Field trips, lost and found, and other operations tools
The smaller record-keeping tools on the Operations screen: what each one keeps, who can change it, and which ones families never see.
Where they are
These are rows on the Overview tab of Operations. Directors open it from More → Operations; teachers find it with the search icon. Each tool is a small shared record kept on RoundUp's servers for your center. Teacher-level staff can open every row, but several are read-only for them and two are director-only, as noted below.
Only one of these tools contacts families: the re-enrollment reminder, which sends an email.
Field trips
Family & community → Field Trip is for directors, assistant directors and admins. Teachers can open the row, but the list stays empty for them and they can't save a trip, so share the details with them yourself.
Tap New Field Trip and fill in Trip name, Destination and Date, plus Departure time, Return time, Supervising staff, Max children and Notes, then Create. A trip starts as PLANNING; Start trip makes it ACTIVE and Complete finishes it. Add child takes the Child name, Permission granted by and a Permission slip received tick. Families can't sign a permission slip in the app, so collect signed slips on paper.
Headcount shows each child as Here or Missing, but it stores that in the same place as the permission tick. A child whose slip you ticked starts as Here, and marking a child Missing also clears their permission. For now, keep permission on paper and leave the tick off, so on the day every child starts as Missing and you tap each one as you see them. Count heads by eye at every transition regardless.
Lost and found
Lost & Found is for teachers and directors. Log Lost Item takes a Description, Where it was found, Date found and a Photo description, which is a written description rather than a photo. Unclaimed items show how long they've waited and turn red after seven days. Mark as claimed asks who took it (Claimed by) and moves the item under Claimed.
Families can't see this list, so pair it with a physical bin and a regular reminder to families.
Siblings and volunteers
Sibling Groups is a reference list of which children are siblings. Teachers can read it. Director-level staff tap New Group, enter a Family name and Select siblings (at least two). It doesn't link family accounts, combine billing or apply a discount; it's a list.
Volunteer Scheduler opens Volunteers, a sign-up list for staff. Director-level staff tap New Opportunity and enter a Title, Description, Date (YYYY-MM-DD), Start time, End time, Room / location and Max volunteers. Teachers see how many slots are filled, with Sign up or Cancel sign-up. Directors see who signed up and can remove someone.
Families can't see or sign up for these. For a family volunteer day, create a calendar event and collect RSVPs there; see Calendar, events and conferences.
Interests and classroom observations
Curriculum & development → Child Interest Survey keeps one list of interests per child, such as dinosaurs or painting, for planning activities. Choose a child, type under Add interest and tap Add; tap an interest to remove it. Teachers and directors can edit. The latest save replaces the child's whole list, so if two people are editing the same child at once, check it afterwards.
Classroom Observation is director-only; teachers who open it get an error instead of the list. It's for observing a room, not the child observations teachers write in Learning (see Lesson plans and observations). New observation records the Room name, Observer name, Observation date, 1–5 scores for Emotional Support, Classroom Organization and Instructional Support, and Notes. Averages are shown by room.
Room transitions
Room Transition opens Transitions, a plan for moving children up. Teachers can read it. Director-level staff tap New Transition and fill in the Child, Current room, Target room, Ready date, Suggested move date and Director notes. Each plan then moves through Notify Parent, Mark Scheduled and Mark Completed.
It only records that you've told the family; the status becomes Parent notified. Talk to them or send them a message first, then tap it. (Families see messages as described in Messaging your child's teacher.) Mark Completed doesn't move the child either. Change the Classroom on their profile, which is what attendance and ratios go by.
Re-enrollment
Re-enrollment tracks each enrolled child's renewal as Not sent, Reminder sent, Confirmed or Not renewing. Teachers can read it. Director-level staff have Send reminder, Mark confirmed and Not renewing, and a pencil for the Contract end date and Notes.
Send reminder marks the child as reminded and emails the child's guardians that re-enrollment is open, with their current classroom and the date the current term ends. Add the contract end date first so the email can say it. Each tap sends another email. Families can't reply to it or confirm in the app, so they'll answer you directly; record what they say with Mark confirmed or Not renewing, and note anything that needs a conversation.
Shortcuts to other screens
The Admin & compliance section also links to tools covered elsewhere:
- CACFP Report — see CACFP food program: meal counts and claims.
- Conference Scheduler opens the Calendar's Conferences tab — see Calendar, events and conferences.
- Supply Request opens the Supplies tab — see Inventory, supplies and maintenance.
- Licensing Inspection — see Licensing inspection log.
- Staff Training opens the same certifications list described in Document expirations.
- Monthly Invoicing opens Billing — see Tuition and billing.
More: All director guides