KidKare Training for Center Sponsors

What is STARS?

The S.T.A.R.S. acronym walks you through the steps to quickly take your CACFP management out of this world: Setup, Training, Assigned Center Training, Reports & Reviews, and Submitting Claims.

We suggest watching these training videos in order to achieve faster, easier CACFP claims.

Setup

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1. Create Accounts for Sponsor Staff

Follow along to add any additional sponsor staff from your organization who might need access to KidKare.

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2. Enroll Centers

Follow along to enroll your centers in KidKare.

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3. Set Center Administrator Permissions

Control the access that your center directors have in KidKare.

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4. Create Accounts for Center Staff

Add roles and permissions for site-level users.

Looking to streamline administrative duties amidst staff transitions? Consider establishing accounts for “classroom” staff rather than individual teachers. For instance, instead of generating an account for Sally, the Apple Classroom teacher, create one for the Apple Classroom itself. Watch this video to see it in action.

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5. Send Welcome Letters

When you are ready to invite center administrators

Training

To Do: Send your participant rosters to training@kidkare.com if you haven’t already done so!

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1. Enroll Children

Sponsors and centers can enroll children. If you don’t want to import child information in bulk, you can also add them individually.

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2. Activate Children

Once children are enrolled, you’ll need to activate them so that their meals can be reimbursed. We recommend doing this on a regular basis instead of waiting until claims time every month.

Only children entered on the center side need activation. Children that are imported do not need to be activated.

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3. Create Menu Templates

Do you have a rotating menu? Put your menus in once and never put them in again!

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4. Create a Master Menu

Creating a master menu allows you to easily send your menu to all your centers at once.

Harness the power of KidKare’s Assign Menu feature to effortlessly craft a dynamic, shareable menu rotation with your centers. This ensures children enjoy a well-rounded diet over time, packed with essential nutrients from proteins, carbohydrates, fruits, vegetables, and dairy or suitable alternatives.

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5. Use the Center Menu Calendar

Use the Menu Calendar to schedule future menus, review menus one month at a time, and visually check for any missing components or meals.

Double-Check the Menu Calendar for accuracy. Ensuring you’ve got all the meal components and enough food is key for the children’s well-being and ensuring compliance. Taking a quick look at your center’s menu calendar each week will smooth out any issues.

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6. Record Individual Center Daily Menus

Record menus for any selected center as needed.

If you choose to use the Individual Infant Menu feature, you can enable your centers to track infant meals according to developmental readiness.

Assigned Center Training

To Do: Work with your Onboarding Specialist to assign training to your sites based on your specific needs.

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1. Use Observer Mode

See through the eyes of your center and view information in real time.

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2. Learn How Centers Record Attendance & Meal Counts

See how centers can use this helpful feature for easier, faster meal counts.

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3. Learn How Centers Can Estimate Attendance

This optional feature can be very helpful in estimating food quantities required for planned menus.

If your state requires you to do so, you can record the actual amount of food that was served after each meal. This reflects the actual quantities served on the menu and Menu Production Record.

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5. Learn How Centers Can Track the Milk Audit

If your state requires you to do so, your centers can easily track the milk audit in KidKare.

If you enable this optional feature for your centers, it can be a useful tool to track messages to centers and for centers to message parents and guardians.

If your centers will be managing their own menus instead of being assigned menus by your sponsoring organization, they will have access to Menu Templates, Menu Calendars, and Daily Menus as described in the videos above.

Reports & Reviews

To Do: View the resources below and practice running the Weekly Attendance + Meal Count Report to check if your centers are correctly tracking meal counts.

1. Utilize Reports

Familiarize yourself with the many helpful reports in KidKare.

Check out the Weekly Attendance + Meal Count Report to double-check all attendance and meal counts. Doing this weekly helps keep things accurate and boosts reimbursements! Just a heads-up: the software can only work with what’s entered, so missing meals mean missing money!

2. Assign Monitors & Track Reviews

Use the customizable KidKare Review Form or add manual reviews.

