Sign in and confirm your school

Category: Start here

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Open https://thebeesuite.io/directors and sign in.
2. Confirm the school shown in the dashboard is the school you intend to work in.
3. If you can see more than one school, recheck the school selector before opening a family or billing record.
4. Stop if the wrong school, classroom, family, or child appears. Do not enter data and plan to move it later.
5. Search for the guardian, family, and child before creating a new record. This is especially important for siblings, returning families, transfers, and guardians who use the same email at more than one location.

Before adding a family, have the approved source information in front of you:

• Guardian legal name, personal email, phone, relationship, and preferred contact method.
• Child legal name, preferred name, date of birth, age group, enrollment status, start date, and classroom.
• Custody restrictions, authorized pickups, emergency contacts, allergies, medical notes, schedule/care notes, and permissions.
• Exact family-paid weekly tuition, approved discounts or credits, funding type, and first service week to bill.
• Any verified debt that existed before The BEE Suite cutover. Most new families should start at $0.00.

Verify the result

School and role match the task before opening any record.

If something goes wrong

Wrong school or unexpected access: stop and contact support. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/DIRECTOR_DAY_ONE_QUICK_START_GUIDE.md — 1. Start Every Workflow in the Correct School. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Run the opening and closing routines

Category: Start here

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Opening

1. Confirm the school scope.
2. Review the dashboard alerts and Mr. Bee summary.
3. Open School Operations and check attendance, classroom assignments, ratios, and staff coverage.
4. Confirm the kiosk or tablet is on the correct school.
5. Review unread family messages, pending incidents, missing daily reports, media approvals, document requests, and billing exceptions.

During the day

1. Keep family, child, classroom, and pickup records current.
2. Review incidents for objective wording and completeness before parent acknowledgement.
3. Review photos against media permission before sharing.
4. Use the smallest correct communication audience.
5. Review the ledger before any invoice, payment, adjustment, or collection action.

Closing

1. Confirm attendance is complete for every classroom.
2. Review unsent daily reports.
3. Resolve or hand off pending incidents and media approvals.
4. Respond to or assign parent messages.
5. Document billing follow-ups, failed payments, and unresolved balances.
6. Confirm offline classroom actions have synced.

Verify the result

Attendance, reports, messages and unresolved issues have named owners.

If something goes wrong

Missing child, custody conflict or unsynced critical record needs immediate escalation. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/DIRECTOR_DAY_ONE_QUICK_START_GUIDE.md — 12. Director Daily Routine. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Create a family, guardian and child

Category: Families and enrollment

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Navigation: People -> Families & Communication -> Families.

1. Find the card named Add Family, Parent + Child.
2. Under Family account, choose the exact School / center.
3. Enter the Household / family label, or leave it blank to use the guardian's last name.
4. Leave Prior balance owed at cutover blank or 0 unless the family already owes a verified pre-BEE-Suite balance.
5. Enter the address and any restricted custody note from the approved school record.
6. Under Primary parent / guardian, enter the guardian's name, personal email, phone, relationship, preferred contact method, and employer if used.
7. Enter a private four-digit kiosk PIN only if the approved PIN is known. Otherwise, leave it unset so the guardian chooses one during secure parent setup.
8. Under Student / child profile, enter the child's full name, preferred name, date of birth, age group, enrollment status, start date, and classroom.
9. Mark photo/video and field-trip permission only when the signed permission has been verified.
10. Add schedule, family, nap, feeding/dietary, potty, and developmental notes as applicable.
11. Select Save Family, Parent + Child once.
12. Wait for the Saved confirmation. Do not click again while the save is processing.
13. Open the saved family in Family Record Editor and verify the sticky Currently editing family data header shows the correct school, family, child, parent, billing account, and record counts.

Opening balance: what to avoid

• Do not enter weekly tuition as the opening balance.
• Do not use an opening balance for new invoices or charges.
• Do not enter the same old debt both as an opening balance and as imported or manually created invoices.
• Do not enter a negative opening balance. Verified credits and payments belong in the ledger.
• If you are unsure whether an amount is debt, a payment, a credit, or an agency responsibility, leave it at zero and escalate for reconciliation.

Verify the result

Reopen the saved family; confirm each relationship and the balance.

If something goes wrong

Search first. Do not create a second family after a timeout. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/DIRECTOR_DAY_ONE_QUICK_START_GUIDE.md — 2. Add a Brand-New Family, Parent, and Child. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Add a sibling or expected child

Category: Families and enrollment

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Do not create a second household for a sibling.

1. Open Families & Communication -> Families.
2. In Family Record Editor, select the existing family.
3. Confirm the sticky header shows the correct school and family.
4. Select the Children section.
5. Beside the child selector, select Add.
6. Enter the new child's full name, preferred name, date of birth, age group, enrollment status, start date, classroom, permissions, and care notes.
7. Select Add child.
8. Wait for the saved confirmation, then reselect the family and verify both children are listed.
9. Set up tuition separately for the new child. Sibling tuition is stored as one assignment per child and then added into the family weekly total.

If the child is not born yet

1. In Add Family, Parent + Child or the saved child profile, select Child not born yet.
2. Enter the Expected due date, keep the status pending or waitlisted, and enter the planned start date if known.
3. Save the child. Do not enter an estimated date in Date of birth and do not mark the child enrolled to create a fee.
4. To invoice an approved enrollment fee, open Billing & invoices, choose the family labeled Pending / waitlisted, select Prepare Enrollment Fee, then enter and confirm the exact amount and due date.
5. After birth, return to the child profile, clear Child not born yet, and enter the actual date of birth.

The enrollment fee is one invoice only. It does not schedule tuition, enroll the child, enable autopay, or submit a payment.

Verify the result

Both children appear under the same correct household.

If something goes wrong

Do not invent a birth date or enroll a child just to create a fee. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/DIRECTOR_DAY_ONE_QUICK_START_GUIDE.md — 3. Add a Sibling to an Existing Family. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Complete contacts, pickups and safety records

Category: Families and enrollment

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Creating the family is only the first pass. Complete the remaining sections before staff rely on the record.

Add another parent or guardian

1. In Family Record Editor, select Guardians.
2. Select Add beside the parent/guardian selector.
3. Enter name, personal email, phone, relationship, preferred contact method, and employer if applicable.
4. Mark Billing contact only if this adult is an approved payer/contact. A valid email is required.
5. Leave Parent portal login on only when this guardian is approved to access the family portal.
6. Select Add parent.
7. Confirm the result says the contact was saved and, when requested, that parent portal login is ready.

Do not give one guardian another guardian's login. Do not remove or merge a guardian merely because two names look similar; first verify custody, payer, pickup, portal, and communication history.

Add authorized pickups and emergency contacts

1. Open the Pickups section.
2. Under Authorized pickups, select Add, enter the person's name, phone, relationship, and verification notes, then select Add pickup.
3. Under Emergency contacts, select Add, enter the person's name, phone, and relationship, then select Add contact.
4. Repeat until every approved person is present.
5. Stop and escalate if the app record conflicts with custody or pickup paperwork.

