Bloom for Nurseries: Staff User Guide

Bloom helps a nursery run its day: children's records, attendance, daily reports, photos, messages, announcements and fees. This guide is for the nursery's own team: Owner, Director, Supervisor, Teacher and Accountant. Parents have their own guide.

What you see in the app depends on your role and on your nursery's Bloom plan. If a screen described here is missing for you, it is not part of your role or your plan.

1. Getting started

Owner: create your nursery's account

Only a nursery Owner creates an account. Everyone else is invited by the Owner or a Director.

1. Open the Bloom app and tap Create new account.
2. Step 1, YOUR INFORMATION: enter your Full name, Mobile number and Email address, then tap Next.
3. Bloom emails you a 6-digit code. Enter it to confirm your email.
4. Step 2, NURSERY INFORMATION: enter the Nursery name, the Governorate and the Address, then tap Next.
5. Step 3, CHOOSE A PLAN: pick the plan you want and tap Select. Every new account starts with a 14-day free trial.
6. Tick the three policies (Terms of Service, Nursery Privacy Policy and Staff Privacy Policy) and tap Create account.

If you close the app before it finishes, open it again and sign in. Bloom continues from where you stopped.

The create-account fields

What the plan affects

• The plan decides which features your nursery has. Tabs and screens such as Finance and Messages appear only if the plan includes them, and a plan can limit the number of staff. It also sets your monthly fee. You can change the plan later in Settings > Bloom subscription.

Everyone else: join with your invitation

Your Owner or Director sends you a code (usually by WhatsApp, email or a message). You use it together with your own mobile number.

1. Open the Bloom app and tap I have an invite.
2. Enter your own Mobile number (the one you gave the nursery) and the Verification code you were sent.
3. Tap Verify.
4. Read the Staff Privacy Policy, tick the box to accept it, and tap Continue.

If the code does not work, it may have expired. Ask the Owner or Director to resend it.

Next times: log in

1. Tap Login.
2. Enter your email or phone number and tap Continue.
3. Bloom sends a 6-digit code to your email. Enter it and tap Verify.

There is no password. If the email does not arrive, check your spam folder or tap Resend code.

Finding your way around

The bottom tabs depend on your role:

Messages only appears if your nursery's plan includes messaging, and Finance only if the plan includes finance features.

To open Settings, tap your photo at the top of Home (or at the top of Finance if you are an Accountant). In Settings you will find your Account details, Language, Notification settings and Logout. The Owner also finds Nursery details, Bloom subscription and Storage management there, and the Owner and Director find the Audit logs.

To change the language, go to Settings > Language, choose English, العربية or العربية المصرية, and tap Save. The whole app switches, including the reading direction.

2. Roles: who can do what

Some things to know:

• Only the Owner can create branches and change the nursery's details and Bloom subscription.
• An Owner or Director invites and manages staff. A Director cannot change an Owner.
• Supervisors and Teachers only see the classrooms they are assigned to.
• Parents see only their own child. Every nursery's data is kept separate from every other nursery.

3. Setting up your nursery

This chapter is mostly for the Owner and Directors, in the order a new nursery usually sets up.

The setup checklist (Owner)

On Home, the Nursery setup card lists the five most important first steps:

1. Setup your branch operating days
2. Create your first classroom
3. Add a staff member
4. Add a child & invite guardians
5. Set your first subscription plan

Tap Start on a row to go straight to the right screen. A row ticks itself when it is done. When all five are done, the card disappears by itself. To hide it earlier, tap the X on the card and confirm Close checklist.

Your nursery's details (Owner)

Go to Settings > Nursery details.

• To change the logo, tap the small pencil on the logo (Edit logo).
• To change the name, governorate or address, tap Edit nursery, change them, and tap Save.
• The Branches card on the same screen lists your branches.

Branches (Owner)

A branch is one physical location. Every other role works in exactly one branch.

• Add a branch: Nursery details > Branches > Add branch. Enter the Branch name, Governorate, Address, the Operating days and the Start Time and End Time, then tap Submit. Before you submit, Bloom shows how the new branch changes your fee.
• Edit a branch: open the branch from the list. The Basic information card and the Operating days card each have their own edit button.
• Deactivate a branch: open the branch and use the deactivate button. You can reactivate it later. A deactivated branch's team cannot use the app until it is active again.
• Switch branch (Owner only): if you have more than one branch, use the branch button at the top of Home to choose the one you want to work in.

The add-branch fields

Under the form, Bloom shows how the new branch changes your fee (each extra branch costs a percentage of your current subscription fee). When you tap Submit, it asks you to confirm the new fee.

