The following is a list of pre-sale questions and answers. Many of the questions you might have about our software are probably asked and answered in this list.

Q. When does the 60 day money-back guarantee begin?

A. The return period begins the day your order is placed because the software is immediately available for download. In the unlikely event that you want to return the software, we will accept any valid return as long as the postmark is within 60 days of your order date, the green serial number envelope is returned still sealed, and you call us or email us first to get an RMA number.

Q. Do I need to buy two programs to run it on two computers?

A. No, the program is networkable and can run on two networked computers without buying an extra program.

Q. If we have more than one center, do we share the software or purchase another?

A. The Childcare Sage software package comes with 2 programs, the Childcare Sage and the Timeclock. Each program uses its own database and comes with its own license.

The licenses cover:
(a center is defined as an individual facility at only 1 location and can include adjacent buildings)

a) each Childcare Sage license is for unlimited use of the Childcare Sage databases at ONLY 1 center, OR for unlimited use of ONLY 1 central Childcare Sage database that contains children and staff from multiple centers and that is administered and used at a central office ONLY.

The Childcare Sage license also includes:

...1) unlimited sharing of the Childcare Sage database over a network,
...2) the ability to copy the Childcare Sage database to as many computers as you like (including home computers and laptops,) as long as you do not have separate Childcare Sage databases for separate centers, and you do not share a central Childcare Sage database outside of the central office, and
...3) the ability to have separate databases where all of the children and staff in all of the databases only attend 1 center.

b) each Timeclock license is for unlimited copies of the Timeclock database for use at only 1 center.

The Timeclock license also includes:

...1) unlimited sharing of the Timeclock database over a network, and
...2) the ability to copy the Timeclock database to as many computers as you like (including home computers and laptops,) as long as you do not have separate Timeclock databases at separate centers, and you do not share a central Timeclock database at multiple centers.

In terms of purchasing additional licenses of the Childcare Sage database and Timeclock database for your business, you must purchase additional licenses for each center if:

Childcare Sage database:
....a) you want each center to have their own copy of the Childcare Sage, or
....b) you want to keep children and staff from separate centers in different Childcare Sage databases, or
....c) you want to share a Central Childcare Sage database at multiple centers.

Timeclock database
....a) you want each center to have a timeclock regardless of how or where you administer the Childcare Sage database or the Timeclock database.

Please call us for specific license requirements and pricing for your center or centers.

Q. What is the cost for upgrades and how often do you upgrade?

A. First year updates and support are free and included with the purchase price. Updates and support after the first year are $55, 65, and $75 per year depending on whether you have the Family Center, Small Center, or Large Center versions, respectively. We normally release an update every 6 months.

Q. Do you offer a demo or trial of the software?

A. Due to our contracts with our affiliates and resellers, we can only offer demo's to institutions and agencies (school systems, organizations, etc.) We do offer a 100% 60 day money back guarantee, and you can always purchase the family center version and simply pay the difference later to upgrade to whichever version you need. We will also be happy to answer any questions you have about our software.

Q. Do you have references from centers in my area?

A. We provided references in the past, but stopped offering them in 2005. Our reservations about providing references are:
....a) we turn our users into unpaid salespeople,
....b) we have to call the centers in your area to get permission to give out their information, which interupts their work, and
....c) we offer a 100% 60 day money back guarantee.

Q. Does full documentation come with the program to look up needed examples or functions?

A. The program comes with full manuals and guides, as well as set up samples that cover every part of the system.

Q. I have a question about the registration code is: Do you have to give me a code to enter into the program before I can start using the program?  Each time my current program fails I must call tech support to get a code entered into my computer before I can use the program again?

A. Our program doesn't work that way. We give you a serial number once to register the program. That same serial number is always valid.

Q. I am looking for software that will allow parents to sign in and out by computer.

A. This software will allow parents to sign in/out by computer and also includes a free timeclock program that you can install on a separate computer so that no one will have access to your main computer.

Q. Could you please explain the Time Clock Feature in a little more detail? What type of hardware is needed? How do you transfer the information back into the main office computer?

A. The timeclock is a separate program that is included free with the Childcare Sage. We recommend that you install the timeclock on a different computer than the main office computer (the computer does not have to be new, it can be as old as 5 or 6 years.) To transfer the timesheet records, you can either network the 2 computers together, or use a USB stick drive (about $20) to move the timeclock between the computers. The system is very easy to set up and use.

Q. Can I just use another monitor and keyboard for the timeclock?

A. Although you can just use another monitor and keyboard wired into your main computer, you wouldn't be able to use your main computer while people were signing in/out and those people would have full access to your main computer.

Q. Do you have swipe card capability with the time clock application?

A. No, we have found that the costs involved in swipe cards do not justify their usefulness. The problem is that each parent and pickup person must have a swipe card and they frequently get lost. You can assign each child, staff member, parent and pickup person up to a 5 digit code which the staff or any pickup person can use to sign in/out. It takes just as long to enter a 5 digit number on a keypad as it does to swipe a card and wait a moment for it to process. We also offer a fingerprint scanning addon for signing in/out.