Add allergy and medical information

1. Select the intended child in the Children section.
2. Under Allergies, select Add, enter the allergen, severity, and action plan, then select Add allergy.
3. Under Medical notes, select Add, enter a clear category and note.
4. Keep Restricted to staff with child safety access selected when the information is sensitive.
5. Select the save action and confirm the record appears under the correct child.

Do not use Mr. Bee to decide custody, pickup, allergy, medical, medication, licensing, or other child-safety information.

Verify the result

Reopen each saved section under the intended child or guardian.

If something goes wrong

Conflicting custody, pickup or medical records require school review. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/DIRECTOR_DAY_ONE_QUICK_START_GUIDE.md — 4. Finish the Family's Safety and Contact Record. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Review and update an existing family

Category: Families and enrollment

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Use the family profile as the source of truth for parent portal access and child visibility.

1. Open the family record.
2. Read the sticky Currently editing family data header before changing anything. Confirm the school, family, selected child, selected parent, billing account, and record counts.
3. Use View full profile for the complete record and Open billing when the selected family or child needs billing work. These links preserve the current context.
4. Confirm all guardians are listed with the correct relationship.
5. Confirm each guardian's personal email address is accurate.
6. Confirm each child is linked to the correct family and classroom.
7. Review custody, pickup, allergy, medication, and media permission notes.
8. Follow the school's approved access-removal process for outdated contacts; do not remove a guardian, payer, pickup, or emergency contact merely because the record looks duplicated.
9. Save the specific section and confirm the success state before switching to another family, child, or guardian.
10. Refresh or reopen the full profile before inviting or training the family.

Stop and escalate if custody, pickup, or medical information conflicts with school paperwork.

Weekly tuition is read from the selected child's billing assignment. The family view shows the total of active child assignments and a per-child breakdown. Directors should open Billing to change the assignment rather than typing another tuition amount into family or enrollment notes.

Verify the result

Saved values remain correct after reopening the full profile.

If something goes wrong

Do not merge or remove contacts based on similar names. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/DIRECTOR_SOP.md — Families, Children, And Guardians. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Prepare and send parent portal access

Category: Parent access

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Parent access, the invitation email, the kiosk PIN, and billing are separate controls.

1. In Family Record Editor -> Guardians, select the intended guardian.
2. Confirm the personal email and phone are correct.
3. Confirm Parent portal login is selected and save the parent record.
4. Verify the result reports that the parent portal login is ready or the guardian displays Portal linked.
5. Scroll to Parent Portal Access.
6. Select Send Parent App Invite for a new guardian or Resend Parent App Invite for an already linked guardian.
7. Confirm the email status is Accepted. Delivered is a separate status that confirms delivery.
8. Use Send Parent Feature Guide & FAQ only after the guardian is linked.
9. Tell the parent to use the personal guardian email from the profile at https://thebeesuite.io/parents.

If the parent signs in but sees no family, verify the guardian-to-family link. Never ask a parent to send a password to the school.

Verify the result

Verify the exact guardian is linked; distinguish email accepted from delivered.

If something goes wrong

Resolve identity conflicts before inviting. Never share passwords in training. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/DIRECTOR_DAY_ONE_QUICK_START_GUIDE.md — 5. Prepare and Send Parent Portal Access. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Verify family onboarding is complete

Category: Parent access

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Before calling the family complete, verify every row:

Check	Required result
School	Correct school appears in the sticky header
Family	Correct household, billing email, address, and custody note
Guardians	Correct guardians, relationships, emails, phones, payer status, and portal permissions
Child	Correct DOB, status, start date, classroom, permissions, and care notes
Safety	Pickups, emergency contacts, allergies, medical notes, and documents reviewed
Parent portal	Intended guardian is linked; invitation accepted by provider and delivery followed up
Tuition rate	Correct school rate or approved $0.00 no-family-charge rate
Tuition assignment	Correct child, enabled status, Weekly · 1 week ahead, correct start week, credits, and net amount
Family total	Equals the sum of all active child weekly rates
Opening balance	Zero unless verified pre-cutover debt was intentionally added once
Saved method	Correct masked card appears for this school's family account
Autopay	enabled only after ledger review and family authorization
Online payments	Selected school is ready to accept parent payments

Verify the result

Each applicable item is verified for this family.

If something goes wrong

A saved family alone does not establish access, tuition or payment readiness. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/DIRECTOR_DAY_ONE_QUICK_START_GUIDE.md — 9. Final Onboarding Verification. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Install the director app on a phone

Category: Parent access

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

The director app is browser-installed. Do not search the App Store unless store distribution has been separately approved.

Always start from:

https://thebeesuite.io/directors

iPhone or iPad

1. Open Safari.
2. Go to https://thebeesuite.io/directors.
3. Confirm the address begins with https://thebeesuite.io and Safari does not say Not Secure.
4. Tap the Share button.
5. Scroll and tap Add to Home Screen.
6. Confirm the BEE Suite Director icon/name.
7. Tap Add.
8. Open the new icon and sign in.

Android phone or tablet

1. Open Chrome.
2. Go to https://thebeesuite.io/directors.
3. Tap the browser menu.
4. Tap Install app or Add to Home screen.
5. Confirm BEE Suite Director.
6. Open the new icon and sign in.

If the install banner does not appear

Use the browser's Share or menu option manually. On iPhone, use Safari for installation. Stop if the page is not secure.

The portal address matters:

• Directors install from /directors.
• Teachers install from /teachers.
• Parents install from /parents.

Installing from the wrong portal can create the wrong role-specific shortcut.

Verify the result

The shortcut opens the director entry point securely.

If something goes wrong

A missing banner is not failure; use the browser installation menu. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/DIRECTOR_DAY_ONE_QUICK_START_GUIDE.md — 11. Add the Director App to a Phone Home Screen. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Understand tuition, saved methods and autopay

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Do not treat these as one switch:

1. Weekly invoice creation is the child tuition assignment. On Thursday, an eligible positive weekly assignment creates the invoice for the following week. It does not charge Stripe and does not enable autopay.
2. Family autopay is a separate, explicit family-level choice. It uses the one selected saved method to collect eligible open invoices on or after their due date. Saving or replacing a method does not enable autopay.
3. Batch invoice creation is a manual way to create many invoices. It does not directly charge Stripe. A due batch invoice can still be picked up later by autopay, so never batch a tuition period already covered by recurring assignments.

Create Invoice Now also creates one due-now invoice; it is not an immediate card or bank charge. Charge Selected Method is a deliberate one-time stored-method charge and can be used while autopay is disabled.

Verify the result

Identify which of the three controls you intend to change.

If something goes wrong

Do not assume saving a method creates invoices or enables collection. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/BILLING_ADMIN_SOP.md — The Three Separate Billing Controls. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Set the correct tuition for each child

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Navigation: People -> Billing & Payments -> Billing & invoices.

Before changing tuition

1. Select the exact school and family.
2. Read the sticky Currently editing billing data header.
3. Confirm the school, family, billing account, selected child, balance, open invoices, saved method status, and current weekly tuition.
4. Review the family ledger for an existing invoice for the same child and service week.
5. Confirm the selected school is ready to accept parent payments before expecting online payment or autopay to work.
6. Confirm the approved gross rate, weekly credits/discounts, net family responsibility, billing cycle, and start week.

