EOOSH Administrator Migration Fact Sheet
Background
In July 2019, the Ermington Out Of School Hours (EOOSH) facility changed accounting systems from Becklyn to Qikkids (QK). The information currently contained within the Becklyn login for your child/children (child) was migrated over to Qikkids. This means you will create a new PIN the first time you sign your child into care following the changeover. A ‘how-to-guide’ is available to assist parents and guardians of Ermington OOSH to create a new sign in PIN and update the password for the Qikkids My Family Portal.
Summary of document:
A number of frequently asked questions (FAQs) have been put together to answer any questions you may have for the transition from Becklyn to Qikkids. The structure of the document is as follows:
Section 1 – FAQs for Steps required for me to complete for this change
- Create a sign in PIN at EOOSH
- Log into the My Family Lounge web portal, create new password and check enrolment details
- Complete a new ‘direct debit success form’ (where applicable)
Section 2 – Other information on the migration
This has FAQs to answer any questions you may have about the transition to Qikkids and the operation of EOOSH.
Section 3 – Links for more information
FAQs Section 1
Step 1 – Creating Sign in PIN
Q: I have to create a new PIN the first time I sign my child into EOOSH. When will that be?
A: If your child is attending EOOSH Vacation Care, the team will assist you to create a PIN you’re your child attends the first time following the migration. If your child returns to EOOSH after the Vacation Care period, this will be when you will set up a PIN. Please allow additional time to set up your PIN this first time.
Q: Can I create a login on the internet before I create a sign in PIN at EOOSH?
A: You can create your online web portal login before you create your PIN in the EOOSH centre. Please use the same email address for your online web portal log in as is currently being used for the Becklyn system.
Q: Can I set up a sign in PIN online or does it need to be in person at EOOSH?
A: No. The sign in PIN has to be created with an EOOSH staff member present, to complete an identity check. This will only be required on this first occasion. The sign in PIN and the online QK web portal are separate logins and both steps are required to complete the transition.
Q: What do I need to create my PIN?
A: Your mobile number will be the login at the EOOSH centre and the PIN which you set up on the first sign in with QKs will be associated with this mobile number.
Q: What if I don’t have a mobile number?
A: The EOOSH log in screen can accept a home telephone number starting with the area code of 02.
Q: My partner and I share the same mobile number. What is the procedure of signing my child in and out each day?
A: One partner will log in using the mobile number and have that PIN. The other partner will be required to use their home telephone number starting with the area code of ‘02’.
Q: What sign in PIN will be needed for authorized carers (e.g. friends or babysitters) to pick up my child?
A: Once your web portal log in is created, you will be required to check the authorized parties for drop off or pick up. The individuals authorized will be required to create a PIN at the EOOSH Centre for the first time. As per standard process, please ask your family carers to bring identification for this first occasion.
Step 2 – Log into the My Family Lounge web portal, create new password and check enrolment details
Changing password and checking contact details
Q: Will I be sent a link to create a login once the migration to QK has occurred?
A: Yes, a welcome email will be sent to all parents via their email address registered with Becklyn. This email will have a PIN which allows parents to set their password for the first time.
Q: How is the QK My Family Portal different to the Becklyn portal?
A: The QK portal looks and feels different and it contains a portfolio functionality. This is where there may be content specific to your child such as photographs. For more information refer here. Q: Can I access the Qikkids website and make changes on my smartphone once I have changed my password?
Q: Can I access the Qikkids website and make changes on my smartphone once I have changed my password?
A: Yes. My family Lounge has a free app available for Apple and Android devices. Simply search for My Family Lounge in your app store and enter your email and password. The app allows you to book your child in for casual days at the centre, and to view your child’s portfolio anywhere, anytime that suits you!
Q: My child is already registered in QKs for another centre (e.g. vacation care with friends). Do I need to create a new log in for my child in EOOSH?
A: The EOOSH team will create a login for your child using the email address used for the Becklyn system. Each centre using QK as administrator requires a unique log in for the child/ren at that particular centre with QKs. This means if your child attends a centre or has attended other centres previously, you must enter the My Family Lounge via the Ermington OOSH website as this ensures you are entering the correct centre.
Checking details for my child
Q: What do I need to do upon logging into My Family Lounge web portal?
A: As the EOOSH team is undertaking a data migration process so that you are not required to enter in your current bookings. You are requested to change your password for the My Family web portal. You are also required to check all of your bookings to ensure the data migration was successful. Any irregularities are to be emailed to the EOOSH team at ‘ermingtonoosh@live.com.au’.