What these choices affect

• Adding a branch increases your subscription fee. Each extra branch costs a percentage of your current fee, and Bloom shows the new fee before you confirm.
• Operating days decide when attendance can be taken. On a day the branch is closed, the Attendance screen looks inactive (attendance cannot be taken) and the attendance card on Home is hidden. They also decide which days appear in each classroom's schedule.
• Deactivating a branch stops that branch's team from using the app until it is active again. Nothing is deleted.

Classrooms (Owner and Director)

1. Open Classrooms. Owners and Directors find it in More > Classrooms. Supervisors and Teachers have it as a tab.
2. Tap Add classroom.
3. Fill in Classroom name, the Classroom lead (the main teacher), the Supervisor, the Capacity (optional) and the Age group.
4. Tap Create.

The lead and supervisor lists are the branch's staff, so add your staff first (next section). You can also pick staff who have been invited but have not signed in yet. They are marked (Invited).

To change a classroom, open it and use the edit button. You can also archive a classroom you no longer use: archived classrooms are hidden unless you filter by Archived.

To add children to a classroom, open the classroom, go to its Children tab, and tap Assign children. From a child's card in that tab you can also remove the child from the classroom or move the child to another one.

The add-classroom fields

Why the age group matters

The classroom's Age group is the one choice in this form that changes other screens. Everything below follows the classroom's age group:

• Daily care report. The report form asks different questions for each age group:
  • Infant: Bottle feed, the number of naps (Nap times), and diaper counts (Wet changes, Soiled changes, Dry changes). There is no garden time.
  • Young toddler: meal percentages, how long the nap was (0.5, 1, 1.5 or 2 hours), Garden time, and the same diaper counts.
  • Toddler and Preschooler: meal percentages, nap length and Garden time, with the number of bathroom visits instead of diaper counts.
• Assessment reports. Every skill in the assessment is worded for the age group, and some skills are not assessed at the youngest ages. An Infant classroom's assessment is therefore shorter and phrased differently from a Preschooler's.
• What parents see. On the parent's Timeline, the daily report shows the same items as the form, so parents see the items that match their child's classroom.

Pick the age group that fits most of the children in the classroom. If you change it later, it applies to future reports (reports you create from then on).

What the other choices affect

• Classroom lead and Supervisor: a Teacher or Supervisor only works with the classrooms they are assigned to, so assign them here for them to see and work in the classroom. The person is told they were assigned. Choosing someone does not give them more than their role allows (see chapter 2).

Staff (Owner and Director)

1. Go to More > Staff management and tap Add staff member.
2. Enter the person's Full name, Mobile number, Email address and Role, then tap Save. All four are required. If you invite another Owner, Bloom asks you to confirm first.
3. Bloom shows a Share Invitation code screen. Send the code with Share via WhatsApp, Share via Email, or Copy Invitation. The screen shows when the code expires.
4. The person installs the app and joins with I have an invite (see chapter 1).

While someone has not yet joined, their profile shows Resend code. When they join, their status changes from invited to active.

The add-staff fields

Choosing Owner shows the warning Add another Owner?. The new Owner gets full access to the nursery, including the Bloom subscription, and once added you can no longer edit their profile or role. Tap Add Owner only if you are sure.

If you see "This nursery's plan has reached its staff member limit", your plan allows no more staff. Upgrade the plan to add more.

What the role affects

• Role decides what the person sees and can do: their bottom tabs, which screens open, and whether they can manage staff (see chapter 2). Choose it carefully. An Accountant works only in finance, can message staff but never parents, and never sees children's records. An Owner has full control and cannot be edited or demoted by you afterwards.

The Staff management list can be filtered by Status, Role and Classroom. Open a person to edit their name, role, mobile and email, or to see their assigned classrooms. From there, an Owner or Director can also:

• Suspend a person, which blocks their access to Bloom until you switch it off again.
• Offboard a person who has left the nursery. Their past work (attendance, reports) stays in the nursery's records.

If your plan limits the number of staff in a branch, Add staff member is disabled when you reach the limit.

4. Children and parents

Children's records are managed by the Owner and Directors from the Records tab. Teachers and Supervisors see the children of their own classrooms (see chapter 5).

The Records list

Records lists every child in the branch. Each card shows the child's name, age, classroom, any allergies, and a birthday icon on the child's birthday. You can filter the list by Status, Age and Classroom, and tap a child to open the profile. The profile has cards for Basic information, Guardians, Authorized pickups, Emergency contact, Allergies and the child's Status, and each can be edited by an Owner or Director.

Add a child

Go to Records and tap Add new child. The form has several cards.

Basic information

First guardian and Second guardian

Every child needs at least one guardian. Tap Add another guardian for the second one. If your branch's settings say the second guardian is a must, the form will not save without both.

Emergency contact (shown if your branch collects it)

Allergies (shown if your branch collects them)

Type an allergy and tap Add. You can add up to 10 allergies. Remove one with the remove button next to it.