Choose or create the school rate

1. Find Tuition rate setup.
2. Under Rate record, choose an existing school rate when it exactly matches the approved rate.
3. If no correct rate exists, choose New tuition rate.
4. Enter a clear plan name and the correct age group.
5. Under Funding, choose:
   • Family-paid when the family owes a positive weekly amount.
   • No family charge / CCDF / voucher-funded ($0.00) only when the family responsibility is intentionally zero.
6. Enter the exact Family weekly amount for a family-paid rate.
7. Select Save Rate.

Do not overwrite a shared school plan merely to correct one family's history. If a subsidized family owes a copay, do not use the $0.00 option; use the approved positive family responsibility and weekly credit/agency workflow so the parent is charged only what the family owes.

Assign the rate to the child

Saving a rate does not assign it to a child.

1. Open the Recurring tab.
2. Choose the exact child.
3. Set Status to Enabled.
4. Choose the correct Tuition plan.
5. For normal weekly billing, choose Weekly · 1 week ahead under Billing cycle.
6. Do not choose Every 4 weeks · 4 weeks ahead unless the family has explicitly chosen one invoice covering four weeks.
7. Enter the Start week in YYYY-W## format. This is the first service week that should be invoiced. Check the year carefully.
8. Enter only approved weekly invoice credits. The credit total must remain below the gross weekly tuition.
9. Review Gross weekly tuition, Weekly credits, and Net weekly invoice.
10. Add a clear description if needed.
11. Select Save Tuition Assignment.
12. Confirm the success message says recurring tuition is enabled for the correct child at the correct net weekly amount.
13. Verify Customer weekly tuition and Family weekly total.
14. Repeat the assignment for every sibling. Confirm the family total equals the sum of the active child rates.

What happens next

• For Weekly · 1 week ahead, the system creates the following service week's invoice on Thursday.
• Invoice creation does not charge Stripe and does not enable autopay.
• An enabled family autopay profile can collect that due invoice after it is created.
• An explicit $0.00 no-family-charge assignment stays visible on the child but creates no family invoice and no autopay attempt.

Buttons that are easy to confuse

• Create Invoice Now creates one due-now invoice. It does not charge the card and does not replace the recurring assignment. Use it only when one exact week is confirmed missing.
• Create Invoice under Family charge creates a one-time invoice. It does not change future tuition.
• One-time fee / credit posts one late fee, vacation credit, or other approved balance adjustment. Review the projected balance, add the service week or reason, and confirm the normal recurring tuition remains unchanged.
• Edit invoice changes a specific open invoice. It does not change the child assignment.
• Batch tuition creates many invoices. Never use it for a period already covered by recurring tuition.
• Charge Selected Method is a deliberate one-time charge. It is not the same as enabling autopay.
• Run Autopay in the payment terminal attempts the selected due invoice immediately. Do not use it merely to test whether autopay is set up.

Verify the result

Confirm child amount, family total, cadence and first service period.

If something goes wrong

Unclear funding responsibility or duplicate service coverage must be resolved first. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/DIRECTOR_DAY_ONE_QUICK_START_GUIDE.md — 6. Set Weekly Tuition Correctly for Each Child. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Handle an opening balance correctly

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

The opening balance is a cutover tool, not a tuition-rate field.

• Enter a positive opening balance only when creating a new family and the family already owes a verified amount from before The BEE Suite cutover date.
• Leave it blank or 0 for a new family with no prior debt, normal weekly tuition setup, new invoices, or an existing family.
• Leave it 0 if historical open invoices will be entered or imported separately; otherwise the same debt is counted twice.
• Never enter the weekly tuition rate as an opening balance.
• Never use a negative opening balance. Record a verified credit, agency payment, refund, or adjustment through the family ledger with its source and approval.
• Stop and reconcile the ledger if you are unsure whether the amount is debt, a payment, or a credit.

The intake form blocks negative opening balances and blocks adding another opening balance to a matched existing family.

Verify the result

Prior debt appears once and is supported by cutover records.

If something goes wrong

Never enter weekly tuition or a negative amount as opening debt. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/BILLING_ADMIN_SOP.md — Opening Balance: Use Once Or Leave Zero. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Invoice an enrollment fee before care starts

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Use this flow for an approved enrollment, registration, or deposit fee before care begins. A pending family appears in the family selector with Pending / waitlisted; changing enrollment status is not required.

1. Open Billing & Invoices, select the exact school, and choose the prospective family.
2. Confirm the pending/waitlisted banner and the correct family and child names.
3. Select Prepare Enrollment Fee.
4. Use Custom charge for an entered approved amount, or Product / fee when the school already has the exact fee configured.
5. Enter the approved amount, due date, billing period, and description, then create the invoice.
6. Reopen the ledger and verify the invoice appears exactly once. If payment instructions are needed, use the separate secure parent payment flow.

Do not use a tuition plan for a prospective family. This action does not make the child current, assign a classroom, start recurring tuition, enable autopay, or charge a payment method. If the family already has a current sibling, select the pending child under Family charge; the pending child still cannot receive recurring tuition.

Verify the result

One approved invoice appears without changing enrollment or autopay.

If something goes wrong

Do not mark a child enrolled to make the family billable. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/BILLING_ADMIN_SOP.md — Invoice A Pending Or Waitlisted Family. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Create and review a family invoice

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Open Billing & Invoices.
2. Choose the correct center and family.
3. Confirm the family, guardians, children, and billing account are correct.
4. Choose a charge type: tuition plan, product/fee, or custom charge.
5. Choose child or whole family.
6. Enter due date and billing period.
7. Add a clear description if needed.
8. Create the invoice.
9. Confirm the invoice appears on the family ledger and parent portal.

Verify the result

Confirm the invoice once on the ledger with the correct period and amount.

If something goes wrong

Check for an existing charge covering the same service before creating another. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/BILLING_ADMIN_SOP.md — Create Or Review A Family Invoice. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Post a one-time late fee or vacation credit

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Use the common One-time fee / credit task for an approved one-family exception. Do not temporarily change the child's saved tuition plan, recurring additional charges, or recurring credits and then try to remember to change them back.

1. Open Billing & Payments -> Billing & invoices.
2. Select the exact school and family. Confirm the sticky billing context, current balance, open invoices, and recent ledger entries.
3. Select One-time fee / credit under Common billing tasks.
4. Choose:
   • Late fee to post one debit and increase the family balance.
   • Vacation credit to post one credit and lower the family balance.
   • Other credit or Other fee / debit only when the approved reason does not fit a named action.
5. Enter the approved positive amount and Applies to date. The balance changes when posted; this date identifies the service or policy date in the ledger. Do not enter a minus sign; the selected action controls whether the ledger amount is positive or negative.
6. Add the service week or policy reason in Statement note. A note is required for either Other action and is shown in the family ledger.
7. Compare Current balance, the signed one-time change, and Projected balance.
8. Select the named post action and read the confirmation aloud: exact family, amount, balance direction, and assurance that recurring tuition is unchanged.
9. Reopen the family ledger. Verify the named entry appears once, the running balance is correct, and the child's ongoing tuition rate and recurring credits remain unchanged.

