The BEE SuiteChildcare CRM & OperationsSOPs and guides for every BEE Suite user.
Use these public guides for parent portal setup, ACH verification, daily school operations, classroom workflows, billing, kiosk setup, pickup verification, and support escalation.
Install the BEE Suite Parent Portal
Add the parent portal to an iPhone, iPad, Android phone, Fire tablet, or desktop browser.
Use Safari, Chrome, or Silk
Save to home screen
Log in and check child dashboard
Step-by-step guide
- 1Open the link your school gave you, or go to the public parent login page.
- 2Sign in with the email your school has on file.
- 3On iPhone or iPad, open the Share menu in Safari and choose Add to Home Screen.
- 4On Android or Fire tablets, open the browser menu in Chrome or Silk and choose Install app or Add to Home screen.
- 5Name the shortcut The BEE Suite, save it, then open the new icon and confirm you are still signed in.
Verify ACH and Avoid Card Processing Fees
Use a verified bank account for tuition payments when your school supports ACH.
Start from Billing
Instant check or deposits
Use bank account at checkout
Step-by-step guide
- 1Open the parent portal and go to Billing or Payments.
- 2Choose Add bank account or ACH as the payment method.
- 3Enter the requested bank details only inside the secure payment screen.
- 4Complete instant verification or confirm the micro-deposits when they appear in your bank account.
- 5Set the verified bank account as the preferred payment method before paying an invoice or enabling autopay.
- 6Review the checkout screen before submitting payment. Card payments may include card processing fees when charged by the processor or school policy.
Parent Portal Daily Use
Check child updates, messages, photos, documents, invoices, payment methods, and school notices.
Child updates and notices
Routine family questions
Call school for urgent items
Step-by-step guide
- 1Log in from the installed app or parent login page.
- 2Confirm the child profile, school, classroom, and authorized contacts are correct.
- 3Review messages, classroom updates, daily reports, photos, documents, and balances.
- 4Send routine questions through the portal when available.
- 5Contact the school directly for urgent pickup, custody, health, emergency, billing policy, or same-day record corrections.
School System Operating Manual
Launch The BEE Suite as the school system of record across roles, campuses, and daily workflows.
Schools, roles, billing
Staff and families
Reports and exceptions
Step-by-step guide
- 1Confirm school profile, locations, programs, rooms, tuition rules, billing cadence, staff roles, and family records.
- 2Invite executives, directors, billing admins, teachers, and families with the right role and location access.
- 3Train directors on enrollment, billing readiness, compliance records, attendance, staffing, and reporting.
- 4Train teachers on attendance, reports, incidents, media uploads, messaging, and classroom device rules.
- 5Train families on parent portal installation, ACH verification, payments, documents, and school escalation rules.
- 6Review launch reports daily during rollout, then weekly after workflows stabilize.
Executive Admin SOP
Monitor multi-location operations, access controls, staffing signals, financial readiness, and reporting.
Locations and exceptions
Roles and permissions
Assign accountable owners
Step-by-step guide
- 1Log in through the executive workspace.
- 2Review location status, enrollment pipeline, occupancy, attendance, staffing, billing readiness, and unresolved exceptions.
- 3Confirm each user has the least access needed for their job.
- 4Review high-risk records such as custody, medical, incident, payment, and compliance changes.
- 5Use reporting to identify location-level blockers and assign owners for follow-up.
Director SOP
Run daily school operations from enrollment through attendance, billing readiness, staffing, and family communication.
Attendance and staffing
Enrollment and classroom flow
Exceptions and follow-up
Step-by-step guide
- 1Begin each day by reviewing attendance, staff coverage, ratios, open messages, pending documents, and billing exceptions.
- 2Process enrollment and registration tasks, including family profile completion and classroom placement.
- 3Monitor classroom workflows for attendance, reports, incidents, and photo approvals where required.
- 4Review billing readiness before invoices or autopay runs are processed.
- 5Close the day by checking unresolved exceptions, pickup issues, and follow-up tasks.
Teacher SOP
Use the classroom workspace for attendance, daily reports, incidents, photos, and routine family updates.
Confirm children present
Daily logs and incidents
Director handles urgent issues
Step-by-step guide
- 1Log in on the assigned classroom device only.
- 2Confirm the roster and mark attendance as children arrive and leave.
- 3Record meals, naps, activities, supplies, notes, and incidents according to school policy.
- 4Upload classroom photos only when allowed by the school and child permissions.
- 5Send routine classroom messages through approved channels and escalate urgent issues to the director immediately.
Billing Admin SOP
Manage invoices, balances, payment methods, autopay readiness, exceptions, and family payment questions.
Invoices and balances
Payments and autopay
Exceptions and disputes
Step-by-step guide
- 1Review billing schedules, tuition plans, discounts, balances, credits, failed payments, and upcoming autopay runs.
- 2Confirm family payment methods are attached to the correct account before processing.
- 3Encourage ACH verification when families want to avoid card processing fees.
- 4Document payment exceptions, reversals, credits, and parent conversations according to school policy.
- 5Escalate disputes, suspected fraud, custody-related billing questions, and policy decisions to leadership.
Kiosk and Authorized Pickup Guide
Use the lobby kiosk for check-in, check-out, staff clock events, PINs, QR codes, and pickup verification.
Correct location and tablet
PIN, QR, or approved method
Identity before release
Step-by-step guide
- 1Open the kiosk workflow on the lobby tablet and confirm it is connected to the correct location.
- 2Keep the tablet mounted, charged, and visible to authorized staff.
- 3Families use the approved PIN, QR code, or school-approved check-in method.
- 4Staff verify identity before releasing a child to a new or unfamiliar authorized pickup.
- 5Escalate custody conflicts, blocked pickups, missing authorization, and emergency issues to the director before release.