FAQ Educator

Educators can only sign-up to Cubsta through an invitation. If the childcare centre you work at uses Cubsta, you will be sent an invitation (sign-up) email when you are added to the system. Simply follow the instructions provided in this email and you should be able to use the software.

Please check the email id that you have provided to your centre director for signing up on Cubsta. If this is correct, then please check your spam folder. If you still don’t see the confirmation email, then please get in touch with our support team on care@cubsta.com and we will investigate the issue.

Please click on Forgot Password on the Login page and you can follow the instruction provided to retrieve the password.

You can update the centre director details by clicking on the Settings button within your dashboard (top right corner). Once you click on Settings, a drop down will appear, please click on My Profile to make any updates.

On your dashboard, please click on Upload Photo (left hand side) and choose a suitable image for your profile picture.

Default room is the room that you are primarily attached to as an educator. Each time you log in to the software, data related to this room will load by default.

To change your default room, please click on Settings (top right corner) on your dashboard and then click on My Profile. On this page you will see a drop down with the title Default Room. Please click on the dropdown to select an appropriate room. Now when you go back to your dashboard or log in to your dashboard, the newly selected default room will appear on the top right corner and data related to this room will load automatically.

You can switch rooms on any of the screens within the software. Simply click on the select room drop down (top right corner) and choose a room that you would like access to.

In-class Activities is a function within Cubsta that allows you to share information about group activities within a room with the parents. Educators will be allowed to upload images and text-based content using this function. Once shared, the parents of the children that are tagged in a specific activity will be able to view the activity through their dashboards.

To view an In-class Activity, please click on the In-class Activity tab on your dashboard and a page will appear that will have all the In-class Activities for a period of 1 week loaded by default. If you want to view older activities, please click on the Load More button (appears after 5 activities) at the bottom of the page or by selecting from and to dates on the date filter that appears on the page (top right corner).

Click on the In-class Activities tab on your dashboard to enter this function. On the following screen, you will see an Add New button (top right corner), click on this and a pop-up will appear that will allow you to add information about a specific activity. You can either select specific children or select all the children within a room while adding an activity, please keep in mind, an activity is only viewable by parents of children who have been added in an activity. Once an activity is posted, it will automatically appear on the In-class Activity page in a timeline format with the latest activities on the top.

On the In-class Activities page, load the specific activity that you want to edit. When the specific activity that you want to edit or delete appears, you will see an Edit and Delete button on top of the activity post. Click on these buttons and follow the instructions to take appropriate action.

Daily Sheets is a function in Cubsta that allow educators to add information related to food, drinks, sleep and nappies/toilet for a child within a room for a given day. This information can then be viewed by parents of a child through their Cubsta dashboard.

To add Daily Sheets, click on the Daily Sheets tab on your dashboard. On the following screen, you will see a list of children present in your default room for that day. Each child is listed in separate rows and there is an Add button at the right.

On the top of this page, you will also see the following 4 tabs, Food, Drinks, Sleep and Nappies/Tab. Please select a tab for which you would like to add information and then click on Add button for the specific child that you want to add information for. A pop-up will appear with a form, simply enter the information and press Save at the bottom of the form to record the entered information.

You can also view past Daily sheets by using the date filter (top right corner).

 

For editing or deleting a Daily Sheet for a child, click on the Edit or Delete button visible on the right side of a record. Click on the appropriate button and follow the prompts to perform the necessary action.

To view a Daily Sheet from a previous date, use the date filter (top right corner).  Once you select a date, the records for that date will appear.

Notes is a functionality that allows parents and educators to communicate with each other using instant text-based messages. As an educator you can send a Note to a parent or receive a Note from a parent.

To add a new Note, click on the Notes tab on your dashboard. On the following screen you will see an Add New button (top right corner), click on this and a pop-up will appear that will allow you to compose a Note. You can either select specific children or select all the children within a room while sending a Note. Once sent, the latest Note will automatically appear on top of the list.

When a new Note is sent to you, a yellow circle with a number will appear on your dashboard within the Notes tab. The number denotes the number of unread Notes you have within your dashboard.  The same notification will also appear within the hamburger menu, next to the Notes tile.

Once you proceed to the Notes screen, you will see a red dot appear on specific threads where there is an unread conversation.

Yes. On the Notes screen, click on the Note Thread and then go to the conversation (reply) within the Note thread that has been added by you. On top of that conversation, you will see Edit and Delete buttons. Simply click on these buttons and follow the prompts to perform the necessary action.

Emergency Contacts are the names and phone numbers of the person/s listed as the first point of contact for the children in a classroom. This information is initially provided by the parents of a child during the enrolment process.


FAQ Parents

Parents can only sign-up to Cubsta through an invitation. If the childcare centre your child(ren) is enrolled at uses Cubsta, you will be sent an invitation (sign-up) email.  Simply follow the instructions provided in this email and you should be able to use the software.

Please check the email id that you have provided to your childcare centre. If this is correct, then please check your spam folder. If you still don’t see the confirmation email, then please get in touch with our support team on care@cubsta.com and we will investigate the issue.

