ChildLink

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CHILD-LINK HELP CENTRE

Quick Start Guide

Child-Link is designed to be used in many different ways, but we have prepared this quick start guide with a suggested workflow to help get you started.

Please contact us at if you require further assistance.

  1. Sign-up for a Child-Link Account.

    After you have submitted your registration you will receive an email from our team confirming the creation of an account with links to the Educator Portal and the Student Record. Make sure you bookmark these two pages so you can return to them easily.

  2. Open the Educator Portal.
  3. Add Students to Child-Link in the Educator Portal.
  4. Add Images.

    The Image Gallery filter defaults to only showing images taken on today's date to view older images make sure you change the date range of the filter.

  5. Link Students to the Images you have uploaded.
  6. Add an Observation.

    Select an Image from the gallery to create an Observation from.

    Use the Link Observations tab in the Image editor to make a new Observation. Making an observation this way will give the new observation the same time as the image and will automatically link any students linked in the image to the observation.

  7. Open the Student Record to view the Images and Observations you have created for each student.

    You may like to have an internet enabled device with a browser open to the Student Record and place it somewhere in your centre so guardians can view the records for their child at the end of each day.

Child-Link Terms and Definitions

Link

Child-Link allows you to link all sorts of things to each other e.g. Students to Observations, Students to Images, Observations to EYLF Outcomes etc. Child-Link then uses these links to prepare highly personalised and searchable student records.

Module

A module provides extra functionality to the basic version of Child-Link. Modules can be activated through our Module Marketplace.

Filter

Child-Link's filters enable you to search through records to find information easier. Most sections of Child-Link have their own filters.

Student Record

The Child-Link Student Record is where parents and guardians can view their child's personalised student record. It is automatically generated from the images and observations linked by the educators.

Educator Portal

The Child-Link Educator Portal is where educators log in to add students and guardians, record attendance, take pictures, record observations and more. This information is then used to generate the student records that the parents and guardians see.

Symbols

  • - Image
  • - Observation
  • - Activity
  • - Student
  • - Guardian
  • - Attendance
  • - Refresh
  • - Add New
  • - Link
  • - Edit
  • - Lookup/Browse
  • - File
  • - Camera

Getting Started

What you will need

Browser and System Requirements

Although Child-Link should be usable in any modern browser, for the best desktop experience, we recommend Google Chrome.

We also recommend the use of iPads for tablet use.

Sign-up for a Child-Link Account

Visit the registration page for directions to complete your sign up.

Educator Portal

Accessing the Portal

You should have received instructions on completing sign up on how to access your personalised Educator Portal. If you are having difficulties, please contact Child-Link Support for more information.

Filters/Searching Child-Link

At the top of each section of Child-Link and when linking elements you will find Filters. To filter the records shown in the section.

  1. Click on the Filter Heading to reveal the filter options.
  2. Enter the fields you wish to filter by.
  3. Click the Refresh button to filter the records.

Note: Some sections of Child-Link are filtered by default e.g. the Image section defaults to filtering by images taken on that day. It is important to remember to click the Refresh button to fetch all the records when changing the filter.

Editing Elements in Child-Link

Clicking on an element from anywhere in Child-Link will open up an editing window which allows you to make any changes you require before saving them.

Student Record

Accessing Student Records

You should have received instructions on completing sign up on how to access your personalised Student Record. If you are having difficulties, please contact Child-Link Support for more information.

Show Attending Students Only

When accessed by an educator, the Child-Link Student Portal will show all students for display in centre. In order to be able to show only those students who attended that day, the Attendance Module is required to be added from the Module Marketplace.

Setting up Child-Link

Adding Students

Using Child-Link

Creating new User Login

  1. Go to the Educator Portal.
  2. Click on the - Profile button in the top right corner to open up the profile window.
  3. Click on the Sign Up button to open up the sign up window.
  4. Enter the new user's email.
  5. The new user will receive an email with a confirmation link that they will need to follow to set their password.
  6. The new user can then bookmark the links to the Educator Portal and the Student Record provided in the email.

Linking

About

It's no accident we called it Child-Link. Child-Link lets you link all sorts of things to each other and then uses this information to automatically create personalised student records.