When everything is filled in, tap Add child.

After you add a child

• Bloom shows an invitation code for each new guardian (Send invitation (1 of 2), then Next Guardian). Send each code with Share via WhatsApp, Share via Email or Copy Invitation. The guardian installs the app, taps I have an invite, and enters their own mobile number and the code.
• Until a guardian gives consent in the app, the child's record is locked: staff see the child's name as initials only and no photo, and you cannot check the child in or add a daily report or an assessment for them. The Records list marks these children Pending consent. As soon as a guardian gives consent, everything opens. (If you turn consent off in the branch settings, none of this applies. See below.)

What these choices affect

• Birth date sets the child's age on the Records list and its Age filter. On the child's birthday, Records shows a birthday icon and the parent's Timeline shows a birthday card.
• Allergies show on the child's card in Records ("Allergic to ...") and in the child's details inside the classroom, so teachers see them.
• Picking an existing profile (Yes under "previous record") links the child to the same parent account, so a parent with several children uses one login and can switch between them.
• Authorized for Pickup decides who you can choose at check-out. At least one guardian must stay authorized. The pickup photo is only for staff, to compare with the person who comes to collect the child, and it is never shown to parents.

Authorized pickups

Besides guardians, you can allow other people to collect a child, for example a grandmother or an uncle.

1. Open the child's profile and tap the pencil (edit) on Authorized pickups.
2. Tap Add new authorized pickup and fill in the Full name, Relationship, ID number (5 to 20 letters or digits, required), Mobile number, and an optional photo.
3. Use the switch next to any person to authorize or remove their authorization. Bloom asks you to confirm.
4. For people you added yourself (not the guardians), you can also tap Edit to change their details, or Delete to remove them. Bloom asks you to confirm before deleting.

At check-out, staff must pick one of the people currently authorized, and Bloom records who collected the child and which staff member handed the child over. Parents see the list of authorized pickups on their child's profile: each person's name, relationship and phone number, but never the ID number or the photo.

Change a child's status

Open the child's profile and tap Change status. The choices are Enrolled, On pause, Withdrawn and Graduated. For Withdrawn or Graduated, you also enter the Withdrawal date or Graduation date.

What the status affects

• Withdrawn and Graduated automatically cancel the child's active subscriptions, as of the withdrawal or graduation date you entered, not today's date.
• A parent whose children are all withdrawn or graduated can no longer be chosen when someone starts a new chat. Chats that already exist stay open.

Children records settings (Owner and Director)

In Records, tap the settings icon next to the add button. These switches apply to the branch:

Nothing is ever deleted when you change a setting, so turning it back on restores the earlier behaviour. Reset settings puts all four back to their defaults.

Parents

Owners and Directors manage a parent from the child's profile: tap the parent on the Guardians card to open the Parent profile. There you can edit their name, mobile and email, add or change their pickup photo, and switch Allow access to Bloom off to stop them using the app. A parent who has not joined yet shows Invited, and you can send the code again.

5. The daily work

Most of the day happens inside a classroom. Teachers and Supervisors open their classroom from the Classrooms tab, and Owners and Directors open any classroom from More > Classrooms. A classroom has four tabs: Daily reports, Children, Schedule and Assessment.

Teachers and Supervisors can only work in the classrooms they are assigned to. Owners and Directors can work in every classroom.

Attendance

Teachers and Supervisors use the Attendance tab. Owners and Directors use More > Attendance, or the Record attendance button on Home. Only enrolled children who are assigned to a classroom appear in the list.

Check a child in

1. Find the child (use Search child... or filter by Classroom).
2. Tap the child's row, then tap Confirm Check-in. The row shows Checked-in at and the time.
3. To undo a mistake, tap Remove check-in.

Check a child out

1. Tap Confirm Check-out on the child's row. The Check-out sheet opens.
2. Swipe through the child's authorized pickup people and choose the one who is collecting the child. Tap their photo to see it larger, with their ID number.
3. Tap Confirm Check-out. Bloom records Picked-up by and Hand-off by (the staff member who handed the child over).
4. To undo it, tap Remove Check-out.

If the child has no authorized pickup people, Bloom asks you to add or authorize one from the child's profile first.

At the top you can see Enrolled children, Present, Absent and Checked out counts. The date button lets you look at earlier days (not future days). On a day the branch is closed, the screen says "Today is a day off" and attendance cannot be taken.

Attendance settings (Owner) Tap the settings icon on the Attendance screen. Under Who takes attendance:

• Teachers and Supervisors: switch each on or off, and choose Take attendance of their students only or Take attendance of all students.
• Directors: switch on or off.
• Owners can always take attendance.
• Allow Check-out: switch off to stop check-outs.

Use Reset settings to return to the defaults.