Q: Does the change of accounting provider mean that I have to reapply for the days of care currently in place for my child?
A: No, all current placements will carry over to QKs.
Q: Can I change my EOOSH bookings in Becklyn and have these update the new accounting system?
A: Requests entered for placement changes up to and including the 4th of July will be brought across to the new provider’s data. As per the standard process, booking changes are subject to approval by the EOOSH Director. There may be no changes to bookings between 1am Friday 5th July until 11pm Tuesday 9th of July. The EOOSH team is grateful for your understanding with this.
Q: Do I need to transfer over the details of individuals approved to pick up my child?
A: All data contained within the Becklyn system will be transferred to the QK database by the EOOSH team. The EOOSH team will align your QK data to the email address that is currently used for your Becklyn log in. The same email address will be required to be used for the QK log in when you create it for the first time. For more information on this please see the ‘How-to Guide’.
Step 3 – Complete new direct debit success form
Q: I currently pay for EOOSH by Direct Debit. Why do I need to complete a new Direct Debit success form?
A: QK will be taking over the management of payments and accounting. A new form to facilitate these payments is a regulatory requirement by the Direct Debit payment system.
Q: I don’t pay by Direct Debit now. Does anything change for me?
A: No, payments made by methods other than Direct Debit are not impacted.
Q: I have a question about my fees or debited payment. Do I call QK?
A: No. All queries relating to the EOOSH service are to be directed to the EOOSH team in the first instance. Where additional assistance is required from the QK team, the EOOSH team will facilitate this on your behalf. Please send any enquiries to ‘ermingtonoosh@live.com.au’
Q: Where do I get a Direct Debit Success Form and can I do it online?
A: The EOOSH team will provide parents / guardians with a hard copy of the success form which is to be completed, signed and returned to the EOOSH team.
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Section 2 – Other information on the migration
Q: Will my fees increase as a result of the new accounting administrator?
A: No, there will be no increase in fees in the 2019 calendar year as a result of the transition to a new QK accounting system.
Q: Will my child care rebate still apply as it does currently?
A: Yes, there is no change to the arrangements that you have with the EOOSH re child care rebates.
Q: Will I receive a statement for the care provided to my child? How often will this statement be provided?
A: There will be no change to the fortnightly frequency of statements provided to parents / guardians for the EOOSH service. This will be provided to the email address used as the QK web portal log in.
Q: Will I be expected to login to my portal to receive all correspondence from EOOSH?
A: With the exception of placement offer acceptance, there is no requirement to log into the portal to receive EOOSH correspondence. The current methods of communication used by EOOSH will continue to be utilized, including email, telephone, and the TeamApp.
Q: Will the website address for EOOSH change?
A: Yes, the new address is http://www.ermingtonoosh.com.au (added ‘.au’)
Q: Will the process for vacation care bookings change?
A: The imminent July 2019 Vacation Care has been confirmed. The process for the autumn and summer vacation care will be finalized and updated to all parents and carers. The QK portal will be the method of booking Vacation Care.
Q: My child will not be attending EOOSH on an allocated day. How do I advise the team that he or she will be away? Can I use the QK’s web portal to advise of absences?
A: Where there will be absences these can be registered in the portal with a minimum of 24 hours’ notice. However, it is required that the EOOSH team is advised of all absences by email or telephone as per the current process.
Q: Outside of the change lock out period of 5 – 9 July, I would like to request changes to my child’s placement. How do I complete this?
Migration Fact Sheet
A: Within the My Family Lounge online web portal you can complete a request. The EOOSH team will respond within 48 hours with an offer (or a decline) and you will be required to accept the offer within your online web portal within 7 days or the offer will lapse and you will need to reapply.
Q: I would like to see if there are casual placements available for my child. How can I do this? What notice is required to find out if my child has a place?
A: The web portal has screens that allow casual bookings to be requested. If a casual booking has been requested, the EOOSH team will notify you of the outcome via the web portal within 48 hours. You must accept the placement offer within 7 days within your QK online portal for the casual placement to be made.
Q: I have another question that is not covered here? How can I get help?
A: In the first instance, please refer to the “How-to Guide” if the question is a technical question about the use of the web portal. The EOOSH team can assist with all other questions that you may have.
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Section 3: Links for more information
My Family Lounge Help Guide – here.
Frequently Asked Questions on the use of My Family Lounge – here.
My Family Lounge login page – here.