Student Records will only show content that the child is linked to. This means you can make a group observation, link a group of children to the same observation and then link individual photos to that observation. The same observation will then appear in all the linked student's records but only the images relevant to each student will show in their record.

How to Link

Everywhere you see the symbol, Child-Link allows you to link an element to another element. To link something, click on the symbol of what you would like to link and select the element you would like to link or create a new element. For more information see the individual Help Guides for linking each type of element.

Observations

Creating Observations

  1. Go to the Observations tab.
  2. Click on the Add Observation button to create a new observation.
  3. Enter in the details of the observation. Anything entered into the Note field will not appear in the students record but you can filter observations by the Note field.
  4. Create Links to the Observation by clicking on the tabs:
    • - Link Images: Allows you to link images to the observation see Linking Images for more information.
    • - Link Students: Allows you to link students to the observations see Linking Students for more information.
    • - Link Observations: Allows you to link observations together, this is particularly useful for linking follow-up and reflections to original observations allowing them to appear together in the students record. See Linking Observations for more information.

Editing Observations

  1. Go to the Observations tab.
  2. Click on the Observation you wish to edit from the list. You can use the Filter to help search for specific Observations see Filtering/Searching Child-Link.
  3. Make the changes you require.
  4. Click Save.

Note: You can also access the Observation editing window by clicking on the Observation anywhere it is linked in the Educator Portal.

Linking Observations

The - Link Observation tab can be used to link observations to other Child-Link elements.

  1. Click on the element you want to link an Observation to, in order to open up the editing window.
  2. Click on the - Link Observation tab.
  3. Click on the:
    • - Link Observation button: to link to an existing observation.
      1. Use the filter headings to search for an observation you have previously entered into Child-Link.
      2. Click the Refresh button to perform the search.
      3. Click on the observation you would like to link.
    • - Add Observation button: to create a new observation to link to.
      1. You will be prompted to Save the original Child-Link element if you have not already done so.
      2. Create the new observation to link to see Creating Observations for more information.

Unlinking Observations

  1. Click on the element you want to unlink the Observation from, in order to open up the editing window.
  2. Click on the - Link Observation tab.
  3. Click on the next to the Observation you wish to unlink.

Archiving Observations

  1. Go to the Observations tab.
  2. Use the filter to find the observation you wish to archive. See Filtering/Searching Child-Link for more information.
  3. Click on the Observation you wish to Archive.
  4. Click on the Archive button to stop it from appearing in student records.
  5. You will be prompted to confirm that you actually want to archive the observation.

Note: An archived observation will not appear in the Educator Portal by default. To view archived observations you will need to ensure you have Archived set to Yes in the filter.

Removing Observations

It is not possible for a user to completely remove an observation from Child-Link. Observations can be Archived which will stop it from appearing in student records and the Educator Portal unless specifically filtered for. To completely remove an Observation you will need to contact Child-Link Support.

Images

Creating Images

  1. Go to the Images tab
  2. Click on the:
    • Add image from Camera button to take an image using your device's built in camera.
    • Add image from File button to upload new image(s) saved on your device.
  3. Click on the Details tab to enter in the details of the image. Anything entered into the Note field will not appear in the students record but you can filter images by the note field.
  4. Create Links to the image by clicking on the tabs:
    • - Link Students : Allows you to link students to the image see Linking Students for more information.
    • - Link Observations: Allows you to link an observation to the image see Linking Observations for more information.

Editing Images

  1. Go to the Images tab.
  2. Click on the Image you wish to edit from the gallery. You can use the Filter to help search for specific Images see Filtering/Searching Child-Link.
  3. Make the changes you require.
  4. Click Save.

Note: You can also access the Image editing window by clicking on the Image anywhere it is linked in the Educator Portal.

Linking Images

The - Link image tab can be used to link images to other Child-Link elements.

  1. Click on the element you want to link an image to, in order to open up the editing window.
  2. Click on the - Link image tab.
  3. Click on the:
    • - Add image from Camera button: to capture a new image from your device's camera to link to.
    • - Link image button: to link to an existing image in Child-Link.
      1. Use the filter headings to search for images you have previously uploaded into Child-Link. The filter will default to displaying all images with today's date.
      2. Click the Refresh button to perform the search.
      3. Click on the images you would like to link. You can select multiple images.
      4. Click on the Select Images button to complete the selection and link the images.
    • - Add image from File button: to upload new image(s) saved on your device to link to.