This helpful feature allows you to quickly account for summer vacation, holidays, or extended school closures.

Submitting Claims

To Do: You’re almost there! Schedule a call with your Onboarding Specialist to submit your first claim through KidKare.

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1. Add & Manage Receipts

If you choose to track expenses in KidKare, first Add Vendors and then Add Receipts.

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2. Run the Milk Audit

If your state requires you to do so, you can run the milk audit in KidKare.

3. Find More Claims Resources

After reviewing the claim submission process with your Onboarding Specialist, you may want a refresher each month. You can find many helpful resources on our Knowledge Base.

4. Submitting Claims - Checklist

Congratulations, you’re a KidKare STAR!

Join our office hours

Drop in during Office Hours to ask questions, learn best practices, hear about the latest updates, and connect with other members of the KidKare community.

When: Weekly Thursday from 11:30 to 12:30 CT.

Find more resources

Our robust Knowledge Base has even more videos and articles that will help you become a KidKare expert!

Register for a webinar

Throughout the year, the KidKare team hosts continuing education webinars on a variety of CACFP, childcare, and business topics.

Check out our Sponsor manual

Check out our training manual for step-by-step instructions on ALL the features KidKare has to offer:

Training Webinar

3/21/2024 SFSP Webinar Recording

Record Attendance & Meal Counts

Meals & Attendance

Mark Infants as Fed

Detailed Meals & Attendance

Estimating Attendance

Expenses

Vendors & Receipts

Tools

Messages

School Calendar

Tools Menu

Get Your Site Setup

Access site admin login

Add site level permissions and users

Claims

Activate Children

Track Received Claims

Process Claims/Reprocess Claims

Submit Claims to State

Upload to CNP

Advance Claim Month

List Claims

What if my site doesn’t send me their claim?

What if my site needs to make changes after they send their claim?

What if I need to make changes but I’ve already marked my claim as submitted?

Milk

Milk Audit

Expenses

Manage and Verify Receipts

Manage Vendors

Menus & Attendance

Menu Templates

Create Master Menus

Copy and Paste Menus

Assign Menus to Sites

Center Daily Menu

Center Menu Calendar

Center Daily Attendance

Enroll & Edit Participants

Manually Enroll Participants

Import Rosters via Spreadsheet

Edit Participant Details

eForms

Add a Digital Signature for eForms

eForms Settings

Customize eForms Email Templates

Send Renewal Invitations via eForms

Send New Enrollments via eForms

Guardians View of an eForms Enrollment

View Status for Sponsors

View eForms Invitation Status Action Items

Approve & Renew Forms

Print Completed eForms

Set Up Your Account

Manage Client Information

Enroll Sites

Center Admin Permissions

Send Welcome Letter to Sites

Advance Claim Month

Add Additional Admin Users

Claim

Submit Claim Data to Sponsor

Milk

Substitute Milk & Child Milk Allergies

Milk Audit

Purchases and Write Offs

Milk Audit Reports

Expenses

Adding Vendors

Quick Entry Receipt

Itemized Receipts

Record Attendance & Meal Counts

Daily Menu

Menu Production Records

Menu Templates

Grain Ounce Equivalents

Menu Calendar

Creating Infant Menus

Mark Infants as Fed

Enroll & Manage Children

Enroll a New Participant

Edit Child Information

Claims

List Claims & Track Received Claims

Submitting or Retrieving Claims from Sites

Submit Claims to State

Claims Training

Set Up Accounts

Site Details and Settings for Sponsored Centers

Creating Roles and Permissions

Creating Center Staff Logins

Staff Login

Reports

Infant Feeding Report

Milk Audit Report

Claim Manual Report

Claims

Claims Feature

Calculate Claims Button

Claims Errors

EOM Best Practices

State Upload File and Submitting to CNP

Mark Claim as Submitted

Milk

Substitute Milk and Child Milk Allergies

Milk Audit

Purchase & Write Offs

Expenses

Adding Vendors

Quick Entry Receipt

Itemized Receipts

Plan & Record Menus​

Daily Menu

Menu Production Records

Menu Templates

Menu Calendar

Grain Ounce Equivalents

Creating Infant Menus

Record Attendance & Meal Counts

Basics Meal & Attendance

Detailed Meal & Attendance

Estimating Attendance

Enroll & Manage Children​

Enroll Participant

Edit Child Information

Set Up Your Site

KidKare introduction tour.

