Account Management
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      1. iBlüm Early Years Help Center
      2. I am an Administrator
      3. Account Management

      Manage Existing Student Enrollment Profiles

      This dashboard shows all the students currently enrolled at the facility grouped by classroom and displays their respective programs. It helps administrators monitor enrollment, capacity, and eligibility.

      Step 1: Access the Form

      1. First access the Account Management section by clicking on the hamburger menu item. See image above.
      2. Next click on the + button, to expand the Account Management section.

      3. Then click on “Manage existing student enrollment profiles” link from the Account Management section. Once you click on this link, you are taken to Students page

      Page Purpose

      The Students page:

      • Shows students in their assigned classrooms and programs.
      • Highlights children who are aging out of their current group (within 10 days before or on their over-age date).
      • Displays subsidy information and future program enrollments.
      • Allows administrators to track enrollment capacity, upcoming transitions, and special conditions.

       

      Field & Feature Guide

      Top Section

      • Date Selector: Allows the user to choose a future date to preview enrollment changes effective on that date.
      • OK Button: Refreshes the page to apply the selected date.
      • Show Disabled Accounts Checkbox: Option to display inactive/disabled student accounts. This is useful to see past trends in the system.

       

      Legend (Row Colors/Symbols)

      This section explains the meaning of highlighted rows and symbols in the student list:

      • Yellow Row: Child is over the age group. Indicates the student may be over the age for the classroom configured.
      • (s): Child has a subsidy ID assigned.
      • Post-it note: Child has a future program assigned.
      • Red Flag: Child subsidy has expired.
      • Orange Circle: Child subsidy will expire within a month.

       

      Enrollment Profiles Tab

      Displays students grouped by classroom. Each room includes capacity information and student details.

      Room Header (e.g., Infant Room 1, Toddler Room 1, etc.)

      • Licensed Capacity: Maximum number of children legally permitted in the room at any given time.
      • Operating Capacity: The program’s chosen operating maximum, which may be less than the licensed capacity.
      • Students Over Age Group: Count (and %) of children exceeding the age range for the room.
      • Students Below Age Group: Count (and %) of children younger than the expected range.
      • Students on Subsidy: Number of children with active subsidies.

       

      Student List Fields

      Each row corresponds to a student with the following fields:

      1. No.: Student’s list number in the room.
      2. Student Name: Full name of the child. The name of the child is a clickable link that takes the user to the enrollment profile for that student
      3. Age: Age displayed in years and months (e.g., 3y 1m).
      4. Birth Date: Date of birth of the student.
      5. Program: Current program code (e.g., INF for Infant).
      6. This Week: Displays attendance schedule for the current week, using initials of weekdays (M, T, W, Th, F).
      7. Next Week: Displays attendance schedule for the following week.
      8. Leaving: Notes if the child is leaving or has aged out of the room (e.g., over). If the age-out is a future date, then it displays actual date the child should be moving over to the next room

       

      Program Codes

      Program codes partition a given full day into six time slot ranges as per below:

      • BS: Before School
      • AM: Morning Program
      • L: Lunch Program
      • PM: Afternoon Program
      • AS: After School
      • INF: Infant Program

      NOTE: The duration of each slot can be configured on a per organization basis, e.g. Before School may be 6:30 AM – 8:30 AM for a school, vs. 7:00 AM – 9:00 AM for another school. Assigning a child to a program affects their presence in the time slots.

      Example (Infant Room 1)

      • Taylor, Leighton (13m)
        • Should ideally transition out of the infant room by July 3, 2026 when Taylor’s age exceeds allowed age for the room configured.
      • Isiah, Leon (3y 6m)
        • Over age group (row highlighted yellow, "over" in leaving column).

      Both children need to be transitioned out of Infant Room 1.

       

      Extracurriculars Tab

      (Not shown in detail in the screenshot but typically lists students’ extracurricular enrollments beyond their core programs.)


      Using the Date Selector and OK Button for Capacity Planning

      1. Using the calendar widget select a future date, e.g. July 6, 2025 and click on the OK button. The system will show the classroom scenario as of that future date.

        NOTE: When looking into the past, select the “show disabled accounts” checkbox to look back into the past.

      2. The page when will now display the age of the children as of that future date, e.g. Taylor is now 2 years old, and Isaiah is now 4y and 5m old.
      3. It also shows that now Taylor and Isaiah (who had already aged out), need to be moved to a different classroom.

       

      ✅ Key Use Cases for Administrators:

      • Quickly identify students who need to transition out of a program due to age.
      • Monitor room capacity compliance.
      • Track subsidy status (active, expiring, or expired).
      • Review weekly attendance schedules.
      • Review capacity intra-day and intra-week and plan for staffing accordingly