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 who ask for a year-end total.

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

Invite them anyway. They sign in with their existing login and accept, and your daycare is added to the same account. No second password.

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.

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 urgent for everyone is an announcement. A formatted multi-topic update is a newsletter. One family is always 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, but mixing manual invoices with auto-generation can. The generator only checks its own invoices, not ones you created by hand.

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 emoji, reorder them, and hide built-in tiles you never use.

Yes. Settings, Features lets you toggle 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 only ever sees their own family, their own child's feed and invoices, and nothing about your operations or other children.

No. You add each parent to their family and send them an invitation. That is why "tell them to sign up" never works.

No. Each adult gets their own email, login, and pickup code. A family member without email can use a pickup code instead of an account.

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. The only cost anywhere is a small convenience fee when a parent chooses to pay tuition online.

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

No. The invoice stays Paid and the refund is recorded on the payment. If the family owes that money again, raise a new invoice.

Yes. The email is how they sign in, so staff cannot be created 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.

Pick the day on the Attendance page and use Check Out on the child's row. Wrong absences and missed check-ins are fixed the same way.

Exports are built in and yours to take. CSV exports on reports and invoices, periodic email backups, and support will help with a full export.

Open the child's profile, find the Room row in the Enrollment section, and click Change. 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.

Yes, for every daycare, any size. Upload whatever exports you have and our team sets up your data for you. No spreadsheet wrangling required.

Yes. No subscription, no per-child or per-staff charges, no trial that expires. The only cost anywhere 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, enrollments withdrawn, invites and auto-pay cancelled, records kept. Reversible from the Archived tab.

They can't log in anymore, and everything they ever did stays attached to their name. Deactivate rather than delete 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 covers most screens in those languages; 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.

Auto-invoice settings and refunds are owner or super admin territory. Center admins run day-to-day billing and can manage late-fee policy.

Super admins always. A center admin needs the per-person finance access grant, and even then sees a scoped view of their own center only.

Your choice. By default the parent covers the convenience fee at checkout and your payout equals the invoice. One toggle absorbs it instead.

Teachers only see children in rooms they're assigned to. Assign the teacher to the room, or check the child's enrollment, and it resolves.

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 (from 9 AM your time, on the right day), and where to see exactly what the next run will do.

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

Attendance and schedule times use your organization's timezone. If every time is shifted by the same amount, fix the timezone in Settings.

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

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

It arms once first name, last name, and a valid email are filled in. Everything else on the form is optional and never blocks the button.

Retries go through the parent's saved payment method, so the parent retries from their invoice email, or auto-pay retries each morning, capped at 3 failures.

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 live occupancy, staffing, ratios, and open spots across all your rooms at a glance.

Set up a program (an age group, class, or add-on like after-school or summer camp) and enroll children in it.

Take a room offline when you close it seasonally, or permanently remove an empty room from your center.

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

How to move a child between rooms in NestliCare. Click Change on the Room row of their profile, or re-enroll them fresh if the move comes with a new 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.

Pin a tablet to a single room so any teacher in the center can log activities, meals, and photos under their own name, with admin-password exit.

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

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

Set a teacher's home room so they see the right children. This is the fix when a teacher says they can't see any kids.

Remove someone from your active team without losing the records attached to their name.

Run payroll in NestliCare, then export a CSV to import into your payroll processor.

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.

Build the weekly staff schedule by assigning people to rooms and time slots, and catch anyone booked into two rooms at once.

Configure hourly or salaried pay for each staff member so timesheets flow into payroll correctly.

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, allergies, medical conditions, and a room.

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.

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.

Track interested families from inquiry to enrollment, email them and see their replies on the lead's timeline, then convert them to a family in one click.

Where documents, permission slips, and enrollment packets live, and how you send them to families and track what comes back.

Use the CRM to manage inquiries from first contact through enrollment, then convert a lead into a family in one step.

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

Start a private, two-way conversation with a family from the web dashboard.

Send a short notice to all your families. It shows in the parent app feed with a notification.

Send a longer, formatted update to families as an email. It also shows in the parent app.

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.

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.

Issue a one-off credit to a single family — a referral bonus, goodwill gesture, or deposit — and let it come off their next invoice automatically.

How to let families pay tuition online. Request setup in the app, then complete the Stripe verification step that actually unlocks payments.

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

What to do when a parent's card or ACH payment fails — how to spot it, nudge the parent, and recover the money.

Refund a paid invoice in full or in part, and understand what a refund does and does not change on the invoice.

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.

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.

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

Log an incident (a bump, bite, fall, or allergic reaction) and track it to resolution. Keep a clean record for parents and regulators.

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 filed during a date range, filter by status, and track 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.

Pull a daily breakdown of present / absent / late across a date range — the core licensing-compliance report.

Get meal counts by type and CACFP claimability across a date range — the report you submit for federal meal reimbursement.

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.

Review and sign the one-time DPA that governs how NestliCare processes your organization's data.

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

Turn manual, kiosk, and QR-code check-in on or off for your center, 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.

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 events notify parents by default. Each parent can still change their own.

How NestliCare payroll works — approve timesheets, then export a CSV to your payroll processor.

Choose which modules your daycare uses. Hiding what you don't need keeps the app simpler for your team.

Set your organization's display name, timezone, and the default info that shows on invoices and the parent app.