Nursery Staff FAQs
CAERUS OVERVIEW FOR STAFF MEMBERS
If you would like to know more about how to use Caerus, here is a link to a video taking you through the basic functions on Caerus:
WHAT DOES VISIBILITY MEAN
You can choose whether you would like your session to be visible to staff only which will mean that parents will not be able to see or book their children into sessions themselves. You can also choose for the session to be visible to staff and ...
IS THE SESSION RECURRING OR ONE OFF?
A recurring session is an ongoing session ie a nursery session that runs week on week. A one off session would be one that only occurs on one particular day
WHAT ARE THE DIFFERENT COLOURS FOR
If you have different types of sessions you can categorise these using the different colour options.
WHAT SHOULD I PUT IN MY SESSION DESCRIPTION
Any additional information about the session that you would like families to see when they are searching can be added here
ADDING SERVICE CLOSURES/HOLIDAYS TO CAERUS
Watch Information Video: If your service does not run for the full year and you are closed, for example, school holidays or Christmas, for example, you can set these up on the system so that no children can be booked in on these days. Here's how to ...
PAYMENT OPTIONS EXPLAINED
Setting up your payment options Before you create your first session, it is important that you choose your accepted payment methods in your service's profile. For this, go to your Settings, select "Service Profile" followed by the service you're ...
BOOKING OPTIONS
What are the different booking options? Providers can sell their spaces in 4 different ways: Full sessions - children can only be booked into the full session, not for periods of the session. For example, if the session runs from 9am to 5pm, a child ...
SESSION DETAILS EXPLAINED
What information should go in my session details? Your session details are important because this is what parents will see when they browse your service profile. They can see the sessions you offer and the searches they carry out on the site will ...
SETTING UP YOUR LOCATIONS
What is a location? A location is where you host your sessions. For example, this could be a room, a gym, a hall, a pitch or anywhere else a session may be held. A location needs to have a capacity to ensure that the number of children allocated to a ...
CHECKING CHILDREN IN AND OUT OF SESSIONS
Watch Information Video: Caerus - Checking children in and out of sessions All employees registered on the system have the functionality to check children in and out of sessions. To do this they log into Caerus, using the email address and password ...
ADDING STAFF TO THE ROTA
Information Video: Caerus - Adding staff to a rota Before a team member can be visible in the rota section, they have to verify their account and have either had their hours added to their profile by an Admin on the account (full-time and part-time) ...
VIEWING SESSIONS AND BOOKING BREAKDOWN
To view all the sessions and the booking breakdown go to the Home page. In here you will be able to view all sessions or select specific rooms to view their sessions. It will show the start and end time of the session and whether the session is ...
ADDING CHILDRENS' BOOKINGS - FLEXIBLE BOOKINGS
Use Flexible Bookings if the child you want to add does not come into the nursery on the same day at the same time on a regular basis. Flexible Bookings are made one session at a time: Click on the Dashboard tab Select Children from the drop down ...
ADDING CHILDRENS' BOOKINGS - PLACEMENT BOOKING
Use Long Term Bookings if the child you are adding bookings for attends the same session at the same time on a regular basis: Click on the Dashboard tab Select Children from the drop down options Click on the Actions tab of the child you want to add ...
HOW DO I ADD A NEW MEMBER OF STAFF
To add a new member of staff go to the Team tab and select Staff On the top right hand side of the screen you will see a purple tab Add New Staff - click on this Add the staff member's first name, last name and email address (it is important to make ...
CHILD'S PROFILE
Once a child has been added to Caerus you can view their profile. To do this click on the Profiles tab and then choose Children Click on the Action button for the child you want to view and then select View Child Once in their profile you can add to ...
ADDING A CHILD TO CAERUS
To add a child's details to Caerus you must go to the Profiles Tab and select Children You will then have to do the following: Click on Add Child You will be asked to enter the email address for the Carer of the child and press Search If the Carer ...
WHERE DO I ADD A NEW MEMBER OF STAFF?
