email confirms that the enquiry was submitted successfully and includes the child's name and enquiry reference number.
This keeps parents informed about their enquiry status and provides a reference they can use for future communication with the childcare center.
Manage Admission Inquiries
Go to Childcare Management → Admission → Inquiries to view and manage admission inquiries submitted by parents or portal users. Odoo displays the child details and parent information along with the inquiry ID, assignment date and school details.
Users can review the reason for applying, allergies and medications before processing the inquiry. Click the "CONFIRM INQUIRY" button to move the inquiry forward.
Nutrition Email Notification
Users receive an email notification when a nutrition request for a child is confirmed. The email provides the parent with the required information to access the nutrition page, including the login URL, username and password.
Parents can use the provided credentials to log in and access the nutrition confirmation page directly through the shared URL.
Confirm Nutrition Plan
Once the parent logs in through the provided link, they can access the Nutrition Confirmation page. From here, they can select the required Nutrition Configuration and Admission Year for the child.
After selecting the required details, the parent can click the "SUBMIT" button to confirm the child's nutrition plan.
Once the parent submits the selected nutrition configuration, Odoo generates an invoice based on the chosen nutrition plan. The parent can view the invoice from the portal with details such as the food items, quantities, unit prices, taxes and total amount.
The parent can also use the available Pay Now, Download and Print options to manage the generated invoice.
Users can view the generated invoice for the child's enrollment from the Childcare Management system. The invoice shows the child name, invoice details and the nutrition items with their quantities and prices.
Users can also check the total amount, payment status and amount due to keep track of the child's invoice.
Enrollment Email Notification
Users receive an email notification when a child's enrollment inquiry is confirmed. The email provides the parent with the required details to continue the enrollment process, including the login URL, username and password.
Parents can use the provided credentials to log in and access the enrollment page directly through the shared URL.
Confirm Child Enrollment
Parents can use the Enrollment Confirmation page to complete the child's enrollment details. They can select the classroom, choose the admission year, enter the joining date and provide the family income.
After entering the required information, the parent can click the "SUBMIT" button to confirm the child's enrollment.
Once the parent submits the enrollment details, Odoo generates an invoice for the child's enrollment fees. The parent can view the invoice from the customer portal with details such as the school fee, quantity, taxes and total amount.
Confirm Enrollment Payment
Once the enrollment invoice is generated and the payment is completed, users can click the "Confirm Payment" button to confirm the enrollment payment.
After the payment is confirmed, the enrollment status changes to Enrolled and an enrollment completion email is sent to the parent. The email confirms the child's enrollment and provides a check-in/check-out code that can be used for school attendance.
Created Child & Parent
After confirming the inquiry, the system automatically creates Child and Parent contact records. Users can view the child's and parent's details from the Contacts menu.
Emergency Alert
On clicking the "Emergency" button, users can send an emergency alert email to the child's parent. The alert includes the child's details along with the school and class teacher's contact information so the parent can respond promptly.
Share Media
Users can share files and media with a child's parents by clicking the "SHARE MEDIA" button. Users can select the media type, attach the required file and add a message before clicking "Share" to send the media to the child's parents.
Users can view the sent email and its attachments under the child's chatter. The chatter displays the email message along with the attached media, allowing users to review the shared content and communication history.
Parent Messaging
Users can chat with a child's parent by clicking the "PARENT MESSAGING" button from the child's profile. Users can also access parent communication through Childcare Management > Notifications > Message To Parent.
Users can enable the "Send Email" option to send an email notification to the child's parent. The email includes the message entered in the "Add Message To Send" field and is delivered to the parent's registered email address.
Users can enable the "Send Message" option to send an SMS notification to the child's parent. The message is sent to the parent's registered mobile number, allowing the parent to receive the communication directly on their phone.
Parent
Under Childcare Management > My Childcare > Parents, users can view the parents created for children. The parent record displays personal and contact details along with the children associated with the parent.
Manage Childcare Staff
Users can manage childcare staff from Childcare → My Childcare → Staff, including staff details, assigned classrooms and certifications.
Manage Staff Lesson Planning
Staff can view and manage lesson plans from the Today's Activities option, including activities, classrooms, schedules and lesson details.
Update Lesson Planning
Staff can update lesson plans in Odoo by editing activity details, schedules, meeting links and the lesson status.
Manage Enrollment Fees
Users can create and manage child fee invoices from Childcare → Admission → Invoices, including fees, taxes, payments and due amounts.
Manage School Details
Users can manage school information in Odoo, including school details, director, intake, fees, contact information and assigned classrooms.
Manage School Registrations
Users can manage school registrations in Odoo, including registered children and their registration start and end dates.
Class Rooms
Under Childcare Management > Schools > ClassRooms menu users can see and manage multiple classrooms for the school.
Manage Classroom Activities
Users can view and track classroom activities in the Odoo calendar, with scheduled activities displayed by date and time.
Manage Supply Requests
Users can create and manage supply requests in Odoo for required products, including the classroom, vendor, quantity, and request date.
Approve Supply Requests
Under Childcare Management > Supply Chain > Request To Approve menu users can review supply requests in Odoo and approve or cancel them before they move to the next stage.
Purchase Orders
After a supply request is approved, Odoo creates a purchase order for the required product. Under Childcare Management → Supply Chain → Purchase Orders, users can review the vendor, product, quantity, price and purchase order status. The Receipt smart button also provides access to the related receipt for tracking the incoming supplies.
Staff Attendance
Under Childcare Management → Attendance → Staff Attendance, users can view staff attendance records in Odoo. The attendance list shows the employee, check-in time, check-out time and total work hours, making it easy to track staff working hours and daily attendance.
Child Attendance
Under Childcare Management → Attendance → Child Attendance, users can view and manage attendance records for children in Odoo. The attendance list shows the child name, check-in time, check-out time and worked hours, helping childcare staff track each child's daily attendance and time spent at the center.
Take a Leave from the Portal
From the Childcare Portal, parents can submit a leave request for their child. They can select the child, leave reason, start date and end date, then click Submit to send the request. After submission, the portal displays a confirmation message that the child leave request has been received.
Child Leave
Under Childcare Management → Attendance → Child Leave, users can view child leave requests submitted through the childcare portal. The list shows key details such as the child name, leave start date, leave end date and leave reason, making it easy for staff to review and manage child leave records in Odoo.
Print Attendance
Under Childcare Management > Attendance > Print Attendance, users can generate and print attendance reports for staff or children by selecting the required person and date range.
Users can see generated attendance reports.
Childcare Home
Portal users can access the Childcare Home dashboard after logging in with the username and password received during enrollment. From the dashboard, parents can access their children, invoices, parent engagement, reports and child check-in/check-out options.
Child
Invoices
Parent Engagement
Reports
Users can select a child and print the "Today's Activity, Child's Attendance, and Nutrition" report.
Check In
Users can check in a child from the portal by selecting the child and clicking the "Check In" button.
Users need to enter a valid PIN to complete the child check-in process.
Check Out
Users can check out for a child from the portal by selecting the child and clicking the "Check Out" button.
Users need to enter a valid PIN to complete the child check-out process.