Please click on Forgot Password on the login page and you can follow the instruction provided to retrieve the password.

Cubsta is a major advocate of Cyber Security and our commitment to Child safety and well-being online is reflected in our very DNA. We have developed this software in consultation with security experts and have taken every reasonable step possible to ensure the safety of the users and the data attached to the users. For more information about our Child Safety Policy, please visit the following link.

No, Cubsta does not charge parents. We charge the childcare centre to use our software.

No, you can access information related to your children using the same account as long as the same email was provided during the enrolment of your children at the daycare. To access information of your second child, simply click on the dropdown on the top right corner where the child name appears (below settings button) and make a selection.

This is an organisational matter of the daycare centre where your child is enrolled. We encourage you to talk to the centre management about this.

A child profile enables parents to edit important information about their child including, health records, medication, doctor’s details and emergency contacts. This information will get updated in real-time and will be accessible by the childcare staff.

In-class Activities is a function within Cubsta that allows you to view information about group activities that occur in the daycare centre. Educators will upload images and text-based content for various activities that take place in a room using this function and you as a parent can view these activities using your Cubsta login.

Notes is a functionality that allows parents and educators to communicate with each other using instant text-based messages. As a parent, you can send a Note to a single educator or multiple educators within a daycare centre.

To add a new note, click on the Notes tab on your dashboard. On the following screen you will see an Add New button (top right corner), click on this and a pop-up will appear that will allow you to add the Note. You can address the not to a single educator or multiple educators within the daycare centre. Once a note is posted, it will automatically appear on the notes page with the latest note being on the top of the list.

When a new note is sent to you, a yellow circle with a number will appear on your dashboard within the Notes tab. The number denotes the number of unread notes you have within your dashboard.  The same notification will appear within the hamburger menu, next to the Notes tile.

Yes. On the Notes screen, click on the Note Thread and then go to the conversation (reply) within the note thread that has been added by you. On top of that conversation, you will see Edit and Delete buttons. Simply click on these buttons and follow the prompts to perform the desired action.

To view a Note from a previous date, use the date filter (top right corner of the notes screen).  Simply choose to and from date and you will see the Notes for those dates appear on the screen.

Daily sheets is a function in Cubsta that allows parents to view information related to food, drinks, sleep and nappies/toilet for their child while they are at daycare.

To view daily sheets for your child, simply click on the Daily sheets tab on your dashboard. On the following screen you will see a table with view buttons under each heading for a period of 1 week. Simply click on the View button for the information that you want to access and a pop up with the relevant information will appear.

To view a Daily sheet from a previous date, use the date filter (top right corner of the Daily Sheets screen).  Simply choose the to and from date and you will see the records for those dates appear on the screen.


FAQ Centre Director

You can sign up to Cubsta by going to the registration link. Registration is a simple 3 step process and should not take more than 5 minutes. Once registered, we will manually review your application and activate your account.

No, you don’t need a credit card to register with Cubsta. We provide a standard 1-month trial during which you get complete access to the software.

Please check your spam folder as it may have ended up there. But if you still cannot find the email, then please contact our support team on care@cubsta.com or by filling in the enquiry form on the contact page.

You can update the centre details by clicking on the Settings button within your dashboard (top right corner). Once you click on Settings, a drop down will appear, please click on Centre Details to make any updates.

You can update the centre director details by clicking on the Settings button within your dashboard (top right corner). Once you click on Settings, a drop down will appear, please click on My Profile to make any updates.

Please click on Forgot Password on the login page and you can follow the instruction provided to retrieve the password.

You can change your password by clicking on the Settings button within your dashboard (top right corner). Once you click on Settings, a drop down will appear, please click on my profile to change your password.

On your dashboard please click on Rooms and then click on the Add New button (top right corner). A pop up with a form will appear that will enable you to add the room.

On your dashboard please click on Rooms, on the following screen you will see a list of rooms contained within a table. Simply click the edit or delete button and follow the prompts to make necessary changes.

On your dashboard please click on Educators and then click on the Add New button (top right corner). A pop up with a form will appear that will enable you to add an educator.

To revoke access to an educator, click on the Educators tab on your dashboard and then select a classroom to which the educator belongs. Now press the Edit button at the end of the row and a pop up form will appear. Please choose the Pause radio button under Account Status to revoke access to the educator. To reactivate the access to this educator, simply repeat the above steps and choose the radio button labelled Active under Account Status.

This can be done in two ways: 1. If you don’t use the enrolment function on Cubsta:On your dashboard please click on Children and then click on the Add New button (top right corner). A pop up with a form will appear that will enable you to add a child.2. If you are using the enrolment function on Cubsta: Please click on the Enrolment tab on your dashboard and a list of all the new completed applications will appear. Please click on the Status dropdown for the child you need to add in the system and select approve. Now you will be asked to select a room for the child. The child should now appear under the list of children for the selected room.