This is a ledger adjustment. It does not submit a payment, enable autopay, void or edit an invoice, or repeat on future billing runs. If policy requires a separate formal invoice for the fee, use Family charge -> Custom charge instead and do not also post a debit.

Verify the result

Ledger changes once; recurring tuition remains unchanged.

If something goes wrong

Do not also invoice the same fee or use a temporary recurring-rate change. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/BILLING_ADMIN_SOP.md — Post One Late Fee Or Vacation Credit. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Review a batch tuition run

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Confirm tuition plans and child assignments are current.
2. Filter to the correct school. Tuition plans are school-scoped and cannot be assigned across locations.
3. Confirm recurring tuition has not already created invoices for the same period. If it has, stop.
4. Open the batch tuition tab.
5. Choose target: per matching child or per matching family.
6. Choose age group and enrollment status.
7. Confirm due date and billing period.
8. Select Create Batch Invoices only after reviewing scope. This does not directly charge Stripe.
9. Spot-check invoices across tuition plans, discounts, subsidy scenarios, and siblings.
10. If any family has autopay enabled, remember that a due batch invoice can be collected by the next autopay run.
11. Send parent notices only after the school approves the batch.

Verify the result

Review the exact school, period, included families and final results.

If something goes wrong

Do not repeat a run until the first result and existing invoices are reconciled. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/BILLING_ADMIN_SOP.md — Batch Tuition Run. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Send a secure payment-method request

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Use this when a family needs to save ACH/bank or card details for future payments.

1. Open Billing & Invoices.
2. Choose the correct family.
3. Review guardian and billing email options.
4. Select the intended recipient email.
5. Send the secure payment request.
6. Tell the parent to start from the branded The BEE Suite link.
7. Explain that Save card is presented first and Connect bank account remains available for bank verification.
8. Tell the parent the exact total is shown before submission and no processing fee is added to their payment.
9. Remind the parent that The BEE Suite does not store bank login credentials, full bank account numbers, or full card numbers.
10. Explain that saving the method does not enable autopay. The parent enables autopay separately from their Parent Portal. Directors cannot enable it on the parent’s behalf.

Verify the result

Verify the intended payer receives the secure request through the approved workflow.

If something goes wrong

Do not collect card or bank details in email, chat or a recording. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/BILLING_ADMIN_SOP.md — Send A Secure Payment Method Request. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Help a parent enable family autopay

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Confirm the school and family, then review all due invoices, credits and pending payment attempts before discussing collection.
2. Explain that a child’s tuition assignment, a saved payment method and autopay are three separate controls.
3. Have the parent sign into their own Parent Portal and review the intended saved payment method. Never request or use their password.
4. The parent reviews and enables autopay in their portal only when they consent. Current director controls do not enable or disable the parent’s autopay choice.
5. Reopen the family’s billing information to verify the displayed autopay state and method. Do not submit a charge merely to test the setting.
6. Directors may use a saved method for an eligible invoice only after parent authorization, appropriate permissions and the usual payment review. Pending or processing attempts must be reconciled first.

Current source review: family-record-editor.tsx, billing-workbench.tsx and /api/billing/autopay at c62c6ec1. This updates the older SOP wording.

Verify the result

The parent’s consent, intended method and displayed autopay state agree; no test charge is needed.

If something goes wrong

Pending payment, wrong connected account or missing authorization blocks activation. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: src/components/billing-workbench.tsx and src/app/api/billing/autopay/route.ts (c62c6ec1) — Parent-authorized autopay. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Handle failed or pending payments

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Open the family billing account.
2. Review payment status and failure reason.
3. Confirm whether another payment already succeeded.
4. If a checkout is still open or processing, do not create duplicate checkout links.
5. Use the dunning or reminder workflow when available.
6. Contact the family with approved language.
7. Escalate repeated failures, disputes, refunds, and account ownership questions.

Verify the result

Status, invoice, payment attempt and ledger agree before any retry.

If something goes wrong

Processing or an uncertain result is not permission to charge again. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/BILLING_ADMIN_SOP.md — Failed Or Pending Payment Procedure. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Take an in-person card-reader payment

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Use this only for an authorized school with a ready connected account and a certified reader assigned to that school's Stripe Terminal location.

1. Open the intended family billing account and confirm the school, family, billing account, invoice or amount, and payout account.
2. Choose In-Person Card Reader.
3. Select an online reader registered to the current school.
4. If needed, register the school's S700/S710 or WisePOS E using its pairing code and a clear reader label.
5. Confirm the parent is physically present and can review and cancel from the reader.
6. Review the account payment and exact total shown on the reader. No processing fee is added to the parent payment.
7. Ask the parent to tap, insert, or swipe on the Stripe reader.
8. Wait for processor status and webhook reconciliation before treating the payment as recorded.

Card details are encrypted by Stripe hardware and never enter The BEE Suite. Smart readers are controlled over the network; direct USB data use requires Stripe's Android mobile-reader SDK.

Verify the result

One confirmed payment and receipt match the family and amount.

If something goes wrong

Stop if reader, school account, parent presence or payment result is uncertain. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/BILLING_ADMIN_SOP.md — Run An In-Person Stripe Terminal Payment. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Reconcile payments and ledger history

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Review recent payments and ledger entries.
2. Compare processor confirmation, payment status, invoice status, and ledger balance.
3. Resolve duplicate draft checkouts before sending new links.
4. Export reports required by the school or accounting owner.
5. Escalate mismatches with the payment ID, invoice number, family, amount, and screenshot.

Verify the result

Payment, invoice and ledger agree with processor evidence.

If something goes wrong

Escalate discrepancies; do not delete history to make totals match. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/BILLING_ADMIN_SOP.md — Reconciliation Procedure. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Complete the weekly billing review

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

• Review open invoices.
• Review past-due balances.
• Review pending ACH/bank payments.
• Review failed payments and dunning tasks.
• Review subsidy/agency receivables.
• Review payment method/autopay setup status.
• Confirm upcoming tuition run settings, child assignments, and start periods.
• Spot-check that family totals equal the active per-child weekly rates.
• Export or save required reports.
• Document unresolved blockers and owners.

Verify the result

Every exception is resolved or assigned for follow-up.

If something goes wrong

Agency and family responsibility must remain separate. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/BILLING_ADMIN_SOP.md — Weekly Billing Checklist. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Oversee teacher access and classroom coverage

Category: Daily operations

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Directors are responsible for roster and classroom accuracy.

1. Confirm each teacher account is active.
2. Confirm each teacher has the correct classroom assignment.
3. Confirm teacher kiosk codes are assigned if staff clock-in/out is used.
4. Review daily reports for completeness and tone before parents rely on them.
5. Review incident reports before they are visible to parents.
6. Review child media before sharing when school policy requires approval.
7. Watch for offline queue warnings on classroom tablets.

Teachers should not work from another teacher's account or from a wrong classroom roster.

Verify the result

Each teacher uses the correct account and classroom roster.

If something goes wrong

Account, role or classroom changes require the appropriate school authorization. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/DIRECTOR_SOP.md — Teacher Workflow Oversight. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Review attendance with classroom staff

Category: Daily operations

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Attendance must match the child's real classroom status.

