What is Daily Sheets?
Daily Sheets is a feature in Kaymbu that enables teachers to send electronic daily sheets to families. Daily Sheets eliminates reams of paper and countless hours spent writing notes by hand. Families receive a beautiful message delivered directly to their inbox with a clear, itemized log of their child's daily activities.
Table of Contents:
- Accessing Daily Sheets
- Features of Daily Sheets
- Editing and Deleting Activities
- Sending Daily Sheets
- Daily Sheet Recipients
- Daily Sheets for Families
- Daily Sheets Report
- Technical Tutorial
Accessing Daily Sheets
Daily Sheets is accessible to all Kaymbu users from the Kaymbu app on their device or from the website my.kaymbu.com by going to Menu > Daily Sheets. When administrators select Daily Sheets, they will have the ability to dial into the specific classroom to add, edit, and view Daily Sheets.
Features of Daily Sheets
The Daily Sheets feature includes three menu items: Activities, Daily Sheets, and the Activity Log.
From the Activities section, users can log and add notes to the 15 different activities, pictured below for all of the students on their roster. After selecting an activity, users can enter in the additional information (if applicable), select the staff member fulfilling the activity, and tag the appropriate student(s). Please note that when the Attendance feature is active in an account, the Check-In/Check-Out activity in Daily Sheets automatically is removed. Click here to learn more about Attendance.
The Reminders section is where users can find the Reminders Dashboard. This dashboard is the central place to view and track the status of scheduled Reminders for each student in your care. Daily Sheets Reminders are a tool available to users with the complete Daily Care package, which includes Attendance and Daily Sheets. By setting up Reminders, users can ensure that students receive attention and care for particular needs consistently and on time.
Within the Daily Sheets section, users will see an overview of all of the students within their Roster on a grid. Each student will have a display with their photo, first and last name, and two icons that represent the number of activities that have been recorded for that day and the number of family members connected to that particular student. This feature is helpful to have an overview of the number of notes that have been recorded for a particular day for each student.
The Activity Log is a feed of all Daily Sheets activities that have been logged, organized by date and activity. Each Activity listed will include the recorded information provided by the teacher. To view the Activity Log, navigate to Menu > Daily Sheets > Activity Log. Each activity listed will include the recorded detailed information and the initials of the staff member who logged the activity. To the right of each activity are the students that have been tagged, as well as a pencil icon that will allow users to edit the activity if necessary.
Users can utilize the filters at the top of the page to conveniently narrow down the activities shown. Activities can be filtered by:
- specific date(s)
- specific student(s)
- specific activity.
The Activity Log is a helpful feature that allows users to find, locate, and edit all the activities that have been recorded for all students.
Editing and Deleting Activities
Activities can be edited and deleted from the Activity Log. To edit or delete an Activity from the Activity Log, follow the steps below:
- Select Activity Log from the Daily Sheets page
- Find the Activity you'd like to edit on the log
- Select the pencil icon to edit or delete
- To edit, users can:
- Change the time.
- Include additional information on the activity.
- Tag/untag the staff member(s) fulfilling the activity.
- Tag/untag the applicable student(s).
- To delete, select the trash icon in the top right corner and confirm to delete the activity by clicking "Delete."
Sending Daily Sheets
Once all activities have been logged, Daily Sheets can be sent individually or in bulk. Follow the steps below to learn how to send Daily Sheets:
- Select Daily Sheets from the Daily Sheets page
- To send an individual note, click on the student and scroll down to the bottom of the note, and select "Send."
- To select all students, click on the Select All button on the Daily Sheets tab.
- Click on the paper airplane icon at the top to send.
- Once the Daily Sheet has been sent, a paper airplane icon will appear in the top left corner of the students' grid.
Student icons that appear in color on the Daily Sheets page indicate that family members are associated with the student profile and are currently set to receive Daily Sheets. However, when a student icon appears in gray, this could signify one of the following for that particular student:
- There is no family member set to receive Daily Sheets for the student.
- The Daily Sheets toggle is turned off under the Communication Settings of a family member. To learn more about this setting, click here.
- The student has been marked absent on that particular day.
Auto Send Daily Sheets
As an alternative to manually sending Daily Sheets, users now have the ability to schedule Daily Sheets to be sent automatically whenever a child is checked out from the Attendance Page. The ability to automatically send Daily Sheets will offer teachers a quick and efficient way to send out communication to families - saving valuable time. Additionally, this convenient feature will ensure that families receive the most up-to-date information regarding their child on a consistent basis.
Please note: this new feature is exclusively available for programs that utilize the Attendance feature on Kaymbu’s platform. Click here to learn how to set up auto send Daily Sheets for your account. If you do not have the Attendance feature available on your Menu, please contact our team to learn more about pricing for your program by emailing us at firstname.lastname@example.org.
Using Daily Sheet Autosend
Once this feature is enabled, each time a student is checked out from the Attendance Dashboard, a notification on the top-right corner of the screen will appear indicating that a Daily Sheet was automatically sent.
There are two ways to confirm that a Daily Sheet has been successfully sent:
- Navigate to Menu > Daily Sheets, select the classroom, then click on the Daily Sheets tab at the top of the page. A paper airplane icon located on the top-right corner of the student’s profile will indicate that a Daily Sheet was sent for that particular student. This paper airplane icon will appear regardless of how the Daily Sheet was sent: manually or automatically when the child was checked out.
- Navigate to Menu > Reports > Family Engagement > Shared Content Report.
The Shared Content Report includes an archive of all content, including Daily Sheets, that have been previously sent out to families. By clicking on the drop-down menus at the top of the page, you can filter reports to specific Students, Dates, and Type of report. In this case, by selecting Daily Sheets from the Type drop-down menu, the report will generate a record of the date and time the Daily Sheet was sent, in addition to the student it corresponds to.
Daily Sheet Recipients
Through the Roster, you have the option to turn Daily Sheets on or off for family profiles. For example, some children will have multiple family profiles that could include mom, dad, grandma, and grandpa but only mom and dad need to receive the Daily Sheets. With the Daily Sheet toggle in the Roster, you can customize family profiles to either receive or be excluded from Daily Sheets. Follow the steps below to turn Daily Sheets on or off for an individual family profile:
- Navigate to the Roster
- Select the student from the applicable classroom
- Select the family profile
- Turn the Daily Sheets Toggle on or off, as needed
Daily Sheets for Families
Once you have sent out Daily Sheets, families will receive a polished, family-facing document that lists all activities of their child’s day. The sheet will include the date at the top and the student’s name. Families can receive their child’s Daily Sheets to the Kaymbu for Families app or to their email, based on their Notification Settings.
Daily Sheets Report
The Daily Sheets Report collects all the information gathered in Daily Sheets. This report is easily accessible for Teachers and Administrators and can be sorted by the student, date range, or activity. You can learn more about this report in the article, Daily Sheets Reports.
To access the Daily Sheets Report, go to Menu > Reports > Daily Sheets. If you have COR Advantage, your Daily Sheets Report is stored under Reports > Attendance & Activity.
In addition, this 15-minute tutorial provides an overview of Daily Sheets and provides a deeper dive into how to use the features.