Tour of main screens

Index of Accounts

How to find it: From any screen, click the “Accounts” link in the top-level menu.

This screen lists all the accounts known to Libacura (that have not been archived).

From this screen, you can:

  • view or modify the fees, payments, family contact details, child details, or bookings associated with the account (click on an account reference from the list);
  • view or modify details of a child (click on a child’s name from the list);
  • add a new account/family to the system (click Actions ‣ Open new account);
  • send correspondence (see Sending correspondence to registered families) (click Actions ‣ Send correspondence);
  • generate pre-completed printable registration forms (as one big PDF document) for all registered accounts (click Download ‣ Pre-completed registration forms);
  • generate a blank printable registration form (as a PDF document) that you could print and give to new families to complete (click Download ‣ Blank registration form).

Index of Children

How to find it: From any screen, click the “Children” link in the top-level menu.

This screen lists all the children who are registered in at least one club class.

Note

Children who are not registered in any club class are not shown in this list. To view/modify their details, including their club class registrations, select the corresponding account from the Index of Accounts, then select the child from the “Children” menu.

From this screen you can:

  • view or modify the child details (click on a child’s name from the list);
  • quickly see how old a child is today (in the Age column);
  • view or modify account details (click on an account reference from the list);
  • view some reports relating to registered children (click on the report name, from the choices listed under the “Children reports” heading.

Index of Club Periods

How to find it: From any screen, click on the “Clubs” link in the top-level menu.

This screen lists all the club periods that you have created.

From this screen you can:

  • view or modify details of, or generate reports relating to, club periods (click on a club from the list);
  • create a new club period (click Actions ‣ Create a new club);
  • view a report on projected club revenue (click Reports ‣ Club revenue);

Club class settings

How to find it: From any screen, click on the “Settings” link in the top-level menu, then choose the “Club classes” tab.

This screen allows staff to adjust configurable parameters relating to club classes, including:

  • the name of the club class (e.g. “Holiday club”, “Breakfast club”),
  • the default capacity (number of places available to be booked by children,
  • the “school link” setting (whether the club runs before school, after school, or not related to the school day),
  • whether parents may book individual dates in the club period, or whether they have to book the same weekdays each week the club runs,
  • whether staff should by default be shown the by-date or by-day booking screen
  • the rule for time limits on when parents are allowed to make bookings.

Club settings

How to find it: From any screen, click on the “Clubs” link in the top-level menu. Select the club from the list presented, then the Club attendance screen will be displayed for one date within the club period. Now select the “Settings” tab.

This screen allows staff to view or modify settings relating to a particular club period (e.g. After-school club for the period 1 September to 1 November), including:

  • the club period description,
  • whether registered parents are allowed to make or change bookings directly using Libacura,
  • the capacities (number of places available to be booked by children) of each slot,
  • the session types available to be booked,
  • the individual dates on which the club period runs,
  • the pricing for bookings, including discounts.

Club attendance

How to find it: From any screen, click on the “Clubs” link in the top-level menu. Select the club from the list presented. Libacura shows the club attendance summary. To see detail on a particular date, click on the required date.

These screens show which children are booked to attend a particular club on a particular date, and indicate sessions that are full and/or have children waiting.

Booking settings

How to find it: From any screen, click “Settings” in the top-level menu, then “Booking”.

This screen allows staff to view or modify the following settings:

  • whether parents are allowed to change or cancel existing booked sessions,
  • the organization booking conditions, which is text that is displayed to parents whenever they make or change a booking through Libacura.