Unlinking Images

  1. Click on the element you want to unlink the Image from, in order to open up the editing window.
  2. Click on the - Link Image tab.
  3. Click on the next to the Image you wish to unlink.

Archiving Images

  1. Go to the Images tab.
  2. Use the filter to find the image you wish to archive. See Filtering/Searching Child-Link for more information.
  3. Click on the Image you wish to Archive.
  4. Click on the Archive button to stop it from appearing in student records.
  5. You will be prompted to confirm that you actually want to archive the image.

Note: An archived image will not appear in the Educator Portal by default. To view archived images you will need to ensure you have Archived set to Yes in the filter.

Removing Images

It is not possible for a user to completely remove an image from Child-Link. Images can be Archived which will stop it from appearing in student records and the Educator Portal unless specifically filtered for. To completely remove an Image you will need to contact Child-Link Support.

Students

Creating Students

To Add a new student into Child-Link:

  1. Go to the Students tab
  2. Click on the Add Student button
  3. Enter the Students details.
  4. If you wish to add a profile picture click the Edit button to select an image from the image Gallery.

Editing Students

  1. Go to the Students tab.
  2. Click on the Student you wish to edit from the list. You can use the Filter to help search for specific Students see Filtering/Searching Child-Link.
  3. Make the changes you require.
  4. Click Save.

Note: You can also access the Student editing window by clicking on the Student anywhere they are linked in the Educator Portal.

Linking Students

The - Link Students tab can be used to link students to other Child-Link elements.

  1. Click on the element you want to link a Student to, in order to open up the editing window.
  2. Click on the - Link Student tab.
  3. Locate the student to link by:
    • - Start typing the students name in the search box and select the student from the drop down list.
    • - Click on the lookup button Select the student you wish to link from the list or click on the Add button to add a new student see Adding Students.

Unlinking Students

  1. Click on the element you want to unlink the Student from, in order to open up the editing window.
  2. Click on the - Link Student tab.
  3. Click on the next to the Student you wish to unlink.

Archiving Students

  1. Go to the Students tab.
  2. Use the filter to find the student you wish to archive. See Filtering/Searching Child-Link for more information.
  3. Click on the Student you wish to Archive.
  4. Click on the Archive button to stop it from appearing in student records.
  5. You will be prompted to confirm that you actually want to archive the student.

Note: An archived student will not appear in the Educator Portal by default. To view archived students you will need to ensure you have Archived set to Yes in the filter.

Removing Students

It is not possible for a user to completely remove an student from Child-Link. Students can be Archived which will stop it from appearing in student records and the Educator Portal unless specifically filtered for. To completely remove an Student you will need to contact Child-Link Support.

Modules

About

Our Module Marketplace has a number of free and paid for modules allowing you to customise Child-Link. You only need to pay for what you find useful. New modules are being introduced all the time.

Enabling Modules

Visit the Module Marketplace to begin.

Activities

The Activity Module provides a way to create a collection of activities that are done on a regular basis or you wish to repeat. Activities can be linked to Observations to save you from having to provide details of the activity each time. Any images linked to an Activity will be inherited by the Observation. When used with the EYLF and NQS module any outcomes linked to the activity will automatically be applied to the linked observations saving time. Examples of common activities include Home Corner, Outdoor Play, Lego Table etc.

Adding Activities

After the Activity Module has been activated for your account you will notice the Activities tab in the Educator Portal. To add a new activity;

  1. Go to the Activities tab
  2. Click on the Add Activity button.
  3. Enter the details of the Activity. Anything entered into the Note field will not appear in the students record but you can filter activities by the note field.
  4. Create Links to the Activity by clicking on the tabs:
    • - Link image: Allows you to link an image to the activity any image linked to an activity will be inherited by Observations that link the Activity. See Linking Images for more information.

Editing Activities

  1. Go to the Activities tab.
  2. Click on the Activity you wish to edit from the list. You can use the Filter to help search for specific Activities see Filtering/Searching Child-Link.
  3. Make the changes you require.
  4. Click Save.

