Table of Contents. Enhancements provided at no additional charge as part of your annual support program

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1 Table of Contents The EZ-CARE2 Makeover (page 2) Accounts Receivable (page 3) Audit (page 4) Backup & Restore (page 4) Data Entry (page 4) (page 5) EZ-Viewer (page 5) Reports (page 6) Staff (page 7) Superfield (page 7) TimeClock (page 7) Administration (page 8) Watch the EZ-CARE2 Instructional Video See these enhancements in action! The video will walk you through the numerous enhancements in version 9. Visit this URL below to view it (login required): Enhancements provided at no additional charge as part of your annual support program

2 The EZ-CARE2 Makeover Are you familiar with those makeover television shows that change an average looking person into a stunning beauty? Well, we borrowed the concept and transformed the look of EZ-CARE2 into well...a knockout! The EZ-CARE2 version of the makeover is an update of the tool bars, screens and fonts. The functionality remains the same, but the look and feel is fresher, more intuitive, and we think will be more pleasant for you to work with on a daily basis: Tool Bar Makeover Before: After: Font Makeover Before: After: Page 2

3 Screen Makeover Before: After: Accounts Receivable It s Easier to See Families with a Balance Due If a family has a balance on their ledger, the font of the Ledger tab will now be red when you re on their record, alerting you of payments due. This is a great reminder if you happen to have them on the phone or standing in front of you. More Informative Messaging When trying to delete a category that is in use, you were previously notified that the category is referenced elsewhere in the system. Now, a more detailed message displays the location where the category is located. Gateway Transid in the Ledger Grid The SafeSave Gateway Transid field (unique Transaction ID) was added to the Ledger grid. This allows you to copy the ID so that you can paste the ID into the SafeSave Gateway for easy lookup and reconciliation between EZ-CARE2 and the Gateway. Page 3

4 Category Global Change This new feature will enable you to replace one category with another category throughout an entire cabinet so that the original category can be removed through Maintain Categories. This feature was added to Office Administration / Chapter 6: Maintenance. Similar to the System Updates feature, a password will be required to get into the Category Global Change feature. Note: This new feature will only replace the references to the old category and not actually remove the old category. Posting Cash Receipts When posting Cash Receipts with a child selected, the Class name and Site are now automatically populated on the ledger. Audit Enhanced Record Audits - All grids, such as the Ledger, Other Ledger, Child Tuition, Superfields, Child Schedule, Child Actual, Child Contracted, Staff Schedule, Staff Contracted, and Staff Actual grid now have all the Audit fields included: 1. Entry Program 2. Created By 3. Entry Date/Time 4. Edited By 5. Edited Date/Time Backup & Restore Scheduled Backup Field Length Increased Is your address really long, like SheilaMcFeelaShoutOut1967@thebestChildcareCenter.edu? Well, we can t help with that. However, we did increase the Scheduled Backup field from 23 characters to 48 characters in the Office Administration, Chapter 2, Scheduled Backup section. TimeClock Data Backup - The Scheduled Backup feature in EZ-CARE2 now allows you to include the data of a connected TimeClock. Data Entry Duplicate Contact Information for All Siblings The contact information for all siblings in a family can now be duplicated across siblings. It can also be edited for those unique families who may have different contact information. Parent Information Copied from Parent 1 to Parent 2 To help speed data entry, contact information from Parent 1 can now be copied to Parent 2 with a simple right click of the mouse. It even warns you if the Parent 2 information is partially filled in so you don t overwrite data you really wanted to keep. Revert Button Do you ever wish life had a undo button you could click to undo things you messed up? We haven t perfected that yet for our personal lives (sigh), but we have for EZ-CARE2! A Revert button has been added to the toolbar that affects all changes made while on a specific page. Records automatically save and can t be undone when moving off a tab, page or record. All changes made will be reverted back to the values in the table when the page was first loaded (i.e. before you made any changes). Cancel Option When Adding a New Family or Child Instead of creating a blank record in your database that cannot be eliminated, you can now cancel a new record if you change your mind and do not wish to create it. Sort and View Family and Child Records by Status You can now view and use records by status in the Family and Child Tabs. Only want to see the active records? Just right mouse click in the gray area at the top of the window and check Active to include just the Active statuses. OR, you may choose to sort your records by status, displaying the active records first, then the inactive records, followed by the records that have been marked to be removed. Page 4

5 Click-to-Pay contains a second link - Another link was placed below the Balance Due at the bottom of an ed invoice so that parents don t have to scroll back up to the top. EZ-CARE2 features now work with Outlook 2010 and GroupWise Ta Da! Multiple Addresses Within any field, you are now able to add multiple addresses just by separating them with a comma or semi-colon. Subject Lines in an Insta-Merge or Select-a-Merge can be changed The description needed for an Insta-Merge title is not always the best subject line for an . You now have an option to change the subject line before sending the . You can now the Year-To-Date Payment Summary Report, which is perfect for providing it to parents for tax purposes. New CDO Message - For s that fail because the mail server rejects the address, we will now show the following message: EZ-CARE2 was unable to your report to all recipients. Your mail server rejected X addresses. Would you like to view a list of the rejected addresses now? (yes or no). If you would like to view them later, a CSV file will be created that will contain the address, associated name (parent 1 etc) and the type (family, other ledger, etc.). EZ-Viewer Goodbye Non-updatable EZ-Views! Any EZ-View that was non-updatable is now fully updatable. Plus, you can create new updatable EZ-Views anytime. This means you can now create new updatable EZ-Views in a cabinet that is being worked in by other users. You no longer have to yell at them to get out of the system! Lastly, these changes also mean that the EZ-Viewer Export feature is now available for all EZ-Views. Ledger and Other Ledger transactions can now be imported, along with account information, so you can update both accounts and transactions with one import. Importing Superfield Information Data can now be imported into the Checklists, Contacts, and Notes superfields. Child Actual Attendance data can now be imported to the attendance grid. Import Gateway Transid to Ledger The Gateway Transid will now be imported to the Ledger to provide a read-only (not editable) record of the transaction. Page 5

