Owner's Guide

Complete guide for daycare owners and administrators using BrightBadge to manage their facilities.

Table of Contents

1. Getting Started
2. Dashboard Overview
3. Managing Sites
4. Employee Management
5. Child Enrollment
6. Parent Management
7. Kiosk Setup
8. Messaging & Announcements
9. Signature Search & Export
10. Settings & Billing

1. Getting Started

Signing Up

1. Visit https://bright-badge.com
2. Click "Get Started" or "Sign Up"
3. Select your subscription tier:
   • Starter ($49/month) - Up to 20 children
   • Growth ($99/month) - 21-100 children
   • Enterprise ($199/month) - 100+ children
4. Enter your details:
   • Email address
   • Password (minimum 8 characters)
   • Display name
5. Click "Create Account"
6. You'll receive a verification email - click the link to verify

14-Day Free Trial: All tiers include a free trial period with no credit card required upfront.

First Login

1. Go to https://bright-badge.com/auth/login
2. Enter your email and password
3. Click "Login" or "Open Secure Gateway"
4. You'll be directed to your dashboard

2. Dashboard Overview

Your dashboard is the central hub for managing your daycare operations.

Dashboard Layout

Left Sidebar:

• Site switcher (if you have multiple sites)
• Navigation menu

Main Content:

• Plan Status Card - Shows your subscription tier, trial status, and usage limits
• Attendance Stats - Current check-in/out counts
• Children Status - Overview of enrolled children
• Recent Absences - Parent-reported absences
• Announcements - Site-wide announcements

Top Right:

• Notification bell - Real-time alerts
• Profile menu - Settings and logout

Quick Actions

From the dashboard, you can quickly:

• Create a new site
• Add employees
• Enroll children
• Send announcements
• View attendance reports

3. Managing Sites

Creating a Site

1. Click "Create Site" on your dashboard
2. Enter site information:
   • Site Name - Your daycare's name
   • Address - Full street address
   • Phone Number - Contact number
   • City, State, ZIP
3. Click "Create Site"
4. Note your Site Code - you'll need this for kiosk access

Site Code: A unique identifier (e.g., ABC123) used to access the kiosk. Keep this secure!

Editing Site Information

1. Navigate to Dashboard → Settings
2. Update any field:
   • Site name
   • Contact information
   • Address
3. Click "Save Changes"

Viewing Kiosk Credentials

1. Go to Dashboard → Settings
2. Click "View Kiosk Credentials"
3. You'll see:
   • Site Code - For kiosk access
   • Kiosk URL - Full URL for your kiosk device
   • Kiosk Password - Additional security layer

Security Note: Never share these credentials publicly. Only provide them to trusted staff members.

Multi-Site Management

If you're on the Growth or Enterprise tier, you can manage multiple sites:

1. Use the Site Switcher in the top left corner
2. Click the dropdown to see all your sites
3. Select a site to view/manage its data
4. Each site has independent:
   • Employees
   • Children
   • Attendance records
   • Settings

Site-Specific Data: All data (children, staff, attendance) is scoped to the selected site. Switch sites to manage different locations.

4. Employee Management

Inviting Staff Members

1. Navigate to Dashboard → Employees
2. Click "Add Employee" or "Invite Staff"
3. Enter employee information:
   • Email Address - They'll receive an invitation here
   • Display Name - Their name as it appears in the system
   • Role - Worker or Manager
4. Click "Send Invitation"

The employee will receive an email with:

• Invitation link
• 6-digit staff code - For kiosk access
• Instructions for getting started

Staff Codes

Each employee gets a unique 6-digit code (e.g., 123456) for kiosk access.

Code Rotation:

• Codes rotate weekly for security
• Employees receive new codes via email every Monday
• Old codes become invalid after rotation

Viewing Staff Codes

1. Go to Dashboard → Employees
2. Find the employee in the list
3. Click "View Code" or the eye icon
4. Their current 6-digit code will be displayed

Security: Only show codes to the employee themselves. Never share codes publicly.

