The CYMS Miscellaneous Visit Processing program allows you to sign individuals or entire rooms (Activities) into and out of care. This can be done on a temporary basis (as in the case of a field trip where the children are not in your center but remain in your care) or as a true visit processing option (as in the case of children leaving your center to go to school). In either scenario, Miscellaneous Visit Processing allows you to eliminate long lines at busy check-in and check-out times.
Click Here for step-by-step instruction for this program.
CYMSMiscVisitProcessing_Tab1
Visit Option (CYMSMiscVisitProcessing_VisitOption)
Expand the Drop-down list to select your Visit Option.
- Bulk Visit Sign In/Out - This option allows you to sign an entire room (Activity) into or out of care. This option can be used in instances, such as Before and After Care, where children leave your center when the school bus arrives in the morning (Process Option: Sign Out) and enter your center when the bus returns in the afternoon (Process Option: Sign In).
- Temp Visit Sign In/Out - This option allows you to sign individual children or an entire room (Activity) into and out of care on a temporary basis. This option can be used in instances, such a field trip, where children leave your center (Process Option: Sign Out) and return later (Process Option: Sign In) but remain under your supervision the entire time.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Process Option (CYMSMiscVisitProcessing_ProcessOption)
Expand the Drop-down list to select your Process Option.
- Sign In - Select this option to sign children into your center. You would use this option in instances, such as Before and After Care when the school bus drops children off in the afternoons or in instances, such a field trip when the children return.
- Sign Out - Select this option to sign children out of your center. You would use this option in instances, such as Before and After Care when the school bus arrives in the morning to pick up children or in instances, such a field trip when the children depart.
Note: Step-by-step instructions for running this program are in the Header Help. Click the "i" Information icon and scroll to the top of the page.
Activity/Section (CYMSMiscVisitProcessing_ARPicklist)
Click the Picklist icon to select the Activities/Sections for which you wish to process visits. Multiple selection is allowed.
THEN
Enter a Location, if desired.
THEN/OR
Click Add to populate the DataGrid.
Note: The Location field is applicable only if your Visit Option is "Temp Visit Sign In/Out."
Location (CYMSMiscVisitProcessing_FRPicklist)
This field is applicable only if your Visit Option is "Temp Visit Sign In/Out."
Click the Picklist icon to select the Location for which you wish to process visits if desired. Any/all children swiped into Hourly Care at the location you select will be included.
THEN
Click Add to populate the DataGrid.
Notes:
- Select Activities/Sections and leave this field blank to have the DataGrid populate with children swiped into in your Full Day programs only.
- Leave the Activity/Section field blank and select the Location to which you are linked to have the DataGrid populate with children current swiped into your Hourly programs if any.
- Select Activities/Sections and enter your Location in this field to have the DataGrid populate with children swiped into your Full Day programs as well as any children swiped into your Hourly programs.
Print Log (CYMSMiscVisitProcessing_PrintLog)
Select this option to have the system print a report listing the names of the children being signed into or out of your center.
THEN
Click the Picklist icon for Include on Log to select the medicial type codes, if any, that you want to have printed.
Printing the log is a good option when using the Sign Out" Process Option as it provides a roster for whomever is taking responsibility for the children once they leave your physical center.
Click Here to See a Sample LogDeleteInclude On Log (CYMSMiscVisitProcessing_IncludeOnLog)
This field is applicable only if you are opting to Print Log.
Select this option to have the system print a report listing the names of the children being signed into or out of your center.
THEN
Click the Picklist icon for Include on Log to select the medical type codes if any that you want to have printed.
Records to Process (CYMSMiscVisitProcessing_DataGrid)
The Records to Process DataGrid screen lists all Family Members who meet your visit processing criteria. Scroll up/down to view all the records. Scroll left/right to view the details.
DataGrid column sort options allow you to customize the view as desired. Click here for a full description of RecTrac DataGrids.
Notes:
When using Bulk In:
- The DataGrid will list only those children with a valid enrollment into the Activity/Section(s) selected. The program will not allow you to swipe a child into or out of care if there is not a valid enrollment.
- The DataGrid also shows the current Pass status for each child. Review the DataGrid. The program ALLOWS you to swipe a child into care who with a Pass status other than Active so a child with an Expired or Suspended Pass can be signed in using this program.
When using Bulk Out:
- The DataGrid will list only those children with a current Swipe-In record. The program will not allow you to swipe someone out of care who is not currently in care.
When using Temp In:
- The DataGrid will list only those children with a valid Swipe-In record with a "Temp Out" status. The system will not allow you to swipe a child into care who was not included in the original Temp Out process.
When using Temp Out:
- The DataGrid will list only those children with a current valid Swipe-In record. The program will not allow you to swipe someone out of care temporarily who is not currently in care.