1. Open your classroom roster.
2. Select the child or attendance action.
3. Mark the correct status: present, absent, sick, vacation, checked in, or checked out.
4. Save the update.
5. Confirm the child card or attendance list reflects the change.
6. Read displayed times in the school's local timezone and report any time that appears shifted or grouped under the wrong school day.

Stop and ask a director before changing attendance for a child who is not assigned to your classroom.

Verify the result

Check the correct day, child and classroom; verify the resulting status.

If something goes wrong

This is the teacher procedure for director oversight. Never invent attendance times. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/TEACHER_SOP.md — Attendance. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Review daily reports with classroom staff

Category: Daily operations

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Daily reports should be accurate, timely, and parent-ready.

1. Select the correct child or report group.
2. Add meals, bottles, naps, diaper or potty entries, activities, supplies, mood, and notes as applicable.
3. Use individual child reports for child-specific information.
4. Use group actions only when the same entry truly applies to the selected children.
5. Review spelling, tone, and sensitive details before saving or sending.
6. Watch the visible saved/unsaved state and confirm the entry saved before changing children or leaving the page.
7. Confirm whether the report is parent-facing before submitting.

Do not include another child's name or private information in a parent-facing report.

Verify the result

Report content is complete for the intended child and date before sharing.

If something goes wrong

Teacher procedure: confirm the actual share result; a draft is not a sent report. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/TEACHER_SOP.md — Daily Reports. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Recover an offline classroom queue

Category: Daily operations

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

If the tablet loses connection, The BEE Suite may queue actions.

1. Look for an offline or queued-action message.
2. Do not repeat the same action multiple times.
3. Keep the tablet open until connection returns.
4. Use sync or retry if the app provides that option.
5. Wait for the queue to confirm the action synced; repeated taps can create conflicting attempts even when the server rejects duplicates.
6. Tell the director if queued actions do not sync.

Verify the result

Queued actions have synced and appear once after reconnecting.

If something goes wrong

Do not re-enter the same queued events while sync is unresolved. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/TEACHER_SOP.md — Offline Queue. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Request and review documents and signatures

Category: Records and communication

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Use documents for records that must be requested, reviewed, acknowledged, uploaded, or retained.

1. Open the document or checklist view.
2. Confirm the document is assigned to the correct family, child, or staff member.
3. Send the request only to the correct guardian or staff member.
4. Review submitted documents before marking them complete.
5. Reject incomplete or incorrect submissions with a clear note.
6. Keep expired, missing, or rejected records visible until resolved.

Do not upload sensitive documents to the wrong child or family record. If that happens, stop and escalate as a privacy incident.

Verify the result

Correct person, document, submission and review status agree.

If something goes wrong

Wrong-person upload is a privacy incident; stop and escalate. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/DIRECTOR_SOP.md — Documents, Forms, And Signatures. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Send a family or classroom message

Category: Records and communication

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Use the smallest appropriate audience.

1. Choose the right channel: family message, classroom message, announcement, billing notice, or support escalation.
2. Confirm the recipients before sending.
3. Keep messages professional, clear, and short.
4. Review AI-suggested text before sending or copying.
5. Avoid including sensitive information in broad announcements.
6. Save or log important parent follow-up when the workflow supports it.

Verify the result

Confirm the current recipient list, final wording and send result.

If something goes wrong

Use the smallest appropriate audience and omit private details from broadcasts. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/DIRECTOR_SOP.md — Communications. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Prepare the lobby kiosk

Category: Kiosk and staffing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Confirm the child is linked to the correct family and classroom.
2. Confirm every guardian and authorized pickup is current.
3. Confirm custody and pickup notes are reviewed.
4. Set or reset the guardian 4 digit kiosk PIN.
5. Print or share the guardian QR card if the school uses QR check-in.
6. Open the center kiosk route on the lobby device.
7. Confirm the kiosk shows the correct school before families use it.
8. Test one check-in and check-out with an approved test record.

Do not run the lobby kiosk until PIN_HASH_SECRET or the approved production secret is configured. Do not activate the kiosk merely because setup or training passed. The named school still needs its separate dated kiosk/PIN approval.

Verify the result

Correct school and an approved test record pass check-in and check-out.

If something goes wrong

Kiosk activation and credentials need school approval; training does not activate them. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/KIOSK_AND_AUTHORIZED_PICKUP_GUIDE.md — Director Setup. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Help a family check in

Category: Kiosk and staffing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. On the lobby kiosk, choose Family check-in if the mode selector is shown.
2. Choose Enter PIN or Scan QR code.
3. If using PIN, enter your private 4 digit family PIN.
4. If using PIN, tap Verify Family PIN.
5. If using QR, scan the QR credential from the school; scanning verifies automatically.
6. Confirm the correct family appears.
7. Select the child or children arriving.
8. Tap Check In.
9. Wait for the confirmation message.

Verify the result

Selected children show a completed check-in confirmation.

If something goes wrong

Wrong family, missing child or protected pickup warning: stop. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/KIOSK_AND_AUTHORIZED_PICKUP_GUIDE.md — Parent Or Authorized Pickup Check-In. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Help an authorized adult check out

Category: Kiosk and staffing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. On the lobby kiosk, choose Family check-in if the mode selector is shown.
2. Choose Enter PIN or Scan QR code.
3. If using PIN, enter your private 4 digit family PIN.
4. If using PIN, tap Verify Family PIN.
5. If using QR, scan the QR credential from the school; scanning verifies automatically.
6. Confirm the correct family appears.
7. Select the child or children leaving.
8. Tap Check Out.
9. Wait for the confirmation message.

By tapping check in or check out, the kiosk records PIN or QR credential evidence for the selected children. Staff should verify a separate pickup adult when school policy requires it. The system records credential confirmation separately from any typed or written signature requirement.

Verify the result

Verify the adult under school policy and wait for completed checkout.

If something goes wrong

A valid credential does not override a custody or pickup restriction. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/KIOSK_AND_AUTHORIZED_PICKUP_GUIDE.md — Parent Or Authorized Pickup Check-Out. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Help staff clock in and out

Category: Kiosk and staffing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. On the kiosk, choose Staff time clock.
2. Enter work email if the kiosk asks for it or if the code is not unique.
3. Enter the 4 digit staff code.
4. Tap Continue to Staff Clock.
5. Confirm your name, title, classroom, and current clock status.
6. Add an optional shift note if needed.
7. Tap Clock In or Clock Out.
8. Wait for confirmation before leaving the kiosk.

Teachers should not use another staff member's code.

Verify the result

The correct staff member and updated clock status are shown.

If something goes wrong

Never use another staff member’s code or repeat an ambiguous punch. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/KIOSK_AND_AUTHORIZED_PICKUP_GUIDE.md — Staff Clock-In Or Clock-Out. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Choose the school data starting point

Category: Setup and support

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Open School setup for the named school and choose exactly one path. Do not create a placeholder import for a new school and do not re-enter an operating school's roster by hand merely to avoid import review.

Path A - Move Existing Records

Use this path when an operating school has families, children, balances, schedules, staff, or history in another system.

