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April 25, 2018

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Debit Square - For Children -A program for tracking information about your kids

Frequently Asked Questions 

I only have a few children - is it something I can really use? Debit Square - For Children -Main Screen - click for a larger display
Click image

     Certainly. Even one child has plenty of activities to keep track of - track Doctor visits - where and when and the result. Keep track of medicines so you'll have a record of ones that your child responded well to or make a note if the child had an allergic reaction - you name it - Debit Square - For Children - will track it!
 medicines, allergies, special moments, keep a journal of things they do - the list is endless.. Information will be stored for years - there is the real value in the program - the history you will have at your fingertips.

I run a small day care. How can the program help me? (This also applies to lots of similar businesses)
     You can keep track of the days a child is at a day care - note illnesses or days when the child has a cold or fever. Debit Square - For Children - provides great documentation of events surrounding a child in your care  Later, you'll be able to look back at any of the history on that child as needed. The information is at your fingertips. (Also see scheduling and invoicing below)
    Using the advanced functions you could also make multiple Child Sets (Multiple files each containing their own collection of children). You might use this for example if you had two locations or perhaps you wanted to keep your own children separate from the daycare children. The flexibility is there for you. That's the point.
Can it be used to generate an invoice? (This also applies to lots of similar situations)

    Yes. Simple invoices can be generated by creating an activity such as "Care Days". Then enter the days as one or more entries. Then just report on that child and the activity "Care Days". Select the dates to report on as either just today or over several days if that's how you've made your entries. Add a total line and include html code if you'd like. You can also add your own heading and footings like "Barbara's Daycare" and "Thanks for your business".  You can of course add other activities such as "Supply charge", "Late Charge" etc as needed.

I babysit for several children. How can the program help me? (This also applies to lots of similar businesses)
Debit Square - For Children will allow you to keep special notes regarding children that you care for. Keep emergency numbers, special information, addresses, security codes. Use the scheduling (below) to track upcoming and past jobs.
What about scheduling things like knowing when a child will be absent? Can I do that?
      Yes, in addition to tracking the history you can also set up future things to watch for such as Days Absent or Vacation or whatever you'd like to watch in the future. Set up an activity called "Future-Days Abst" and then choose a Child. Enter in a date in the future that you want to note that the child will be gone. Then on a regular basis run a report on the activity "Future-Days Abst" and all children and select a date range of say 15 days from today (or 45 days or the month of May - you decide). If any children fall in that range they will show up on that report. Add additional activities and report on all of them at once. This functionality can be used for a variety of similar circumstances.
I don't understand the relationship of Activities and Child Items.
    Each child has their own set of activities. Let's say that you have defined 3 Activities - Medicine, Emergency #'s and Pickup People. Let's also say you have 2 Children Andrew and Crystal. In this case, then Andrew has his own set of the 3 activities (Medicine, Emergency #'s and Pickup People) and Crystal has her own set of the 3 activities. When you enter information in the Emergency #'s for example, you are either entering it for either Andrew or Crystal. If the currently selected Child was Andrew and the activity selected was Emergency #'s , then it would show all of the Emergency #'s for Andrew. Now switch to Crystal and choose Emergency #'s to see all the Emergency #'s for Crystal. In either case if you want to add information, just make a new entry. It's very simple.
Oh, my - won't this require a lot of space?
     Space is determined by the amount of information you use, but after the initial installation (about 20 megabytes) incremental size requirements are very small. A typical Child Set of 10-15 Child Items might be 1 to 2 megabytes.
How are the Master List items different from the Child Activities? They seem similar and I have trouble distinguishing between the two.

     Master List items relate to the current Child Set and not to any particular Child. They belong to all Children in the current Child Set. Child Activities belong to a particular Child. Let's say that you have a Master List Item called Emergency #'s . In this list, you have the name of several Emergency #'s (Fire, Police, etc). Since this is a Master List item it doesn't matter who the current Child is, the Emergency #'s always show the same emergency numbers. Let's say you also had a Child Activity named Emergency #'s . In this one, you would have the child's grandmother, aunt, etc.
     In other words - does the information (Emergency #'s in this case) belong to the whole Child Set (Master List Items) or to individual Children (Child Activities). This illustration uses Emergency Numbers, but the same concept could apply to many other situations. Probably you have some special situation yourself. That's what is nice about Debit Square - For Children - you can customize it to suit your needs.

The picture of the program on the Debit Square - For Children - main web page shows a lot of screens open. That seems complicated.
     This is just for illustrative purposes. The picture on our web page and in the manual just shows most of the screens of the program open at once. Normally, you'll just have one or two screens open at a time.
    Debit Square - For Children - is ready for you. Are you ready?
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