Go to Service then select Staff List from the Drop Down menu. There you will find the option to Add New Staff. Alternatively, you can go to the Home tab where you can click on the big + sign on the top right hand side and select Staff Member from the ...
How do I add an Accident Report?
Under Bookings click on the big + sign then select Accident Report on the Drop Down. You will then be able to complete the form and publish it. This will then be available for you to download, if required, in the Reports section.
Can I add pence to staff wage/salary?
Yes, you can. Click in the box and free type the amount, including the decimals.
How do I add more than one closure/holiday in a year?
When you have added one closure/holiday, simply take the cursor back over the start date and add another date. Do the same for the end date then click ADD again. Your holiday dates will show up underneath.
How do I export data for invoicing purposes?
We will soon be looking into the possibility of integrating with a selected payment system. For now, it is possible for you to export the invoice amounts for each parent on a monthly basis in the billing section. If there is anything specific you ...
How do I set up a room which has different fee structures for different sessions?
You can set up as many sessions as you like for each room. If you have different fee structures these can be set up as different sessions. Bookings into any session in a room will all count towards the total capacity of that room.
I am set up as Admin - can I set up another Branch?
Yes, as an Admin you will be able to set up another Branch.
Can a member of staff be associated with more than one branch and if so, is it possible to link the data to get an overview of where and when the member of staff is working?
You can associate a member of staff with more than one branch. To view when the member of staff is working, you can select each branch in turn and look at the rotas for that branch. This will show where they are working and when. Alternatively, a ...
IS IT POSSIBLE TO ADD STAFF WITHOUT SENDING THEM AN INVITE TO JOIN?
A staff member must be invited to join before you can access their information and add them to rotas. Amongst other things, you will also have the ability to request your sessional staff's availability in Caerus.
I have a member of staff who is also a parent, do they need two separate email addresses?
Yes, they will need to us a different email address.
How do I add an additional Pick-up?
Go the the lead parent/carer's profile. Click on the Children link and in there you will see the option to add a child or add a pick-up. If you click on add a pick-up you will be able to add their details in there.
How do I set up a Child Account?
To set up a child account, you must first set up a parent/carer. Once the parent/carer is set up you can go into their profile. Go the the tab that says Children and then select Add A Child.
Do I need a Stripe Account to set up my Caerus Pro?
No, you only need to add the Stripe Account if you want parents to be able to pay by card via the parent's app, or you would like to be able to carry out bookings over the phone and allow your parents to pay by card.
How do I set up my Account?
We are currently updating our set-up video. In the meantime, please have a look at the FAQ's below for assistance and if you have any further queries regarding setting up your account, please contact us here: ...
Can staff see their hours?
You can set a member of staff's hours when you invite them into the system. Once a staff member has verified their account they will be able to log in to their account to view their contract details, personal info, view sessions they're working in ...
Can you add more than one Branch?
Yes, you can add as many branches as you like. You can do this by selecting Service Information in the drop-down menu when you click on the Service tab. Once in the Service Information select Branches and then Add a New Branch
DOES CAERUS INCORPORATE THE USE OF FUNDED HOURS?
Caerus allows a service user to select from two different models: Term Time which will allow them to allocate up to 30 hours a week per child and Full Year allowing 22 hours a week per child. The service can then add exactly the amount of funded ...
DOES CAERUS HAVE ANY FUNCTIONALITY TO UPLOAD OBSERVATIONS?
Caerus has an observation function called Development Diaries. These have been designed in line with the Scottish Curriculum. You can add a Development Diary by going into a Child's Profile and then: Select the Actions button at the top right hand ...
What is Stripe?
Stripe is an online payment service that allows individuals and businesses to make and receive payments over the Internet. Stripe is used by millions of companies worldwide including: Google, Amazon, Microsoft, Uber and Deliveroo. Find out more about ...
HOW MUCH DOES CAERUS COST?
Caerus is completely free to register and use if you are a childcare provider or run a children's activity club in Scotland. If you want to take up front card payments you'll need to set up a Stripe Express Account which you can do in Caerus once you ...