To update a child’s records on Cubsta, click on the Child tab on your dashboard and then select the room in which the child belongs. Once the table of children appears, simply click on the edit button and follow the prompts to make necessary changes. Please note that this function allows you to edit only a part of the information (Name, Gender, Enrolled Days, Default Room,  Child Status, Parents/Guardians Information, Emergency Contacts, Allergies and Medication) for the child. If you want access to the complete information that was provided by the parents during enrolment then please use the enrollment function on your dashboard to make necessary changes. Note: Enrolment is currently under development and more information about the function will be provided at a later date.

Yes, users added as educators can have centre director privileges. To do so, please click on the Educators tab on your dashboard and bring up the educator that you would like to give centre director privileges to by selecting the classroom that they are attached to. Now press the Edit button at the end of the row and a pop up will appear. Please tick the checkbox with the title “Has administrator privileges”. The educator should then simply re-log in to their account to access all the functions as a centre director.

Yes, you can download data for some of the functions through your dashboard. This includes, Children, Educators, Daily Sheets and Enrolment. Simply click on any of these function tabs on your dashboard, select particular children or select all children and then click the Export Data link available on top of the table.

We generally provide a standard 1 month trial period however if you think this is no enough to understand the software or to integrate it with your current systems and processes, please get in touch with us on care@cubsta.com and we shall be able to extend your trial period.

If you don’t sign up before the end of your trial period, you will have only limited access to your dashboard. This means that you can view all the data that you have uploaded however you will not have the ability to add any new data.

Simply email our support team at care@cubsta.com and we will review your request. If approved, we can extend your trial period so that you can continue to use the software without any disruptions.

The price that you as a centre pay for using the software is determined by the number of students that are enrolled at your childcare centre or in other words added on the software. For the exact pricing please visit our pricing page or if you are a subscriber then you can find this information.

Yes, you can add as many children through the add child function on your dashboard.  But keep in mind, you will be charged based on the number of children that you have in the system. Any pricing changes as a result of adding new children on the system will be reflected in your next Invoice.

Yes, you can delete children from the system. However please keep in mind that once you delete a child from the system, you will no longer have access to any of their records. We strongly encourage you to download all the data related to the child who you would like to delete, prior to deleting their profile/data from Cubsta.

In-class Activities is a function within Cubsta, that allows educators to share information about group activities within the room with the parents. Educators within each room will be allowed to upload images and text-based content using this function. Once shared, the parents of the children that are tagged in a specific activity will be able to view the activity through their dashboards. As a centre director, you will be allowed to view all the activities within each of the rooms.

To view In-class Activities, please click on the In-class Activities tab on your dashboard and then follow the instructions on the following screen to view a list of in-class activities across different rooms in the childcare centre.

By default, activities for a period of 1 week are loaded. If you want to view older activities, please click on the Load More button (appears after 5 activities) at the bottom of the page or by selecting from and to dates on the date filter that appears on the page (top right corner).

As a centre director you cannot add/edit/delete an In-class Activity. Only educators have adding/editing/deleting rights for In-class Activities.

To view In-class Activities from a previous date/s, select the room and then use the date filter (top right corner).  Once you select the appropriate dates, the records from those dates will appear in a timeline format.

Daily Sheets is a function that allows educators to add information related to food, drinks, sleep and nappies/toilet for a child within a room for a given day. This information can then be viewed by parents of a child through their Cubsta dashboard. As a centre director you will be allowed to view Daily Sheets across all the rooms in the childcare centre.

As a centre director you cannot add/edit/delete Daily Sheets. Only educators have adding/editing/deleting rights for Daily Sheets.

To view Daily Sheets, please click on the Daily Sheets tab on your dashboard and then follow the prompts on the following screen to view a list of Daily Sheets across different rooms in your childcare centre.

To view a Daily Sheet from a previous date, select the room and then use the date filter (top right corner).  Once you select a date, the records for that date will appear in a tabular format.

Notes is a functionality that allows parents and educators to communicate with each other using instant text-based messages. As a centre director, you can only view notes across different rooms in your childcare centre.

As a centre director, you cannot add/edit/delete Notes. Only educators have adding/editing/deleting rights for Notes.

To view a Note, please click on the Notes tab on your dashboard and then follow the prompts on the following screen to view a list of Notes across different rooms in your childcare centre.

To view a Note from a previous date, select the room and then use the date filter (top right corner).  Once you select a date, the records for that date will appear as a list.

Newsletters is a functionality that allows the centre directors to send out latest news and events to the parents of the enrolled children. Using this function, a centre director can send out text-based messages and attach files of various formats.

To send a Newsletter, click on the Newsletter tab on your dashboard. On the following screen you will see an Add New button (top right corner), click on this and a pop-up will appear that will allow you to add a new Newsletter. Once the Newsletter is sent, the parents will receive the Newsletter via email.

To view a Newsletter, please click on the Newsletter tab on your dashboard and then follow the prompts on the following screen to view a list of Newsletters.

To view a Newsletter from a previous date, select the room and then use the date filter (top right corner).  Once you select a date, the records for that date will appear as a list. Simply click on the view button on the far right corner of the table to view a particular Newsletter.