Managing Employee Roles

Worker:

• Can access kiosk
• Can check children in/out
• Can view health information
• Cannot manage site settings

Manager:

• All Worker permissions
• Can view attendance reports
• Can manage employees (depending on site settings)

To change a role:

1. Click on the employee
2. Select new role from dropdown
3. Click "Save"

Multi-Site Employee Access

Employees can work at multiple sites:

1. When inviting, select "Assign to Multiple Sites"
2. Choose which sites the employee can access
3. Set one site as their Primary Site
4. Click "Save"

The employee will have access to the kiosk at all assigned sites using the same staff code.

Revoking Employee Access

1. Go to Dashboard → Employees
2. Find the employee
3. Click "Revoke Access" or the trash icon
4. Confirm the action

Effect: The employee's staff code becomes invalid immediately. They can no longer access the kiosk.

Bulk Employee Import

For larger daycares, you can import employees via CSV:

1. Navigate to Dashboard → Employees
2. Click "Bulk Import"
3. Download the CSV template
4. Fill in employee data:
   • Email
   • Display Name
   • Role
5. Upload the completed CSV
6. Review the preview
7. Click "Import"

All employees will receive invitation emails automatically.

5. Child Enrollment

Adding a Child

1. Navigate to Dashboard → Children
2. Click "Add Child" or "Enroll Child"
3. Enter child information:
   • First Name, Last Name
   • Date of Birth
   • Classroom - Optional grouping
   • Notes - Any special notes
4. Click "Save"

Adding Health Information

BrightBadge tracks critical health data for each child:

Allergies

1. Open the child's profile
2. Go to "Health" tab
3. Click "Add Allergy"
4. Enter:
   • Allergen - What they're allergic to
   • Severity - Mild, Moderate, Severe
   • Reaction - What happens if exposed
   • Treatment - Emergency response
5. Click "Save"

Medical Conditions

1. Go to Health → Medical Conditions
2. Click "Add Condition"
3. Enter:
   • Condition Name - Diagnosis
   • Severity
   • Treatment Notes
4. Click "Save"

Medications

1. Go to Health → Medications
2. Click "Add Medication"
3. Enter:
   • Medication Name
   • Dosage - Amount to administer
   • Schedule - When to give it
   • Notes - Special instructions
4. Click "Save"

Dietary Restrictions

1. Go to Health → Dietary Restrictions
2. Click "Add Restriction"
3. Enter restriction details
4. Click "Save"

HIPAA Compliance: All health data is encrypted and only accessible to authorized staff at the child's site.

Assigning Guardians

Each child can have multiple guardians (parents, family members):

1. Open the child's profile
2. Go to "Guardians" tab
3. Click "Add Guardian"
4. Choose an existing parent or create a new one:
   • Email - Guardian's email
   • Name - Guardian's name
   • Relationship - Mother, Father, Guardian, etc.
   • Authorized for Pickup - Can they pick up the child?
5. Click "Save"

Pickup Authorization: Only guardians marked as "Authorized for Pickup" can check the child out at the kiosk.

Multi-Site Enrollment

Children can be enrolled at multiple sites (e.g., different locations, summer camp + regular program):

1. Open the child's profile
2. Click "Enroll at Another Site"
3. Select the site
4. Set classroom (if applicable)
5. Click "Enroll"

The child will now appear in both sites' child lists.

Managing Child Status

Children can be in different states:

• Active - Currently enrolled, can check in/out
• Inactive - Temporarily not attending (e.g., summer break)
• Archived - No longer enrolled (soft delete)

To change status:

1. Open child's profile
2. Click status dropdown
3. Select new status
4. Click "Save"

Archived children are hidden from active lists but preserved for historical records.

6. Parent Management

Inviting Parents

1. Navigate to Dashboard → Parents (or via child's profile → Guardians)
2. Click "Invite Parent"
3. Enter parent information:
   • Email Address
   • Display Name
   • Relationship to Child - Mother, Father, Guardian, etc.
4. Click "Send Invitation"

The parent will receive an email with:

• Invitation link
• 4-digit pickup code - For kiosk check-out
• Dashboard access instructions

Pickup Codes

Each parent gets a 4-digit code (e.g., 1234) for checking out their child at the kiosk.

