Staff Guide

Complete guide for daycare staff and teachers using BrightBadge kiosk for daily operations.

Table of Contents

1. Getting Started
2. Kiosk Login
3. Check-In Process
4. Check-Out Process
5. Health Information & Alerts
6. Notifications
7. Multi-Site Access
8. Weekly Code Rotation

1. Getting Started

Receiving Your Invitation

When your daycare owner adds you to the system, you'll receive an email invitation with:

• Your 6-digit staff code - For kiosk access
• Site code - Your daycare's unique identifier
• Kiosk URL - Where to access the kiosk
• Instructions for getting started

Save This Email: Keep it in a safe place for future reference.

Your 6-Digit Staff Code

Your staff code is a 6-digit number (e.g., 123456) that you'll use to log into the kiosk.

Important:

• Memorize your code - you'll use it multiple times daily
• Don't share your code with anyone else
• Each staff member has their own unique code
• Codes rotate weekly for security

First Time:

1. Check your email for your staff code
2. Write it down or save it securely
3. Memorize it if possible

2. Kiosk Login

The kiosk is the tablet or device at your daycare used for check-in and check-out.

Logging Into the Kiosk

1. Open the kiosk device (should already be on the kiosk screen)
2. If prompted, enter the Site Code (usually pre-filled)
3. Enter your 6-digit staff code
4. Tap "Login" or "Access Kiosk"

You're now logged in and ready to process check-ins and check-outs!

Kiosk Home Screen

After logging in, you'll see:

• Welcome message with your name
• Check-In button
• Check-Out button
• Notifications bell (if you have alerts)
• Logout button

Logging Out

Always log out when:

• You're finished with check-ins/check-outs
• You're leaving the kiosk unattended
• Your shift is ending

To log out:

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

Security: Logging out prevents unauthorized access to the kiosk.

3. Check-In Process

Use check-in when a parent drops off their child in the morning.

Standard Check-In

1. Parent approaches with their child
2. Parent enters their 4-digit pickup code on the kiosk
3. System shows their child(ren)
4. Parent selects the child being dropped off
5. Parent signs on the signature pad
6. Review health alerts (if any - see Section 5)
7. Tap "Complete Check-In"
8. Celebration animation plays!

The child is now marked as checked in for the day.

Health Alerts During Check-In

If the child has health conditions, you'll see an alert screen:

Alert Types:

• 🔴 Severe Allergies - Requires immediate attention
• 🟡 Medications - Reminders for scheduled medications
• 🔵 Medical Conditions - Important health information
• 🟢 Dietary Restrictions - Meal-related information

What to Do:

1. Read all health alerts carefully
2. Note any medications to be administered
3. Inform other staff if necessary
4. Tap "Acknowledged" to continue

Example Health Alert:

⚠️ ALLERGY ALERT - SEVERE
Child: Emma Smith
Allergen: Peanuts
Reaction: Anaphylaxis
Treatment: EpiPen in office

No Parent Present?

If a child arrives without a parent (e.g., bus drop-off, older child):

1. You can check them in using staff override (if enabled)
2. Or wait for parent to call/email pickup code

Consult your daycare's policy on no-parent drop-offs.

4. Check-Out Process

Use check-out when a parent picks up their child.

Standard Check-Out

1. Parent approaches to pick up their child
2. Parent enters their 4-digit pickup code on the kiosk
3. System shows their child(ren) currently checked in
4. Parent selects the child being picked up
5. Parent signs on the signature pad
6. Tap "Complete Check-Out"
7. Success message appears!

The child is now marked as checked out for the day.

Verifying Authorized Pickup

IMPORTANT: The kiosk only shows children the parent is authorized to pick up.

If someone claims they should be able to pick up a child but doesn't appear:

1. Politely ask them to wait
2. Contact the daycare owner or child's primary guardian
3. Do not manually override without proper authorization
4. Document the situation

Safety First: Never release a child to someone not authorized, even if you recognize them.

Emergency Contact Pickup

If an emergency contact (not a regular guardian) needs to pick up:

1. They won't have a pickup code in the system
2. Contact the child's primary guardian to add them temporarily
3. Or use staff override with proper authorization and documentation

Follow your daycare's emergency pickup policy.

5. Health Information & Alerts

BrightBadge tracks critical health information for each child's safety.

Viewing Health Information

During check-in, health alerts appear automatically. To view health info at other times:

1. Search for the child (if available in your kiosk mode)
2. Or ask the owner to show you via the admin dashboard

Types of Health Data

Allergies

Severity Levels:

• 🔴 Severe - Life-threatening, requires immediate action
• 🟡 Moderate - Significant reaction, monitor closely
• 🟢 Mild - Minor reaction, document and inform parents

Information Includes:

• What they're allergic to
• Type of reaction
• Treatment/emergency response
• Location of EpiPen or emergency medication

Example:

Allergy: Bee Stings
Severity: SEVERE
Reaction: Anaphylaxis, difficulty breathing
Treatment: EpiPen in office, call 911, notify parents immediately

Medical Conditions

Examples:

• Asthma
• Diabetes
• Epilepsy
• Autism
• ADHD

Information Includes:

• Condition name
• Severity
• Treatment notes
• Special accommodations

Medications

For children who need medication during the day:

Information Includes:

• Medication name
• Dosage
• Schedule (e.g., "Daily at 2 PM")
• Administration notes

Your Responsibility:

1. Note medication schedules
2. Administer at correct times
3. Document administration
4. Follow your daycare's medication policy

Dietary Restrictions

Examples:

• Vegetarian
• Vegan
• No dairy
• No gluten
• Religious restrictions (Halal, Kosher)

During Meals:

1. Check dietary restrictions before serving
2. Ensure proper alternatives are provided
3. Prevent cross-contamination

Responding to Health Emergencies

If a child has an allergic reaction or medical emergency:

1. Assess - Evaluate the situation
2. Act - Follow emergency protocol (EpiPen, inhaler, etc.)
3. Alert - Call 911 if severe
4. Notify - Contact parents immediately
5. Document - Record all details

Always follow your daycare's emergency response procedures.

