For Owners & Center Admins

Where to record allergies and medical conditions so they're visible to the people caring for the child.

See who owes you, know how overdue it is, nudge them kindly, and record what they pay.

The quick fixes when a family can't get into the NestliCare app, in the order to try them.

One email, one login, two profiles. How to set up staff who have a child at your daycare, and how they switch between the two views.

Correct a missed check-out or a wrong absence, and backfill whole days of attendance that were never recorded.

The questions admins actually ask about the My Food Program sync, from "why is this child unmatched" to "did my corrected time make it over".

The clean order of steps when a family leaves, so records are kept and nothing bills after they're gone.

Update your tuition cleanly, so existing invoices aren't disturbed and families hear about it the right way.

How pickups work when a grandparent, babysitter, or other family helper is collecting a child, and where each control lives.

Pull the payment records your accountant needs, and help parents download their annual payment statement for taxes or a dependent-care FSA.

Set up a child with separated or co-parenting families so both parents stay informed and billing stays clear.

Add them anyway. If they're already at your daycare the family links to their login; if their account is at another daycare, send an invitation.

Replies to an Email family message come back into NestliCare, under the bell, in the family's History tab, and on Sent emails. Answer there to keep the record.

Enter the agency's weekly amount as a monthly award, then add a fixed family discount for the part of the gap you waive. The family's invoice comes out to their co-pay plus their share of the gap.

Add the employer as an agency with automatic statements, then give the child a full-tuition award. The employer gets emailed invoices only, and nothing else about the child.

Short and timely for everyone, a center, or a room is an announcement. A longer titled update that is also emailed is a newsletter. One family is a message.

If your invoices look ready but families have no way to pay, Stripe verification is almost certainly unfinished. Here is how to see what it wants.

Yes, with one email and one login. Add both profiles and they switch between the staff view and the parent view inside the app.

Not on its own. Mixing manual invoices with auto-generation used to, so a family you already billed by hand now gets the automatic invoice as a draft, and the first run after you turn it on is never sent.

Yes. Add missed day on the child's profile covers one child, and Backfill on the Attendance page covers whole days or months, without overwriting anything.

Yes. Settings, Operations, Activity tiles lets you add tiles with your own name and icon, reorder them, and hide built-in tiles you never use.

No. Invoices are never deleted, only voided. A voided invoice stays in your records struck through and stops counting as owed. Paid invoices are refunded instead.

Yes. Settings → Features turns whole modules off. Off hides, it never deletes, and turning a module back on brings everything back.

No, and that's deliberate. They reset it themselves with Forgot password on the login screen; the link goes to their own email.

Yes. Billing cadence is set per child through their billing plan, so give that child a bi-weekly plan and the rest of the center stays exactly as it is.

Not under one login. The app shows one family per daycare, so a parent who truly needs two families uses a second email for the second one.

Yes. On a tablet check-in station they can type their 4-digit pickup code instead of scanning, so a dead phone never blocks a pickup.

No. A parent sees their own family's feed, invoices and incidents, and nothing about your operations. Group chats and group photos are the exceptions you control.

No. You add each parent to their family, then send them an invitation by email or as a printout. That is why "tell them to sign up" never works.

No. Each adult gets their own email and pickup code. A grandparent or babysitter still needs an address, but never has to sign in.

Does it repeat? A rate a family always gets is a discount. A one-time amount you owe them, like a referral bonus, is a credit.

Only if you turn on Apply automatically. By default a late-fee policy just builds an eligible list you apply by hand, and each invoice gets one fee ever.

The app is free for parents to download and use. Online tuition payments carry a small convenience fee, and families can choose optional paid extras.

No. Everything a teacher does lives in the mobile app. Most centers tell teachers to just use the app and never open the dashboard.

Yes. A partial refund leaves the invoice partly paid and a full refund puts it back to unpaid. Auto-pay won't charge it again; void it if nothing is owed.

Yes. The email is how they sign in, so staff who use NestliCare can't be added without one. Any address they can actually read works, including a new free one.

Owners email support to close an organization; parents and staff request deletion from the app's profile. What gets deleted, what stays, and how long it takes.

Today, use Check Out at the top of the Attendance page. For a past day, NestliCare already closed it at closing time; correct it with Edit times.

Download everything as one file from Settings → Privacy, export CSVs from reports and billing, or have backups emailed to you on a schedule.

Open the child's profile, click the Room row in the Enrollment section, and pick the new room. For a single day, use the day move instead.

Open the invoice and mark it paid manually. No fee applies, the family's balance clears, and a later refund of it is recorded, not sent.

Use Skip on the Upcoming view. It suppresses that one family for that one run; everyone else bills as normal and the next cycle is untouched.