Code Rotation:

• Codes rotate weekly for security
• Parents receive new codes via email every Monday
• Old codes become invalid after rotation

Security: Parents should memorize their code and not share it with anyone.

Viewing Parent Pickup Codes

1. Go to Dashboard → Parents or Child Profile → Guardians
2. Find the parent
3. Click "View Code" or the eye icon
4. Their current 4-digit pickup code will be displayed

Multi-Child Access

Parents with multiple children enrolled at your site automatically have access to all their children in the dashboard:

1. Parent logs into their dashboard
2. They see all their children's:
   • Current check-in/out status
   • Attendance history
   • Health information
   • Announcements for their children's sites

No additional setup required - the system automatically links children to their guardians.

7. Kiosk Setup

The kiosk is the tablet/device used for daily check-in and check-out operations.

Setting Up a Kiosk Device

Recommended Device:

• iPad, Android tablet, or Windows touch-screen device
• Minimum 10-inch screen
• Stable internet connection (Wi-Fi or cellular)

Setup Steps:

1. Go to Dashboard → Settings → Kiosk
2. Note the Kiosk URL (e.g., https://bright-badge.com/site-kiosk)
3. On your kiosk device:
   • Open a web browser (Chrome, Safari, or Edge recommended)
   • Navigate to the kiosk URL
   • Enter your Site Code
   • Bookmark the page for easy access
4. Enable kiosk mode or guided access:
   • iPad: Settings → Accessibility → Guided Access
   • Android: Use a kiosk mode app
   • Windows: Use assigned access

Kiosk Login

Staff members log into the kiosk using their 6-digit staff code:

1. Open the kiosk URL
2. Enter the Site Code (if not already entered)
3. Staff member enters their 6-digit staff code
4. They're now logged into kiosk mode

Kiosk Sessions

Kiosk sessions are tracked for security:

• Session Start - When staff logs in
• Session End - When staff logs out or session times out
• Activity Log - All check-ins/outs are logged

To end a kiosk session:

1. Click "Logout" or the lock icon
2. Confirm logout

Security: Always log out when leaving the kiosk unattended.

Kiosk Password (Optional)

For additional security, you can set a kiosk password:

1. Go to Dashboard → Settings → Kiosk
2. Click "Set Kiosk Password"
3. Enter a password (shared with all staff at this site)
4. Click "Save"

Now staff must enter the kiosk password in addition to their staff code.

8. Messaging & Announcements

BrightBadge provides real-time communication between staff and parents.

Viewing Announcements

1. Navigate to Dashboard → Announcements
2. You'll see all site-wide announcements
3. Click an announcement to view details

Creating Announcements

1. Click "Create Announcement"
2. Enter:
   • Title - Short, descriptive title
   • Message - Full announcement text
   • Priority - Low, Normal, High, Urgent
3. Click "Publish"

Delivery:

• All parents at your site receive the announcement in their dashboard
• High/Urgent priority announcements send email notifications

Viewing Absences

Parents can report when their child will be absent:

1. Navigate to Dashboard → Absences
2. You'll see all reported absences:
   • Child name
   • Absence date(s)
   • Reason (if provided)
   • Parent who reported it

Viewing "On My Way" Alerts

Parents can send alerts when they're on their way to pick up:

1. Check the Notifications bell in the top right
2. You'll see "On My Way" alerts:
   • Child name
   • Parent name
   • Estimated arrival time
3. Alerts help staff prepare for pickup

Real-Time: All messaging is real-time - no refresh needed. You'll see notifications as they arrive.

9. Signature Search & Export

Every check-in and check-out includes a digital signature. You can search and export these signatures.