• The BEE Suite setup team prepares the supported source adapter, mapping, duplicate review, and technical verification.
• The school supplies the complete, unchanged school-scoped source package through the approved secure workflow and confirms facts or exceptions that cannot be proven automatically.
• A source from a provider other than ProCare must have a reviewed adapter before upload. Directors are not expected to reshape exports or guess field mappings.
• The path is not complete until the latest exact import state has a whole-school verification marked READY_FOR_DIRECTOR_REVIEW and the director records final school-data confirmation.

Path B - Start With A Clean Workspace

Use this path for a new school that has no prior operating roster to import.

• The BEE Suite setup team prepares the school profile, classrooms, business configuration, forms, tuition and billing rules, integrations, templates, and technical checks from approved business information.
• The school adds real families, children, guardians, pickups, safety details, schedules, and classroom assignments as enrollment begins.
• If no current families are expected yet, record that fact explicitly. Do not create sample or placeholder people to make setup appear complete.
• Before final school-data confirmation, resolve any current family without a guardian, guardian without a reachable email or phone, or current child without a classroom.

Changing the saved path or changing roster/import evidence invalidates the prior data confirmation and requires a fresh review. Data confirmation does not activate any other launch gate.

Verify the result

One reviewed starting point and its school-specific receipt are retained.

If something goes wrong

Import, clean-start, live billing and school launch remain separate decisions. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/SCHOOL_TRANSITION_SETUP_AND_CUTOVER_SOP.md — 2. Choose And Save One Data Starting Point. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Review imported ProCare records

Category: Setup and support

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

The director or approved ProCare administrator must confirm that the export package belongs to the correct location and contains the records the school relies on.

Use DIRECTOR_PROCARE_DATA_CLEAN_START_GUIDE.md as the required director procedure. The private source packages live under docs/procare-exports/<LOCATION>/; raw/ is immutable source evidence and review/ contains derived working files.

1. Confirm the export date, school name, and ProCare location.
2. Confirm the required family, child, relationship, classroom, staff, balance, tuition, and safety reports were included.
3. Confirm the BEE Suite implementation team accepted the package or documented any missing reports.
4. Confirm an import-complete notice or reviewed exception list exists for the school.
5. Compare aggregate family, child, classroom, staff, balance, and enrollment counts with ProCare.
6. Review all records with custody, pickup, allergy, medical, or other safety restrictions.
7. Spot-check at least 10 representative families across different classrooms and billing situations.
8. Record each domain as VERIFIED, NEEDS CORRECTION, MISSING SOURCE, or NOT APPLICABLE, with the exact raw source path, counts, reviewer, and exception owner.

For every spot-check, verify:

• Children are linked to the correct family and classroom.
• Guardians, payers, email addresses, and phone numbers are correct.
• Emergency contacts and authorized pickups are correct.
• Custody, medical, allergy, medication, and permission information is accurate.
• Enrollment status, schedule, start date, and classroom assignment are correct.
• The current balance, credits, open invoices, and tuition information match the approved source records.

Stop and hold the affected records if a guardian, payer, pickup, emergency contact, family relationship, date of birth, classroom, balance, or safety field is missing or ambiguous. Do not invent a value to make the import appear complete.

Skip this section only when the saved starting point is START WITH A CLEAN WORKSPACE and the school has confirmed that no prior records are expected.

Verify the result

Reconcile source records, relationships and balances before readiness signoff.

If something goes wrong

Keep recoverable source exports; do not treat import success as verification. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/SCHOOL_TRANSITION_SETUP_AND_CUTOVER_SOP.md — 3. Director ProCare Export And Import Review. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Review school and staff setup

Category: Setup and support

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

The director validates the operational workspace before teachers, parents, or the lobby kiosk depend on it.

1. Sign in at https://thebeesuite.io/directors with the approved director account.
2. Confirm the correct school and role. Stop immediately if another school is visible.
3. Verify the official school name, address, time zone, phone, email, hours, director contact, notification recipients, and parent-facing name.
4. Verify every classroom name, age group, capacity, ratio, schedule, and active child assignment.
5. Verify current staff, role, school assignment, classroom assignment, and employment status.
6. Reconcile access in both directions against the school's approved staff roster. For each staff member expected to sign in, match the active application user, normalized email, Supabase Auth identity, and exact school/role grant. Verify the Auth account is not banned or disabled and has a usable password-login credential, since the application signs in with email and password; have the account holder prove login where needed without sharing their password. Record any unverified or unusable account as an access-GO blocker. Inventory every active Prisma user with potential school access, whether or not Auth currently permits a new login, including portfolio or elevated roles and accounts absent from the expected-login list. Review active DeviceSession records and the user's application sessionVersion; a prior signed application cookie can remain usable after an Auth ban, and a cookie without a device-session ID cannot be found by inventory. Before access GO, invalidate older cookies for every in-scope account by incrementing its session version through the separately approved identity/session gate and verifying old cookies are denied, or prove that issuance of cookies without device sessions has stopped and the full 12-hour cookie lifetime has elapsed. Merely reading the current version or revoking listed device sessions does not prove the untracked cookies expired. Treat any unexpected access or outstanding session as an access-GO blocker until its scope is approved or revoked and denial is verified. Review all active grants; the Prisma User.role and effective UserAccessGrant.role for this school must both match approved duties and scope, with any other grants separately justified. A grant alone does not constrain a wrong application role. Classify missing Auth identities as intentionally uninvited or blockers with the school owner. An active staff profile or grant alone does not prove login readiness. Do not create accounts, change access, or send invitations from this review.
7. Remove former staff from active operational lists through the approved staff process; do not change Auth access unless that separate gate is authorized.
8. Test one director and one teacher session. Each user must see only the correct school, classroom, children, documents, messages, attendance, and billing scope.

Wrong-school, wrong-classroom, or wrong-family visibility is an immediate stop condition.

Verify the result

School facts, rooms, roles and operating processes have verified owners.

If something goes wrong

Do not change access or provider settings merely to complete a checklist. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/SCHOOL_TRANSITION_SETUP_AND_CUTOVER_SOP.md — 5. Director School And Staff Setup. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Make the school launch decision

Category: Setup and support

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Record each gate separately:

• Data starting point selected and saved for the named school
• Import package accepted and imported data validated, or clean-start state explicitly confirmed
• Latest school-data review is confirmed and has not become stale
• Every staff member expected to sign in has a reconciled application user, usable password-login Auth account, approved application role, and exact school grant; every active Prisma user with potential school access and any outstanding application/device session has been checked against the approved roster regardless of Auth login state; older untracked cookies have been invalidated or their expiry proved; intentionally uninvited staff and access exceptions are named, owned, and held off
• Director access tested
• Teacher access and rosters tested
• Every expected parent/guardian and authorized-pickup account has usable password/MFA sign-in; every existing application account, role, family link, and outstanding session with potential school-family access is reconciled against the approved guardian/pickup roster; removed or unexpected access is denied before parent/pickup-access GO
• Parent invitations approved or intentionally held off
• Parent family-only visibility tested
• Kiosk approved or intentionally held off
• Tuition, balances, credits, and first-cycle preview approved
• School payout status shows charges and payouts ready, or live payments are intentionally held off
• Live payments approved or intentionally held off
• Previous-system/BEE Suite billing boundary recorded with no overlap, or clean start recorded
• First-week support and reconciliation owners assigned
• Previous-system retirement approved or intentionally held off, or not applicable for a clean start

Final decision: GO / NO-GO

Record:

• School / decision date and time:
• Modules approved for GO / modules held off:
• Bidirectional staff/account and application-session reconciliation evidence, intentionally uninvited staff, unexpected access, and blockers/owners:
• Bidirectional guardian/authorized-pickup account, role, family-link, and session reconciliation evidence, unexpected access, and blockers/owners:
• Last previous-system tuition cycle / first BEE Suite tuition cycle, or clean-start note:
• Owner / director / billing / implementation approvers:
• Open exceptions, owner, due date, and exact retest:

HELD OFF is not PASS. Technical readiness is not approval to send invitations, activate the kiosk, bill families, process payments, or retire a previous system.