The child's Attendance tab totals this week, the last 2 weeks, or this month. Time in Care under Reports does every child at once, and parents see their own week's total in the app.

Yes, for every daycare, any size. Settings → Data Migration reads your exports and previews the import, or our team does it for you.

Yes, for daycares. No monthly fee, no per-child or per-staff charges, no trial that expires. The regular cost is the convenience fee on online payments.

Kiosk is the parent-facing tablet at the door for check-in and out. Room Mode is a staff-facing tablet inside a classroom for logging the day.

Teacher, Center Admin, Super Admin, and what each one sees, plus the handful of things only the organization owner can touch.

My Food Program for CACFP, Stripe for online payments, calendar apps for parents, and CSV exports for QuickBooks and payroll processors. No public API yet.

Parents and children are archived, room and program enrollments withdrawn, invites and auto-pay cancelled, records kept. Reversible from the Archived view.

They can't log in anymore, and everything they ever did stays attached to their name. There is no delete; deactivate when someone leaves.

Look it up from their family card with the key icon, or reset it if it leaked. Parents can also see and reset their own code in the app.

English, Spanish, French, and German on the web dashboard and in emails. The iPhone app has core screens translated; Android is English today.

Role controls what someone can see and do. Job title is a free-text label for humans and changes nothing about access.

Every email sent from the Email family button is kept, with the replies. Per family on the card's History tab; all families on the Families page under Sent emails.

Stripe holds every new account's first payout 7 to 14 days after the first payment. After that, payouts arrive about every 2 business days.

Super admins create, send and void invoices, run auto-invoicing and issue refunds. Center admins manage plans, discounts, subsidies, credits and late fees.

Super admins. A center admin needs the per-person finance access grant, and even then sees revenue and payments for their own center only.

Your choice in most of the US and Canada; parents cover it by default. In a few states, Quebec, and other countries the daycare covers it.

The app opens on the teacher's scheduled room (or home room). Every other room at their center is one tap away on the room pills. If a child is missing everywhere, check the child's enrollment.

Payment accounts are provisioned by our team, not self-serve. Request setup on the Finances page, then complete Stripe verification yourself.

The usual reasons in order, when to expect the run (about 9:40 to noon in your organization's timezone), and where to see what the next run will do.

The rule picks the younger children by date of birth at billing time. Separate families, a missing DOB or plan, or a date window are the usual causes.

Attendance times follow the center's timezone, or the organization's if the center has none. If every time is shifted by the same amount, fix the timezone.

Spam folder first, then Resend. An amber pill means the link expired and needs Renew invite. The printout is the reliable fallback.

In the iPhone and Android apps it turns on once first name, last name, and a valid email are filled in. Everything else on the form is optional.

A credit, discount, or subsidy line usually explains it, and partially covered families generate small invoices that look healthy but underbill.

Retries go through the parent's payment method, so the parent pays the invoice again in the app or on the web. Auto-pay retries once, capped at 2 attempts.

No. Auto-generation never recreates a voided invoice for the same period. If you still need to bill that period, create the invoice manually.

The gold ADMIN tab in the mobile app, everything it contains, and which jobs still need the web dashboard.

Create the first center in your organization, or add an additional location if you operate multiple sites.

Create a room with its capacity and staff ratio. Rooms are where children are enrolled and grouped.

Close a center's future without touching its past or its people, restore it later, or permanently delete a center that was created by mistake.

Set up school-age children who come before school and again after it. One room with morning and afternoon schedules, a plan per pattern, a second room when you need it, and attendance that keeps both stays.

See who's here, which rooms are in or over ratio, and how many enrollment spots are open, then move children or staff straight from a room's card.

Set up an add-on program (an optional extra like summer camp, swim or music lessons) billed on top of tuition, and enroll children in it.

Mark a room Inactive when you close it for a season, or permanently delete an empty room you created by mistake.

Update a center's name, capacity, license, operating hours, or address after it's been created.

Keep two groups in separate rooms for your records while the same staff supervise both, and have ratio checked across them together.

Change the room a child is enrolled in. Click the Room row in their profile's Enrollment section and pick the new room, or remove and re-enroll for a fresh start date.

Move children between rooms during the day (opening and closing combines, nap, break cover, ratio) without touching their enrollment. Ratios, rosters, and parents follow the move.

One check-in code for your center — print it as a poster or run it on a locked tablet. Parents scan to check children in and out; staff scan the same code to clock in.

Lock a classroom tablet to one room so any teacher can take attendance, log activities and check the care board under their own name, with an admin-password exit.