6 Reports Child Ages are no longer truncated when previewing the Birthday List and Child List reports. Child Weekly Class Attendance Report PDF Summary When the report is sent to the printer or previewed, two reports are generated: one that shows each individual child for each class, and another that shows the total number of kids in each class for each day and totals them. Now, when you export to a PDF, it includes a summary page. Revenue Summary Report for Multi-site Clients The report now uses the associated transaction site if it exists; otherwise it uses the Child s site. If a child moves to a different site and there are existing transactions showing on the prior site, those transactions will be reported with the original site. If there is no site associated with the transaction (no class chosen), regardless of when it was paid, it is listed under the current site of the child. If no child or class was chosen, the transaction is included based on whether the family has a child assigned to a site that is in the filter. Category Name is no longer truncated for many categories on the Tuition Posting report. They now print the complete name. The default size of the Print Preview screen has been enlarged to display in the largest size allowable and show as much of the first page as possible. The Notes Superfield report was expanded to include an option to print notes according to the Notes Follow up date field. This variation of the Notes report includes the owner field to identify who is responsible for the follow-up task. The Accounts Receivable Audit report is enhanced so the Ledger Audit Trail includes manually deleted transactions, added the comment column, and the date and time of the last edit to a transaction, and who made the last edit. Child Care Food Program (CCFP) reporting capabilities have been added to create a true CCFP reporting process. (The Advanced Attendance & Billing Module is required. If you don t have it, please contact your account manager at ). Total Number of Children is now part of the Child List Report. Hi-resolution Folder and Report icons are available in the Report Library for a clearer, more professional presentation. Report Header in a Wizard report is now the default report name (centered) and you could adjust it as needed. Page 6

7 Staff We increased the maximum character length of the Development Item field in the Staff Drawer from 30 to 40 characters (good bye awkward nicknames!) Superfield The Notes Superfield was expanded to track a follow-up date and the owner of the follow-up task. A System Report is available to list the Notes Superfield follow-ups. The background color of the row will indicate which entries have a follow-up that is due. Users will indicate when a follow-up item is complete by entering a check mark in the Completed check box on the Superfield row. For the Notes Superfield, a report identifies the number of notes each person is handling, and a description to identify the subject of the work each person is handling. The improvements listed below apply to the Checklist, Contacts, and Notes Superfields. Each Superfield can contain multiple rows of information, in a grid, which are recorded and maintained by different users. Who created each entry When each entry was created Who last updated each entry When each entry was updated The child name as provided by the user who will pick from a list of children Communications Superfield - s sent from EZ-CARE2 are now stored in the new Communications Superfield. You are able to manually enter transactions into this superfield to keep track of specific types of communication with your families. This feature allows for these communications to be sorted and viewed. NOTE: in order to use this superfield you first have to place it on the Family tab (anywhere you would like on any of the 9 available family pages) by going to the Office Administration, Chapter 2, File Cabinet Wizard. TimeClock Bi-directional Data Transfer Process The data transfer/synch process has been broken up into individual components that can be all run at the same time or with the ability to select individual components to sync. TimeClock PIN field The PIN field is now available in EZ-CARE2 in the File Cabinet Wizard, Contacts Superfield, EZ-Viewer, Insta-Merge, Reports, Sorts, and Selections. Page 7

8 Administration Improved User Security You can feel more secure against unauthorized users accessing EZ-CARE2. Simply uncheck the Active box next to a staff member to make their user profile inactive, which means they can no longer log in or make changes in EZ-CARE2. Welcome to the 21 st Century! The two-digit year stored in Century Settings was increased to 20 so that dates can be entered without needing to type in the century. Return to Last Record You can close EZ-CARE2 from any screen and when EZ-CARE2 is opened, you ll now return to the tab, page, and record that were viewed last time the application was open. This was a welcomed suggestion from many clients. WebLink Button - When you click the toolbar WebLink button, your default web browser will launch with the WebLink login page loaded and ready to go. This will be a time-saver for Click-to-Pay and WebLink users. If you re unfamiliar with Click-to-Pay, it uses our patented Smart-Link technology to take parents to a secure online payment page that already knows who they are and how much they owe increasing the speed of payments and eliminating data entry and parents love it! Learn more at If you re unfamiliar with WebLink, it s enables you to offer online webpages that match your website to you can collect date and payments online such as registrations. Data downloads directly into EZ-CARE2. Learn more at Make Sure Your Voice is Heard When you select the Help menu Suggest & Vote option, your default web browser will launch with the Suggest & Vote web page loaded and ready to go. (Suggest & Vote enables you to make suggestions to improve EZ- CARE2 or vote on other people s suggestions. In fact, many of these improvements came from Suggest & Vote!) Quick Access to EZ-CARE2 Knowledgebase We added a link in the Help menu that takes you directly to the Knowledgebase. The Knowledgebase is a great resource filled with quick tips, videos, how-to guides, and more. Help System Context Sensitive Links The content of the help file is up to date, and the links within the system have all been updated to bring you the right information. Simply press F1 to view the help files as well. Page 8