Verify the result

Each required gate has a dated owner decision.

If something goes wrong

HELD OFF is not PASS; technical readiness does not authorize business activation. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/SCHOOL_TRANSITION_SETUP_AND_CUTOVER_SOP.md — 10. School-Specific GO Or NO-GO Record. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Use Mr. Bee for information and reviewed changes

Category: Setup and support

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Navigation: Command -> AI Command.

Ask for information or a plan

1. Choose the school scope. All visible schools can be used for a summary, but one exact school is required before AI can stage data changes.
2. Enter a specific request in the Mr. Bee command box.
3. Select Review command.
4. Read the response and use the linked dashboard workflow to verify the underlying records.

Useful examples:

• What needs my attention today? Prioritize incidents, overdue invoices, unread family messages, staffing, attendance, and unsent daily reports.
• Summarize today's exceptions for this school. Do not change data.
• Draft a warm reminder for the Johnson family about their requested document. Do not send it.
• Show me which open invoices need director review. Do not charge or edit anything.

Ask Mr. Bee to stage an exact change

Mr. Bee can stage ordinary family, guardian, child, school, enrollment, classroom, open-invoice, and weekly tuition changes. It cannot create a new family or child; use the intake workflow for that.

1. Choose one exact school.
2. Include the exact person or record, the exact new value, and the effective date or week.
3. Select Review command.
4. If a change is possible, review the Confirm the exact changes panel.
5. Check every target name, action, and new value in the displayed patch.
6. Select Confirm and apply only when every item is correct.
7. Select Cancel if any target, amount, classroom, status, or date is wrong, then rewrite the request more precisely.
8. Reopen the normal family, child, enrollment, billing, or school screen and verify the saved result.

Safer change examples:

• At [school], move [child full name] to enrolled in [classroom]. Stage the change for my review.
• At [school], update [family name]'s billing email to [email]. Stage only that field.
• At [school], set [child full name]'s weekly tuition to $250, billing cycle weekly, start week 2026-W33, enabled. Do not create an invoice, save a card, or change autopay.
• At [school], update open invoice [invoice number] to $125 due 2026-08-14 with description [text]. Do not submit a payment.

Mr. Bee is blocked from changing access, roles, authentication, invitations, PINs, payments, refunds, payouts, autopay, message sending, deletions, merges, or provider settings. It may draft a message, but a staff member must review and send it from the communication workflow.

AI can carry out an exact, approved billing update; it must not decide what a family should owe. Do not use AI as the final decision-maker for billing policy, safety, custody, medical, legal, licensing, or compliance matters.

Verify the result

Inspect the exact proposed patch, then verify approved changes in the normal record.

If something goes wrong

Never delegate custody, safety, medical or payment-policy decisions to AI. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/DIRECTOR_DAY_ONE_QUICK_START_GUIDE.md — 10. Use Mr. Bee to Help With Director Work. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Prepare a useful support escalation

Category: Setup and support

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

Escalate with the following information:

• School name.
• User email.
• Role.
• Page or workflow.
• Family, child, invoice, or document involved.
• Exact action attempted.
• Expected result.
• Actual result.
• Screenshot if available.
• Time of issue and whether it is blocking live operations.

Use urgent escalation for login outages, wrong-school visibility, payment failures, privacy exposure, missing children, custody conflicts, or incorrect incident/document visibility.

Verify the result

Support has the exact context, time, expected result and safe evidence.

If something goes wrong

Urgently escalate privacy, wrong-school access, missing children and payment duplication. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/DIRECTOR_SOP.md — Escalation Checklist. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Review an incident and parent acknowledgement

Category: Records and communication

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Open School Operations → Incidents and select the exact child and incident.
2. Confirm the classroom, time, objective description, action taken and staff follow-up.
3. Choose the appropriate review status and enter an optional follow-up task.
4. Mark Parent notified only when notification actually occurred. This checkbox is a record of notification; it is not proof that a message was delivered.
5. Select Save review once and wait for its result.
6. Reopen the incident. Review Parent acknowledgement pending or the acknowledgement timestamp separately.

Verify the result

The saved status, notification evidence and acknowledgement state are accurate.

If something goes wrong

Incomplete facts, injury response or safety concerns go through the school’s incident process. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: src/components/incident-review-actions.tsx. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Approve or reject a child photo

Category: Records and communication

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Open Families & Communication → Media review.
2. Confirm the exact child, classroom and photo. Check everyone visible in the frame.
3. Verify the child’s photo/video permission and applicable school restrictions.
4. Enter a review note when useful.
5. Select Approve and share only when ready to share with linked parents; read and confirm the child-specific prompt. Otherwise choose Reject sharing.
6. Wait for Photo approved and shared with parents. or the rejection result, then verify the record.

Verify the result

Sharing status matches the decision; approval is a parent-sharing action.

If something goes wrong

Wrong child, missing permission or sensitive content: do not approve. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: src/components/media-review-actions.tsx. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Review enrollment and export the roster

Category: Reporting

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Confirm the school in the workspace header.
2. From Dashboard, select View enrollment status, or open Insights & Reputation → Enrollment status.
3. Review current totals grouped by classroom and age; search for the intended child or classroom.
4. Resolve unexpected classroom or enrollment-status discrepancies in the underlying record using verified school information.
5. Use the available CSV, PDF or print action for the reviewed view.
6. Verify the exported school, scope and totals before storing or sharing it. Use Show Past & Other in the family workspace when reviewing historical records.

Verify the result

Export totals and active roster agree with the selected school.

If something goes wrong

Historical or withdrawn records must not be mistaken for current enrollment. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/DIRECTOR_SOP.md. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Submit or correct a weekly FTE report

Category: Reporting

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Open the school’s FTE reporting screen from the dashboard reporting shortcut and confirm the school.
2. Select the intended Week start and Week end. Check the year and service period.
3. Review enrolled children, schedule counts, FTE count and the source records used for the calculation.
4. Review the weekly billing fields, external agency amount, past-due current-family AR, licensed capacity, payroll, starts and withdrawals. Explain exceptions in Notes.
5. Select Submit FTE Report for a new report, or Save FTE Correction for an editable existing report.
6. Wait for confirmation, then reopen the school/week row and verify the saved values and status.

Verify the result

The intended school/week appears once with the correct status and values.