Q. We have a drop-in center. We were just wondering if this program can be adapted to this type of center. It looks like the record keeping capabilities are exactly what we are looking for, but wonder if the Time Clock feature will work in an hourly center.

A. It will work, but the best solution is to not use the external Time Clock, but rather the built in Timesheets in the program. The external Time Clock records must be transferred into the main program after the parents/staff enter them. At a drop off center, this wouldn't work. The program does have the capability to print daily charges including bills for hourly charges and a max charge for the day. This program will work perfectly for what you are looking for. In addition, the program also offers the ability to charge accounts for lunch packs, books, etc with barcode scanning.

Q. Can your program control a door?

A. Yes, but you will need to purchase a circuit board that lets the computer open the door. Since you still need a computer to run the timeclock, which will open the door, this functionlity is best used in a location that has an indoor area where the computer can be set up.

Q. Does your software produce schedule reports?

A. Yes, the system produces reports that count how many children arrive and leave every hour as well as how many children are at the center in each class for every hour based on either scheduled hours, attended hours, or both. The reports even show staffing requirements for each class for each hour. There are also staff schedule sheets that show which hours each staff member is scheduled for.

Q. Is this software compatible with any other accounting software such as Peachtree or Quickbooks?

A. Yes, with Quickbooks Pro, Premiere and Accounting.

Q. Does this system support year-end tax reports?

A. Yes. For parents, the system will generate a report that contains all charges and payments or a report that breaks apart childcare, other expenses, and payments. For the center, there are reports that contain childcare charges, payroll payments, center expenses, and net income.

Q. Can I post expenses on your software?

A. You can post expenses for both Child accounts as well as center expenses such as rent, utilities, etc.

Q. One of my questions is does the software actually do employee paychecks including taxes and or deductions?

A. The program offers limited built in tax withholding functionality. For comprehensive payroll and check printing, we recommend programs like Quickbooks Pro.

Q. How many years of business does the system keep? Are there at least 2 years of reports available for comparisons?

A. Unlimited, the system will keep all records until you delete them. We also have a year end cleanup utility that will clear prior year charges, expenses, payments, and timesheet records.

Q. By what means is the photo placed in the child’s file? Is it saved and uploaded or what?

A. The software can display any photo that is saved on your computer. You simply use a digital camera to take the photo, upload the pictures to your computer and copy the pictures into a picture/photo folder. You then click on the photo area in the contact card and select the photo file. If you don’t have Microsoft Word on your computer, you must save the file as a .bmp format, otherwise you can use .jpg or .bmp format.

Q. Can other photos be included in the child’s file?

A. Up to 7 photos can be included for each child. (1 for the child, 2 for the parents, and 4 for other pickup persons)

Q. I printed off screen shots which seem small. Also, can users modify/define fields?

A. Users cannot modify or define the screens. Keep in mind that the screenshots are not actual size and all of the screens are larger than the screenshots.

Q. Does the program provide any alerts, i.e., for immunization boosters?

A. Yes it does. There are reports that list all immunizations due for any period you specify and immunization histories.

Q. What data is available when interfacing w/ my PDA?  Are there any requirements, etc.?

A. The PDA has emergency contact information and schedules. The system will work with any pocket pc PDA.

Q. How does the program back itself up?

A. It saves a copy of itself onto your hard drive and an external drive that you specify. We recommend that you purchase a USB keychain drive (also known as a flash drive, jump drive, cruiser, microvault, etc) to use for backups. The cost for a 1GB USB drive (which will hold 80 backups) is about $20.

Q. Does the program keep track of all needed trainings and completed training per employee?

A. Yes, the program uses the same area to keep track of immunizations for children and certification/training for staff.

Q. Does the report function include an emergency contact list? Is there the ability to add to a child's attendance schedule after it has been entered and can it be entered daily for a month?

A. Yes to all.

Q. We have clients in need of a day care software package capable of monitoring the federal food program. Does your package have that feature?

A. Our system can plan and store menus and meals, and it can track which meals each child ate at the center. The system will produce all necessary CACFP compliant reports including meal counts, reimburesent tier reports, and menu charts.

Q. Does your software have password built in. If yes, is it a level password (i.e. different password protecting basic information from accounting)

A. There are 4 built in password levels.

1) View- lets parents see their child’s account and information by entering in the child’s ID. Doesn’t allow any changes.
2) Change- lets staff change child’s account and information, but doesn’t let them see other staff, change rates, or make payments.
3) Accounting- can do everything except change the passwords
4) System- all functionality

Q. Since I do not live in the US, and therefore make use of a different currency, does this software let you amend the $ sign from all reports, records and invoices?

A. Yes, the software will use whatever the default Microsoft Windows currency format is.

Q. How long before you expect to be able to accommodate Canadian addresses etc.

A. The program currently has 2 address lines and a city, state, zip. You can use the second address line for the Canadian city, province and zip code. You can use the city as the country.

The address would like:
Michael Smith
123 Main Street NW
Montreal QC H37 Y27
Canada,

The only problem with this is that you will not be able to search for contacts by city, state, zip, but in the childcare program, that should not be a problem.

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