Note: You can also access the activity editing window by clicking on the Activity anywhere it is linked in the Educator Portal.

Linking Activities

The - Link Activities tab can be used to link Activities to Child-Link Observations.

  1. Click on an Observation you want to link the Activity to in order to open up the editing window.
  2. Click on the - Link Activity tab
  3. Locate the activity to link to by:
    1. - Start typing the Activity title in the search box select the Activity from the drop down list.
    2. - Click on the lookup button Select the activity you wish to link from the list or click on the Add button to add a new Activity see Adding Activities.

Unlinking Activities

  1. Click on the element you want to unlink the Activity from, in order to open up the editing window.
  2. Click on the - Link Activity tab.
  3. Click on the next to the Activity you wish to unlink.

Archiving Activities

  1. Go to the Activities tab.
  2. Use the filter to find the activity you wish to archive. See Filtering/Searching Child-Link for more information.
  3. Click on the Activity you wish to Archive.
  4. Click on the Archive button to stop it from appearing in student records.
  5. You will be prompted to confirm that you actually want to archive the activity.

Note: An archived activity will not appear in the Educator Portal by default. To view archived activities you will need to ensure you have Archived set to Yes in the filter.

Removing Activities

It is not possible for a user to completely remove an activity from Child-Link. Activities can be Archived which will stop it from appearing in student records and the Educator Portal unless specifically filtered for. To completely remove an Activity you will need to contact Child-Link Support.

EYLF and NQS

The EYLF and NQS module allows you to link images and observations to the Early Years Learning Framework and National Quality Standards. It also allows you to filter your records by EYLF and NQS outcomes to provide evidence and see which outcomes have been met.

Once the EYLF and NQS module has been activated you will notice EYLF and NQS tabs appear in the Observation and Activity (if you have this module) editing windows.

Linking EYLF Outcomes

The EYLF - Link EYLF tab can be used to link EYLF Outcomes to Child-Link elements.

  1. Click on the element you want to link the EYLF Outcome to, in order to open up the editing window.
  2. Click on the EYLF - Link EYLF tab
  3. Locate the EYLF Outcome to link to by:
  4. - Start typing any part of the EYLF Outcome in the search box select the outcome from the drop down list.
  5. - Click on the lookup button Select the EYLF Outcome you wish to link from the list. Clicking on the headings drills down into the sub points of the Outcomes.

Linking NQS Areas

The NQS - Link NQS tab can be used to link NQS Areas to Child-Link elements.

  1. Click on the element you want to link the NQS Area to, in order to open up the editing window.
  2. Click on the NQS - Link NQS tab
  3. Locate the NQS Outcome to link to by:
    1. - Start typing any part of the NQS Area in the search box select the area from the drop down list.
    2. - Click on the lookup button Select the NQS Area you wish to link from the list. Clicking on the headings drills down into the sub points of the Areas.

Guardians

Creating Guardians

To Add a new guardian into Child-Link:

  1. Go to the Guardian tab
  2. Click on the Add Guardian button
  3. Enter the Guardians details.
  4. If you have the Students details already entered click the - Link Students button to link Students to the Guardian see Linking Students for more information.

Editing Guardians

  1. Go to the Guardians tab.
  2. Click on the Guardian you wish to edit from the list. You can use the Filter to help search for specific Guardians see Filtering/Searching Child-Link.
  3. Make the changes you require.
  4. Click Save.

Note: You can also access the Guardian editing window by clicking on the Guardian anywhere they are linked in the Educator Portal.

Linking Guardians

The - Link Guardians tab can be used to link Guardians to Students.

  1. Click on the student you want to link Guardians to, in order to open up the editing window.
  2. Click on the - Link Guardian tab.
  3. Locate the Guardian to link by:
    • - Start typing the Guardian's name in the search box select the Guardian from the drop down list.
    • - Click on the lookup button Select the Guardian you wish to link from the list or click on the Add button to add a new Guardian see Creating Guardians.

Unlinking Guardians

  1. Click on the element you want to unlink the Guardian from, in order to open up the editing window.
  2. Click on the - Link Guardian tab.
  3. Click on the next to the Guardian you wish to unlink.

