Daily Operations
Overview
This guide covers the day-to-day operational tasks you'll handle in Bloomily, including attendance tracking, check-in/check-out procedures, daily scheduling, and communication with parents and staff.
Attendance Management
Taking Attendance
- Go to Attendance in the main menu
- Select today's date (or navigate to another date)
- Choose the class or program
- Mark each student as:
- Present: Student attended the class
- Absent: Student did not attend
- Late: Student arrived after the start time
- Excused: Absence was pre-approved or notified
Quick Attendance
For faster attendance taking:
- Use the bulk mark feature to mark all students present, then adjust individual entries
- Scan QR codes for instant check-in (if enabled)
- Use the kiosk mode for self-service check-in at your front desk
Attendance Reports
View attendance data through:
- Daily summary: Overview of today's attendance across all classes
- Student history: Individual attendance record for a specific student
- Class trends: Attendance patterns over time for a specific class
- Program overview: Aggregated attendance across all classes in a program
Check-In and Check-Out
Setting Up Check-In
- Go to Settings > Check-In/Check-Out
- Configure your preferences:
- Authorized pickup persons: Require parents to list approved individuals
- Photo verification: Require photo ID for pickup
- Digital signatures: Capture signatures at check-in/check-out
- Time tracking: Record exact arrival and departure times
Check-In Process
- Open the Check-In screen
- Search for the student by name or scan their QR code
- Confirm the student's identity
- Record any notes (e.g., "Needs medication at 2 PM")
- The parent receives a confirmation notification
Check-Out Process
- Open the Check-Out screen
- Search for the student
- Verify the pickup person is authorized
- Record the check-out time
- The parent receives a notification that their child has been picked up
Daily Schedule View
Today's Schedule
The daily schedule shows:
- All classes running today with times and locations
- Instructor assignments
- Current enrollment vs. capacity for each class
- Any special notes or events
Schedule Views
View | Description |
|---|---|
Day View | Detailed hour-by-hour schedule for today |
Week View | Overview of the entire week |
Month View | Calendar view of the month |
Room View | Schedule organized by room/location |
Instructor View | Schedule organized by instructor |
Managing Schedule Changes
For last-minute changes:
- Click on the class in the schedule
- Choose an action:
- Cancel class: Notify enrolled families
- Reschedule: Move to a different time or date
- Change instructor: Assign a substitute
- Change room: Move to a different location
- Affected families receive automatic notifications
Communication Hub
Sending Messages
- Go to Messages in the main menu
- Click New Message
- Choose recipients:
- Individual parent: Send to one family
- Class group: Send to all parents in a class
- Program group: Send to all parents in a program
- All parents: Center-wide announcement
- Write your message
- Optionally attach files or images
- Click Send
Message Types
- Announcements: One-way updates to parents
- Conversations: Two-way messaging with individual parents
- Reminders: Automated messages for upcoming classes or events
- Emergency alerts: Urgent notifications with priority delivery
Communication Templates
Save time with pre-written templates:
- Class cancellation notices
- Weather-related closures
- Upcoming event reminders
- Payment reminders
- Welcome messages for new families
Staff Management
Daily Staff Overview
- View which staff members are working today
- Check instructor assignments and schedules
- Track staff attendance and hours
Staff Roles and Permissions
Role | Capabilities |
|---|---|
Owner/Admin | Full access to all features and settings |
Manager | Manage programs, enrollments, and staff (no billing access) |
Instructor | View assigned classes, take attendance, record assessments |
Front Desk | Handle check-in/check-out, view schedule, basic messaging |
Read Only | View-only access to schedules and reports |
Daily Checklist
Here's a recommended daily workflow:
Morning
- [ ] Review today's schedule and any changes
- [ ] Check for new enrollment requests
- [ ] Review messages from parents
- [ ] Prepare for the day's first classes
- [ ] Ensure rooms and materials are ready
During the Day
- [ ] Take attendance for each class
- [ ] Handle check-ins and check-outs
- [ ] Respond to parent messages
- [ ] Note any incidents or concerns
- [ ] Monitor class capacities for drop-ins
End of Day
- [ ] Verify all students have been checked out
- [ ] Complete attendance records for all classes
- [ ] Send any necessary parent communications
- [ ] Review tomorrow's schedule
- [ ] Note any issues that need follow-up
Incident Reporting
Logging an Incident
- Go to the student's profile or the class page
- Click Report Incident
- Fill in the details:
- Type: Injury, behavior, illness, or other
- Description: What happened
- Actions taken: How it was handled
- Witnesses: Staff or students who witnessed the event
- Choose whether to notify parents immediately
- Click Save Report
Incident records are stored in:
- The student's profile
- The class history
- The center's incident log (accessible to admins)
Tips for Smooth Daily Operations
- Start each day with the dashboard: Get a quick overview of what's happening
- Use notifications: Enable push notifications to stay updated in real-time
- Keep parent info current: Regularly remind parents to update contact and emergency information
- Document everything: Use the notes feature to record important observations
- Plan ahead: Check tomorrow's schedule before leaving each day
Updated on: 04/03/2026
Thank you!