Choose which rooms show the care board, which columns it shows (diaper, toilet, bottle, photos today) and optional reminder colours.

How a teacher or admin gets back into their NestliCare account when they can't remember their password.

Review, approve, deny or cancel staff time off, pick the right paid or unpaid reason, and get notified the moment someone asks.

Set a teacher's home room, the room their app opens on when they aren't on the schedule that day.

Turn your opening, closing and other daily routines into checklists your team ticks off on the web or in the app, with a record of who did each item and when.

Remove someone from your active team without losing the records attached to their name, bring them back later, or erase their personal details.

Build timesheets from clock-ins, check the punches, then finalize them for payroll.

Let a center admin open the Finances page for their own center, without giving them your payout accounts or bank details.

Make staff scan the center's QR code when they clock in and out, so a punch proves they were on site.

Turn on Payroll, run a pay period from finalized timesheets, approve it, and export a CSV to import into your payroll provider.

Build the weekly staff schedule, copy last week's shifts, check next week's ratios, and catch anyone booked into two rooms at once.

Set hourly or salaried pay for each staff member so payroll runs work out their pay correctly.

Turn on Payroll, set staff pay rates, choose your pay frequency and PTO and overtime settings, then export approved hours as a CSV for your payroll provider.

Upload certifications, background checks, contracts and center-wide files like your license or policy manual, and get told before they expire.

Keep staff courses, completion records, certification expiry, and annual training hours in one place so you're ready for a licensing visit.

Add a child to an existing family, with date of birth, health details, emergency contacts, a room, the days they attend, and a tuition plan.

Create a family record directly, with parents and children in one step. For walk-ins, transfers, or anyone who didn't come through the lead pipeline.

Archive a family to remove them from active lists while keeping their records. You can restore them later.

Send a short email to a family from their card, get replies back inside NestliCare, answer in the same conversation, and export the history for your files.

Add a parent to a family, send their invitation, and follow each one through to a working account and a payment method on file.

Look up any parent or family member's 4-digit pickup code from their family card, and force a reset when a code is compromised.

Put an "Enroll online" button on your daycare's website that opens your NestliCare inquiry form, so families can reach you without calling.

Add, remove, reword or reorder the questions families answer on your public inquiry (enquiry) form, including your own dropdown questions.

Mark a child as mornings only or afternoons only, so two children can share one full-time spot in the same day and your rooms count who is actually there at once.

Work a lead from inquiry to enrollment on the Pipeline. Change its stage, assign it, log calls and tasks, email the family, then convert them to a family.

Check how this week's inquiries turned into tours, waitlist spots and enrollments, and see which families are still waiting to hear from you.

Build enrollment packets in Admissions & CRM → Packets and send them to new families, and send everyday forms from Documents → Document Requests.

Use the Pipeline board in Admissions & CRM to follow inquiries from first contact to enrollment, add leads by hand, and convert a lead into a family.

NestliCare gives you four ways to reach parents. Here's which one to use for what, so the right people see the right thing.

Add a closure or holiday, see what it changes and what it does not, and credit every family for a closed day when you choose to.

Start a two-way conversation with a parent, a room's parents, or a group from the web dashboard, and know who else can read it.

Send a short notice to all families, one center, or chosen rooms, with photos or PDFs. It shows in the parent app with a notification.

Send a longer, plain-text update to families by email. It also shows in the parent app. Admins only.

Let parents and staff subscribe to your center's calendar from Google Calendar, Apple Calendar, or Outlook.

Make the app one-way for families, so parents read announcements and the feed but can't send messages.

A tour of the parent experience so you know exactly what families can and can't see in NestliCare.

Upload your existing daycare paperwork and drop fields where parents fill or sign, with the child's name already filled in for them.

File your license, inspection reports, fire drill logs, policies and insurance in one admin-only place, by folder, so they're ready for a licensing visit.

Ask a family for files you need on record, like a birth certificate or immunization record. Attach the blank form if one has to be filled out by hand, and parents scan it back with the app.

When a parent submits a form, it lands in your review queue. Approve it, or reject it with a note so the parent can fix and resend.

For PDFs parents only need to read and acknowledge — handbooks, policies, info sheets. They type their name to confirm they read it.

Assign one of your form templates to a family. The parent gets an email and the form lands in their inbox to fill and sign.

Turn on automatic invoice generation so every family is billed on their plan's cadence without you clicking anything.

Charge before and after school care by the hour, so a family pays for the time their child was actually signed in — computed from check-in and check-out.

Charge a flat rate for each day a child attends, with nothing billed for the days they don't — the usual arrangement for drop-in and casual care.

Set a flat late payment fee and a grace period, then apply fees yourself or let NestliCare apply them each morning.