If something goes wrong

An approved locked report requires the authorized correction process; do not create a duplicate week. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: src/components/fte-report-form.tsx. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Request a refund review

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Open Billing & Payments → Billing & invoices and select the exact school and family.
2. Review the original successful payment, linked invoice, ledger and any prior refund.
3. Gather the approved reason and intended refund amount; the amount must be supported by the remaining refundable payment.
4. Directors without refund approval authority select Request Refund Approval. Review the exact family, payment, amount and reason before submitting the request.
5. Retain the request result and follow its review status. A submitted request does not mean money has been refunded.
6. After authorized processing, verify the provider refund status and local ledger before telling the family it is complete.

Verify the result

Request status and completed refund status are distinguished.

If something goes wrong

Uncertain original payment, pending refund or duplicate request requires reconciliation. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: src/components/billing-workbench.tsx. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Record a verified cash or check payment

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Open Billing & Payments → Billing & invoices and select the exact school and family.
2. Review the balance, open invoices and recent payments to rule out an existing entry.
3. Choose the action for a payment received in cash or by check, matching the actual evidence.
4. Enter the verified amount, received date and requested reference or note. Review invoice allocation if presented.
5. Confirm the family and amount; save once and wait for the result.
6. Reopen the ledger and confirm one payment entry, the correct balance and the intended invoice allocation.

Verify the result

Receipt evidence and the single saved ledger entry match.

If something goes wrong

Do not use this action for a pending card/ACH transaction or agency remittance. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: src/components/billing-workbench.tsx. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Review agency-funded tuition and remittances

Category: Billing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Confirm the exact school, child, funding authorization and covered service period.
2. Compare the approved family responsibility with agency responsibility; never move agency debt onto the parent merely to reconcile totals.
3. Open the agency receivables workflow available for the school and review the claim status.
4. Before any remittance entry, obtain the agency approval, amount, paid date and unique ACH/check/portal reference linked to the claim.
5. Have the authorized billing owner use the school’s approved reconciliation procedure and review the saved result.
6. Confirm claim/remittance history and verify parent-visible family responsibility is unchanged.

Expanded agency batch, dual-review and period-close functions require separate release and exact-school activation verification. This tutorial does not assert they are active.

Verify the result

Agency evidence, claim and remittance reconcile independently of family balances.

If something goes wrong

A Stripe payout or unexplained bank deposit is not proof of agency remittance. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: sources/BILLING_ADMIN_SOP.md. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Follow a lead through tours and enrollment

Category: Families and enrollment

Updated October 22, 2026. Confirm the correct school and role. Every lead, regardless of source, must enter BEE Suite. These are instructions; no live action is demonstrated here.

1. Open Enrollment CRM → Leads, confirm the school, and search the prospective family before adding a lead. Record the source, program interest, named owner and next follow-up.
2. Use Pipeline, Tours or Waitlist to record the actual next step. Record a scheduled, attended, rescheduled or canceled tour without inventing an enrollment.
3. If paperwork is needed, select the lead and use Send registration form, reviewing the recipient before sending. For the direct school link, open Dashboard → Explore dashboard details → Registration and enrollment forms. Choose the correct school card → Copy registration link; confirm the school in Preview form before sharing.
4. Review the submission under CRM Application Submitted and Registration Packets → Forms. Reconcile the existing lead, packet and any saved family before creating a new family; a submission is not proof of completed enrollment.
5. Verify the saved family, guardian, child, enrollment status, start date and classroom. Parent Portal invitations are separate and follow only after these records are saved and verified. Use the registration and invitation guide.
6. For the parent referral program, record who referred the family and follow the same process. Parents earn one week of free tuition for every referred family who enrolls. Confirm the earned week with the director; the referral graphic does not create automatic billing credits or cash payouts.
7. Reopen the record and confirm the owner, next action, follow-up date and evidence for each completed stage.

Verify the result

Lead capture, tour outcome, registration submission, enrollment and parent access each have their own verified state. Return to the director take-home hub.

If something goes wrong

Stop if the school, family or child is wrong. Do not send another form or create a duplicate family because a result is unclear. Wait for pending work and reopen the original record before retrying.

Workflow checked against the current Dashboard registration-sharing card, Enrollment CRM and Registration Packets UI. Existing narrated tutorial is a procedure using synthetic examples, not a recording of a completed production action.

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Review or correct an employee time card

Category: Kiosk and staffing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Open Staff & Access → Teachers and locate the time-clock and time-card section.
2. Select the exact staff member and school-local pay-period Start and End dates.
3. Compare each clock-in and clock-out with the verified shift evidence. Review open intervals and paycodes.
4. If an authorized correction is needed, edit the exact punch or select Add punch. Enter the actual local date/time and a clear note; never invent missing hours.
5. Select Save time card once. Save or reload the current employee’s punches before switching employees.
6. Reopen the time card, verify totals and use Print time cards for the reviewed period. Sending a payroll summary is a separate action.

Verify the result

Saved punches, decimal hours and printed pay period agree.

If something goes wrong

An incomplete shift or uncertain time requires review before payroll processing. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: src/components/staff-management-panel.tsx. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Maintain a staff schedule

Category: Kiosk and staffing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Open Staff & Access → Teachers and the schedule section.
2. Select the intended Schedule row, or a new row, and exact Teacher.
3. Enter Starts and Ends in the school’s time context.
4. Choose the status reflecting the approved shift, coverage or absence.
5. Select Save schedule and wait for confirmation.
6. Reopen the row and compare staff coverage with the classroom plan.

Verify the result

Teacher, dates, times and status match the approved schedule.

If something goes wrong

Resolve overlapping or uncertain coverage before relying on it for classroom staffing. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: src/components/staff-management-panel.tsx. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Create or update a classroom

Category: Daily operations

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Open School Operations → Classrooms.
2. Select Classroom to edit, or New classroom only if it does not already exist.
3. Confirm School, Classroom name and Age group served.
4. Enter Licensed seats in room and Staff-to-child ratio from approved school records.
5. Select Save classroom once and wait for Saved.
6. Reopen the classroom and verify its values. Review child and teacher assignments separately.

Verify the result

The existing classroom record shows the correct capacity, age group and ratio.

If something goes wrong

Do not guess licensed capacity or treat an edited ratio as proof of actual staffing compliance. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: src/components/classroom-setup-panel.tsx. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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Review teacher assignments and credentials

Category: Kiosk and staffing

Before you start: confirm the correct school and role. Use approved source records; perform live changes only within your assigned authority.

1. Open Staff & Access → Teachers and choose the exact teacher.
2. Confirm school, active status, title, classroom and contact details.
3. Review classroom coverage. If an assignment change is authorized, choose the intended assignment and use Save assignment.
4. Review certifications against source documents, including certification name, status and expiration.
5. Reopen the teacher’s record and verify the saved assignment and credential dates.
6. Confirm the teacher sees the correct roster during the school’s approved access check.

Verify the result

Staff profile, assigned classroom and source credentials agree.

If something goes wrong

Role grants, login provisioning, kiosk codes and deactivation need their own authorization. Wait for pending actions; reopen the record before retrying an uncertain save or send.

Source: src/components/staff-management-panel.tsx. Prepared October 8, 2026. SOP snapshot e06ad8d5; current source corrections are identified above. Written procedure; not a recording of a completed live action.

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