How to Create an Account for a New Family

Within Kangarootime, an Account will hold much of the information related to the enrolled child, their associated contacts, billing, subsidies, notes, etc. Keeping all of this valuable information centrally located provides users with an easy way to manage the family's data all in one place. This article provides a comprehensive guide to creating a new family account.  

TABLE OF CONTENTS

• Create a New Account
• Add Contacts to an Account
• Add Additional Primary Contacts
• Add an Authorized Contact
• Add an Enrollment Contract to an Account
• Add Billing Information to an Account
• Apply a Discount to an Account  
• Apply a Billing Cycle Template to an Account
• Apply a Transaction Limit to an Account

Create a New Account

Every new child and their related adult(s) will require the creation of an account to join and maintain enrollment in your center. Follow the steps below to create a new Account. 

1. Select Families from the navigation menu
2. Select Accounts
3. Click + Add Account
4. Complete the mandatory fields (indicated with an *) 
5. Click Save

Note: After selecting Save you are directed to the Account profile. This screen displays the Account name, Center, Account ID, Total Balance, and Children on the Account. Please see How to archive, remove, or add children to an account for additional account information.

Add Contacts to an Account

When a new Account is created, the adult entered at the account creation is the default Primary Contact. Adding additional contacts to an account is based on permissions and may not be available to all staff per a center's policy. Primary and Authorized Contacts are displayed in the Contacts tab within the Accounts function. Authorized Contacts are contacts associated with an account with selected permissions including Pick Up, billing, activity notes, photos, and messaging.  An Authorized Contact is not necessarily a child's emergency contact. Please see How to Verify Contact Relationship and Permission to a Child and Overview of the Children Function for additional information. 

Add Additional Primary Contacts

1. Select Families from the navigation menu
2. Select Accounts
3. Select the Account Name
4. Select the Contacts tab
5. Select + Add Contact
6. Select Primary Contact
7. Complete the mandatory fields (indicated with an *)
8. Select Continue
9. Select the relationship to the child in the drop-down menu
10. Select Save

Add an Authorized Contact

1. Select Families from the navigation menu
2. Select Accounts
3. Click the Account Name
4. Select the Contacts tab
5. Click + Add Contact
6. Complete the mandatory fields (indicated with an *) 
7. Select Continue  
8. Select Relationship to the Child in the drop-down menu
9. Select the Checkmark box if Contact is permitted to Pick Up
10. Select the Yes radio button(s) to permit the Authorized Contact to view billing, activity notes including photos, and messaging
11. Select Save

Add an Enrollment Contract to an Account

Each newly enrolled child and their related adults will complete an enrollment contract. The enrollment contract identifies the Accounts class, fee, start date, end date, frequency of attendance, and casual drop-off fee. Follow the steps below to add a Contract.

1. Select Families from the navigation menu
2. Select Accounts
3. Click the Account Name
4. Select the Enrollment tab
5. Click + New Contract
6. Complete the mandatory fields (indicated with an *) 
7. Complete optional fields if applicable
8. Select Save

Add Billing Information to an Account

Once an Account is created payment methods, billing cycles, and account discounts may be added. 

1. Select Families from the navigation menu
2. Select Accounts
3. Click the Account Name
4. Select the Billing tab (This opens the overview screen by default)

From the OVERVIEW tab, the current amount due, unbilled balance (transactions created and billed in the next billing cycle,) and the overall account balance are displayed.  Payment methods and autopay settings may be added and/or modified.

Enter a credit card as a Payment Method:

1. Select a Payment Contact 
2. Click + Add a Card 
3. Complete the mandatory fields indicated with an * 
4. Optional Selections
   1. Select the checkbox to make the credit card a default payment method
   2. Select the checkbox to confirm autopay deduction payments authorization 
5. Select Continue 
6. Complete the mandatory fields indicated with an *
7. Select Save

Enter a bank account as a Payment Method:

1. Select a Payment Contact
2. Click + Add a Bank Account
3. Complete the mandatory fields indicated with an * 
4. Optional Selections
   1. Select the checkbox to make the bank account a default payment method
   2. Select the checkbox to confirm autopay deduction payments authorization
      
5. Select Continue
6. Complete the mandatory fields indicated with an *
7. Select Save

Update Autopay ON:

1. Click the Manage button in the Autopay tile
2. Toggle the Autopay Enable button on 
3. Select the payment method(s)
4. Select Save

Update Autopay OFF:

1. Click the Manage button in the Autopay tile
2. Toggle the Autopay Enable button to the off position
3. Select Save

Please note that payment information is secure and protected; therefore, we are not able to replicate these steps with false information in our system. In addition, Families may enter their payment methods through the KT Connect App. If you have any questions please contact helpdesk@kangarootime.com.

Apply a Discount to an Account  

1. Select Families from the navigation menu
2. Select Accounts
3. Click the Account Name
4. Select the Billing tab (This opens the overview screen by default)
5. Select the Discounts tab
6. Select + Apply Discount button
7. Select a Start Date
8. Select the Discount from the drop-down menu
9. Select the radio button to apply the discount to the entire account or Child on the account
10. Select Save

Within the Accounts Billing section, the Setup tab displays the billing cycle information for the account. A billing cycle template may be added or modified to use within the account.  A transaction limit may be entered and payments applied to the account may be paused in the Setup Tab.

Apply a Billing Cycle Template to an Account

1. Select Families from the navigation menu
2. Select Accounts
3. Click the Account Name
4. Select the Billing tab (This opens the overview screen by default)
5. Select the Setup tab
6. Select the appropriate Billing Cycle Template from the drop-down menu
7. Select Save

Apply a Transaction Limit to an Account

1. Select Families from the navigation menu
2. Select Accounts
3. Click the Account Name
4. Select the Billing tab (This opens the overview screen by default)
5. Select the Setup tab
6. Toggle the Pause Payments button on or o 
7. Select Save

Please contact helpdesk@kangarootime.com if you have additional questions.