Staff login for the first time.

How to access your account

You can access your account by following the steps below:

1. Go to the KidKare website by clicking the link below https://app.kidkare.com/#/login/ 

2. Click on “I need a new Password” in the bottom right as shown in the image below.

3. Enter your email address into the email field and then click on “Send Me” 

  • Note: The email address will be the one the state has provided us. Please use the email address on record with your state. If you no longer have access to this email address please email success@kidkare.com 

 4. This should send an email to the email address entered from KidKare Enrollment Portal with a link to reset your password. Click on the blue link 

5. Enter your new password into the fields below and click “Go” 

6. Now you can go back to the login page and login with your email as the username and your new password! 

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Reports

Review OER for Sponsors

Reports in CX

Reports Training

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KidKare Food Program Software is a solution for single location childcare centers that submit claims directly to their state.​

Get Started Now with KidKare Food Program

Take the paperwork out of the Food Program and maximize your CACFP reimbursements with KidKare. Built exclusively for single-location childcare centers submitting claims directly to their state.

We want to know you!

We understand that navigating the Child and Adult Care Food Program (CACFP) can be confusing and stressful. That's why we created our KidKare Newsletter.

Get Started Now with KidKare Food Program

Take the paperwork out of the Food Program and maximize your CACFP reimbursements with KidKare. Built exclusively for single-location childcare centers submitting claims directly to their state.

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KidKare Food Program Software is a solution for single location childcare centers that submit claims directly to their state.​

Non Congregate Sites

How to enroll a NC site

Entering Meal Deliveries

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KidKare Food Program Software is a solution for single location childcare centers that submit claims directly to their state.​

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Food Program Menus

Get our free ebook by subscribing to our monthly Newsletter, The Monthly Minute by KidKare.

Every month you will receive tips and tools to help you understand and master the Food Program.

We want to know you!

We understand that navigating the Child and Adult Care Food Program (CACFP) can be confusing and stressful. That's why we created our KidKare Newsletter.

Get Started Now with KidKare Food Program

Built exclusively for single-location childcare centers submitting claims directly to their state.

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KidKare For Sponsors

Our CACFP sponsor software ensures compliance and maximizes CACFP reimbursements for your Sponsor organization and participants (sites and providers).

Start your 30-day trial

KidKare Accounting is an all-in-one solution designed specifically for childcare providers, whether they participate in CACFP or not.

Start your free trial today by filling out the form below.

Roster

Roster Upload Explanation

Set Up Your Site

Import Your Roster

Creating Roles and Permissions

Creating Center Staff Logins

Get Trained

We want to know you!

We understand that navigating the Child and Adult Care Food Program (CACFP) can be confusing and stressful. That's why we created our KidKare Newsletter.

Webinar Recordings

Getting Started, Rosters & Meal Counts

Menus

Reports

Claims

Set Up Your Account

Manage Sponsor Information

Enroll Sites

Create Additional Admin Logins

Create Menus

Create Master Menus (Required)

Copy & Paste Menus

Assign Menus to Locations

Setup Vendor with Menu Access

Sponsor Monthly Tasks

Sponsor Attendance / Bulk Entry

Enter Receipts (Required)

Advance Claim Month

Claims

Track Received Claims

Mark Centers Claim for Processing

Review Claims before Submitting to State

Submit Claim to State

Advance Claim Month

State Claims List

Site Training Videos

Marking Meals & Attendance

How to Complete a Satellite Form

Submit Claims to Sponsor

How Sites view Menu Production Records

Reports

Admin Reports (Non-menu)

SFSP Sponsor Menu Reports

Disbursement Journal & Status Report

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