A per-minute fee when a child is picked up after your cutoff, computed automatically from real check-out times — with a grace period and a daily cap.

Set up a reusable tuition template with a name, amount, and billing interval, then attach it to a child's enrollment.

Create a one-off invoice for a single family, add line items, and send it, plus how to find any invoice and bill under the right center.

Add a one-off credit to a family's account, on the web or in the phone app — a referral bonus, goodwill gesture, or deposit — or credit every family at once for a closure day, and let it come off their next invoice automatically.

Let families pay tuition online. Request payments setup on Finances, finish Stripe's verification, and choose who pays the convenience fee.

Run the Outstanding Balances, Invoices, Payments, and Billing Ledger reports and export any of them as CSV for your bookkeeper.

What happens when a parent's card or bank payment fails, how auto-pay retries work, and how to chase, mark paid, or void the invoice.

Refund a paid invoice in full or in part. The refunded amount reopens on the invoice, the family is notified, and you void it if nothing is owed.

Preview exactly what auto-invoicing will generate, run by run, and skip a single family's invoice for a single run when you need to.

Set up sibling discounts, and track outside payers (subsidy agencies, employers, scholarships) with per-child awards, claims, emailed statements, and the payments each one owes you.

Move one child from weekly or monthly invoices to one invoice every two weeks, bill the fortnight already under way, and keep everyone else as they are.

See invoices on the days they're created, due, and paid, plus what automatic invoicing will create next and whether each is emailed or kept as a draft.

Send attendance and meal counts from NestliCare to My Food Program automatically, and bring menus planned there into NestliCare, so CACFP records are never entered twice.

Plan menus, log what children eat, keep a food library, and export CACFP claims.

Plan each room's week and its learning centers, publish to families, print what licensing asks for, and log observations — from the web or your phone.

Draft a child's progress report from the milestone observations your teachers recorded, edit it, sign it off, and share it with the family as a PDF.

Get your daycare ready for CACFP — food library components, child eligibility tiers, daily logging discipline, and the monthly claim workflow.

Let guests who aren't family, like visitors at your events, sign in at the kiosk with their name and purpose and sign out when they leave. See who is here, and print or export the visitor log.

Log an incident (a bump, bite, fall, or allergic reaction), record medical care, report it to state licensing, collect the parent's signature, and print or download the report as a PDF.

Tell the families of one or more rooms that a contagious illness was seen there, without naming who was ill, and keep a record of what you sent.

The audit trail for attendance records. Every edit, deletion and day entered later, with who made it, when, and what it was before.

Three views of ratio. Room Overview for right now, the Room Day Log for any day, and the Staffing Plan report for how many staff each room's full roster needs.

Print a binder of emergency contacts, health info, and pickup codes so your center can keep operating if the app or your internet goes down.

Every headcount your staff ran over a period, who was unaccounted for, and any day a room had children but no check on file.

Every report NestliCare offers, grouped by category, plus the shared filters, export, and notes that work the same on all of them.

See every incident report in a date range, with counts by type and status, medical care, state reporting, and which parents still need to be notified.

A per-room record of one day. Every arrival, departure, child move and staff move with times, and the staff-to-child ratio between each of them. Built for licensing visits.

Get total hours, break time, and overtime flags for every staff member across a date range — for payroll reconciliation and labor forecasting.

Which attendance report to use (sign-in/out records, change history, or daily counts), and how to print any of them as a PDF.

See meal counts by type and day, and how many meals are marked claimable. A quick count for planning, not the numbers you put on your CACFP claim.

Get a live view of how many children are enrolled, their status breakdown, and distribution across centers.

Spot missing check-outs, unclosed time entries, unnotified incidents, and invoice gaps before they become compliance problems.

Give the activity logger tiles for the things your program actually does, with your own name and icon, and hide the built-in tiles you never use.

Edit your organization's name and timezone under Settings → General, see who can change them, and why the timezone affects times already recorded.

Turn manual, kiosk, and QR-code check-in on or off for your whole organization, and require a signature at check-in if your subsidy program asks for one.

Have signed forms and periodic CSV reports emailed to you, as a copy of your records kept outside NestliCare.

See which children due in the morning have not been checked in or marked absent by a set time, and optionally ask their families in the app.

How your daycare agrees to NestliCare's Data Processing Agreement, where to read it, and how to get a copy.

Ask parents to sign on the kiosk when they check a child in or out, and keep the signature with the attendance record.

Choose which modules your daycare uses under Settings → Features. Turning one off hides it for everyone but keeps your data.

Use Notification Defaults to switch a kind of notification off for your whole organization, families and staff alike, or leave it on so each person chooses.