Searching Signatures

1. Navigate to Dashboard → Signatures
2. Use search filters:
   • Date Range - Start and end date
   • Child Name - Specific child
   • Parent Name - Specific guardian
   • Action - Check-in or check-out
3. Click "Search"

Results show:

• Date and time
• Child name
• Parent name
• Action type (in/out)
• Signature thumbnail

Viewing Signature Details

Click on any signature to see:

• Full-size signature image
• Timestamp
• Child and parent information
• Check-in or check-out details

Exporting Signatures as PDF

1. Search for the signatures you want to export
2. Select signature(s) using checkboxes
3. Click "Export as PDF"
4. Choose export options:
   • Date Range - Only signatures in this range
   • Include Details - Child/parent names, timestamps
   • Format - Single PDF or one per signature
5. Click "Generate PDF"

The PDF will download to your device.

Use Cases:

• Record keeping
• Legal documentation
• Auditing attendance
• Sharing with parents (upon request)

10. Settings & Billing

Profile Settings

1. Navigate to Dashboard → Settings → Profile
2. Update your information:
   • Display name
   • Email address
   • Phone number
3. Click "Save Changes"

Notification Preferences

1. Go to Settings → Notifications
2. Toggle email notifications:
   • New employee signups
   • Parent signups
   • Important system alerts
   • Trial expiration reminders
3. Click "Save"

Subscription & Billing

Viewing Current Plan

1. Go to Dashboard → Settings → Billing
2. You'll see:
   • Current Tier - Starter, Growth, or Enterprise
   • Billing Cycle - Monthly or annual
   • Next Billing Date
   • Usage - Current children count vs. tier limit

Trial Status

If you're in a trial period:

• Days Remaining - How many days left in your trial
• Trial End Date - When your trial expires
• Upgrade Prompt - Add payment method to continue after trial

Upgrading Your Plan

1. Go to Billing → Upgrade
2. Select new tier:
   • Growth (21-100 children)
   • Enterprise (100+ children)
3. Click "Upgrade Now"
4. Enter payment information (via Stripe)
5. Confirm upgrade

Prorated Billing: If upgrading mid-cycle, you'll only pay for the remaining days.

Adding Payment Information

1. Go to Billing → Payment Method
2. Click "Add Payment Method"
3. Enter card details (securely via Stripe)
4. Click "Save"

Security: Payment information is handled by Stripe. BrightBadge never stores your full card number.

Viewing Invoices

1. Go to Billing → Invoices
2. You'll see all past invoices:
   • Invoice number
   • Date
   • Amount
   • Status (paid, pending, failed)
3. Click an invoice to download PDF

Managing Subscription

1. Go to Billing → Manage Subscription
2. You can:
   • Update payment method
   • View billing history
   • Cancel subscription (if needed)

Cancellation: If you cancel, your account remains active until the end of your billing period.

Tier Limits

Each tier has limits on the number of children:

| Tier | Child Limit | |------|-------------| | Starter | 20 children | | Growth | 100 children | | Enterprise | Unlimited |

Limit Enforcement:

• You'll see warnings when approaching your limit
• At limit, you cannot enroll additional children
• You'll be prompted to upgrade to continue

Security Settings

1. Go to Settings → Security
2. Options:
   • Change Password - Update your account password
   • Two-Factor Authentication - Enable 2FA (if available)
   • Active Sessions - View all devices logged into your account
   • Revoke Sessions - Log out all other devices

Deleting Your Account

Warning: This action is permanent and cannot be undone.

1. Go to Settings → Account
2. Scroll to Danger Zone
3. Click "Delete Account"
4. Confirm by entering your password
5. Click "Permanently Delete Account"

What Gets Deleted:

• Your account and profile
• All sites you own
• All children, staff, and attendance records
• All signatures and health data

Backups: Export any data you want to keep before deleting your account.

Need Help?

• Email Support: support@bright-badge.com
• Bug Reports: Create an issue in the repository
• Feature Requests: Submit via GitHub issues
• Security Issues: security@bright-badge.com

Last Updated: 2026-01-08 Version: 1.0