6. Notifications

The kiosk shows real-time notifications about important events.

Notification Types

Notification Bell (top right of kiosk):

• Shows a red badge when you have unread notifications
• Tap to open notification panel

Types of Notifications:

1. On My Way Alerts - Parent is on their way to pick up
2. Absences - Parent reported child will be absent today
3. Announcements - Important daycare-wide messages
4. System Alerts - Urgent system messages

On My Way Alerts

When a parent sends an "On My Way" alert:

You'll see:

📍 Parent on the way
Emma Smith's mother is on her way to pick up.
ETA: 10 minutes
Sent: 2:45 PM

What to Do:

1. Note which child will be picked up soon
2. Prepare any belongings or artwork
3. Inform the child if age-appropriate
4. Be ready for check-out

Absence Notifications

When a parent reports an absence:

You'll see:

📅 Absence Reported
Emma Smith will be absent today.
Reason: Doctor's appointment
Reported by: Sarah Smith (Mother)

What to Do:

1. Note the absence in your daily roster
2. Don't expect the child to arrive
3. Update meal counts if applicable

Announcements

Daycare owners can send announcements to all staff:

Examples:

• Emergency closures
• Schedule changes
• Special events
• Policy updates

Priority Levels:

• 🔴 Urgent - Immediate attention required
• 🟡 High - Important, read soon
• 🔵 Normal - General information
• 🟢 Low - FYI

Marking Notifications as Read

1. Tap the notification bell
2. Read the notification
3. Tap "Mark as Read" or swipe to dismiss
4. Notification badge updates

Tip: Check notifications regularly throughout the day to stay informed.

7. Multi-Site Access

If you work at multiple daycare locations, you'll have access to all assigned sites.

Your Primary Site

Your primary site is where you work most often:

• This is set by the daycare owner
• You'll see it highlighted in the site list

Accessing Different Sites

1. Log into the kiosk with your 6-digit staff code
2. If you have multi-site access, you'll see a site selector
3. Choose which site you're working at today
4. Proceed with check-ins/check-outs for that site

Same Code, Different Sites: Your staff code works at all your assigned sites.

Site-Specific Data

Important: Each site has separate:

• Children (you only see children enrolled at the current site)
• Attendance records
• Health data
• Announcements

Always verify you've selected the correct site before processing check-ins/check-outs.

8. Weekly Code Rotation

For security, staff codes rotate every week.

How Code Rotation Works

Every Monday:

• Your old 6-digit code becomes invalid
• You receive a new 6-digit code via email
• The new code is active immediately

Email Notification:

Subject: Your New Weekly Staff Code

Hello [Your Name],

Your staff code for [Daycare Name] has been updated.

New Code: 789012
Effective: Monday, January 8, 2026
Expires: Sunday, January 14, 2026

Please memorize this code. You'll use it to access the kiosk all week.

Thanks,
BrightBadge

Updating Your Code

1. Check Your Email - Every Monday morning
2. Note New Code - Write it down or save it
3. Use New Code - Starting Monday, use the new code to log in
4. Old Code Invalid - Your previous code no longer works

Forgot to Check Email?

• Ask your daycare owner to look up your current code
• Check your email on your phone
• Owner can also re-send the code email

Why Codes Rotate

Security Reasons:

• Prevents unauthorized access if someone learns your code
• Reduces risk if a code is accidentally shared
• Limits damage from lost/stolen codes
• Industry best practice for access control

Troubleshooting Code Issues

Problem: "Invalid code" error when trying to log in

Solutions:

1. Verify you're using this week's code (check your email)
2. Make sure you're entering all 6 digits
3. Check for typos (e.g., 1 vs. l, 0 vs. O)
4. Try copying the code from your email
5. If still not working, contact the daycare owner

Problem: Didn't receive the weekly code email

Solutions:

1. Check your spam/junk folder
2. Verify your email address is correct in the system
3. Ask owner to re-send the code
4. Update your email with the owner if it changed

Best Practices

Daily Routine

Morning:

1. Arrive and log into the kiosk
2. Check notifications for absences and alerts
3. Review any On My Way alerts from parents

During the Day:

1. Process check-ins as parents arrive
2. Monitor health alerts
3. Check notifications periodically
4. Note any medication schedules

Afternoon/Evening:

1. Watch for On My Way alerts
2. Process check-outs as parents arrive
3. Ensure all children are checked out before closing
4. Log out of the kiosk

Security Tips

• 💡 Never share your staff code
• 💡 Always log out when leaving the kiosk
• 💡 Verify parent identity if unsure
• 💡 Report suspicious activity
• 💡 Keep health information confidential

Communication

• 📞 Report issues to the daycare owner immediately
• 📞 Document any incidents or unusual situations
• 📞 Ask questions if you're unsure about a procedure
• 📞 Keep parents informed about their child's day

Need Help?

• Daycare Owner: Your first point of contact
• Technical Issues: Contact your owner, who can reach BrightBadge support
• Emergency: Always follow your daycare's emergency protocols

Remember: When in doubt, ask! Your owner is there to help you succeed.

Last Updated: 2026-01-08 Version: 1.0