Archiving Guardians

  1. Go to the Guardians tab.
  2. Use the filter to find the guardian you wish to archive. See Filtering/Searching Child-Link for more information.
  3. Click on the Guardian you wish to Archive.
  4. Click on the Archive button to stop it from appearing in student records.
  5. You will be prompted to confirm that you actually want to archive the guardian.

Note: An archived guardian will not appear in the Educator Portal by default. To view archived guardians you will need to ensure you have Archived set to Yes in the filter.

Removing Guardians

It is not possible for a user to completely remove an guardian from Child-Link. Guardians can be Archived which will stop it from appearing in student records and the Educator Portal unless specifically filtered for. To completely remove an Guardian you will need to contact Child-Link Support.

Portfolios

The portfolio module allows you to highlight observations and images and collate them into a personalised student portfolio which can then be exported to a PDF or USB. Child-Link has a portfolio export service to create custom USBs for your centre to distribute to guardians. Contact Child-Link Support for more information.

Highlighting Images and Observations

Once the Portfolio Module has been Activated you will notice a Highlight button when editing Images and Observations. To highlight an image or observation so that it appears in the students portfolio click the Highlight button when editing or creating an Image or Observation.

Viewing Portfolios in the Educator Portal

To view a student's current portfolio from within the Educator Portal.

  1. Go to the Students tab
  2. Click on the student you wish to view the portfolio of from the list. You can use the Filter to help find the student see Filtering/Searching Child-Link for more information.
  3. Click on the Show Portfolio button. If no records are visable ensure you have highlighted Images and Observations to be included in the portfolio see Highlighting Images and Observations.

Viewing Portfolios in the Student Record

To view a student's current portfolio from the Student Record.

  1. Click on the Student from the Menu Page.
  2. Click on the to view their portfolio.
  3. Click on the student to return to their full record.

Exporting Portfolios / Portfolio Export Service

Contact Child-Link Support for more information on our portfolio export service.

What we're working on

Ad Blocker

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Attendance

The Attendance Module allows you to create a daily record of Student Attendance. This is then used to customise the day book to only show Attending Students and to make it easy to link all Attending Students to Observations and Images.

Getting Started / Recording Enrolments

Once the Attendance Module has been activated you will now be able to mark the days that the student is enrolled via the Students tab. By recording the enrolments the Attendance Module can then pre-populate the attendance for each day with a list of students enrolled for that day.

  1. Click on the Students tab.
  2. Click on the Student you wish to record the enrollment for.
  3. Select the days the student is enrolled under the Days Enrolled Heading.
  4. Click Save.

Marking Attendance

Marking the attendance in the Educator Portal allows the Student Record to display only the students Attending that day in the Student Record making it easier for parents to locate the record of their child.

To mark Attendance:

  1. Click on the Attendance tab. This should display a list of students that are enrolled to attend that day. If there are no students displayed see Getting Started/Recording Enrolments to ensure you have the Enrolments recorded.
  2. Remove Absent Students by clicking on the next to the students name.
  3. To add additional students as attending:
    • - Start typing the students name in the search box select the student from the drop down list.
    • - Click on the lookup button Select the student you wish to link from the list or click on the Add button to add a new student see Adding Students.
  4. Click the Submit All Attendance button to record the Attendance.

Link All Attending Students

Once the Attendance has been submitted for the day see Marking Attendance the Link All Attending Students Button can be used to easily link all students to group activities.

To link all Attending Students to a Child-Link Element.

  1. Click on the element you want to link the Students to, in order to open up the editing window.
  2. Click on the - Link Student tab
  3. Click the Link All Attending Students button.

CCMS

The CCMS module will provide all the functionality required for reporting to DSS.

Guardian Log Ins

The guardian log in module will allow you to create guardian log ins so parents and guardians can securely access the record of their children from any internet enabled device with a web browser.

Image Expansion Packs

The basic version of Child-Link only allows you to upload a limited number of images per student per day. Our image expansion pack modules allow you to add additional images per student per day.

Student Expansion Packs

The basic version of Child-Link only allows you to store a limited number of active and archived student records. Our student expansion pack modules allow you to add additional students.

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