What these choices affect

• Who can take attendance follows these settings. Switching Allow Check-out off stops everyone, including the Owner, from checking children out.
• Parents are notified when their child is checked in and when their child is checked out. A parent can turn these notifications off in their own settings.
• A child whose guardian has not given (or has withdrawn) consent cannot be checked in. The row shows Consent withdrawn or the pending-consent mark.

Daily care reports

Open the classroom, go to the Daily reports tab, and find the child in the list. Tap + to add a report. A tick means the child already has a report today.

The Add care report form asks about the child's day. The questions depend on the classroom's age group (see chapter 3):

Tap Save, or Save & go to next child to go straight to the next child who still has no report.

Who and when

• Owners and Directors can write reports in any classroom. Teachers and Supervisors only in their own classrooms.
• You can write a report for today and, depending on the branch's setting, for up to 1, 2 or 7 days back. Whether someone can edit a report afterwards also depends on a setting.

Settings (Owner and Director) Go to More > Classrooms, tap the settings icon, and open the Daily reports tab of Classrooms settings.

• Daily care reporting: switch Today's mood, Daily essentials, Meals and Teacher's note on or off.
• The creation of reports should be: Available for 1 day, Available for 2 days or Available for a week.
• Who can edit the reports: Reporter only (the person who wrote it, plus Directors and Owners), Assignees (anyone assigned to the classroom, plus Directors and Owners) or Owners & directors.

What these choices affect

• Items you switch off are no longer asked in the report form. If you switch all four off, reports cannot be created.
• The creation window decides how many days back a report can still be written, for every role.
• Parents are notified when a daily report is released, and they see it on their Timeline.

Academics and activities

These two reports are for the whole classroom, once a day, not for each child. In the classroom's Daily reports tab, use the Academics card and the Activities card.

Academics report: tap Add report on the Academics card. The form has seven subject cards: English, Math, Arabic, Science, Religion, French and German. In each one you can write:

• Learning: "What did the children learn today?"
• Homework: "What is the homework assignment today?"

Each text can be up to 500 characters. Fill in at least one field in at least one subject. The Add report button is inactive on a day when nobody is checked in.

Activities report: tap Add report on the Activities card. Under Mark activities of today, select at least one of Manners, Storytelling, Music & Songs, Arts & crafts, Painting, Training, Kids area and Cooking. You can add Notes (optional).

What these choices affect

• Parents see both on their Timeline (Academics today, Activities today) and in More > Academics & Activities. If any subject has homework, a Got homework tag appears.
• Parents are notified when homework is given.
• In the Daily reports tab of Classrooms settings, you can switch individual subjects and activities off. Those you switch off are no longer offered in the report.

Assessments

Assessments are a monthly developmental review for each child. Open the classroom and go to the Assessment tab. You see a roster for the current month. Tap + to add an assessment for a child. A Draft row means one is started but not published. Use the month button to look at other months (view only).

In Add assessment:

1. Grade each skill on a 4-step scale. The skills are grouped in five categories: Learning & Thinking skills, Communication & linguistic skills, Social, emotional & personal skills, Physical skills & Self-Care and Creative & Expressive skills.
2. Add a Teacher's note if you want to (optional, and only shown if the setting allows it).
3. Tap Save as draft to keep working later, or Save & Publish to share it with the parents.

If the child already has an earlier assessment, the form starts filled in with the latest grades, so you only change what has moved. A draft can be edited. A published assessment cannot be edited. Owners and Directors can delete an assessment.

Settings (Owner and Director) In Classrooms settings, open the Assessments tab:

• Under each category, tick or untick subcategories. Unticked ones are no longer asked.
• Type of grading: Mastery-oriented (Emerging, Developing, Consistent, Mastered), Observation-oriented (Rarely, Sometimes, Often, Consistently) or Milestone-oriented (Not Yet, Starting, Developing, Achieved).
• Allow teacher's note and Allow comments: switch each on or off.

What these choices affect

• The classroom's age group decides how each skill is worded and which skills are assessed (see chapter 3).
• The type of grading only changes the words you see. It does not change how the grades are stored or calculated.
• Parents only see published assessments, never drafts. They are notified when you publish, and they can read the report in More > Assessment Reports. When comments are allowed, staff and parents can write to each other under the report.
• Like attendance and daily reports, assessments cannot be created for a child whose guardian has not given consent.

The schedule

Each classroom has a weekly schedule. Open the classroom's Schedule tab. There is one card for each day the branch is open.

1. Tap + Add activity on a day.
2. Fill in Activity name (1 to 100 characters), Start Time, End Time (it must be later than the start) and, if you want, the Assigned teacher.
3. Tap Add.

To edit an activity, tap its pencil. In the edit window you can change the activity or delete it. Instead of typing everything again you can tap Copy another day schedule (copy a day of the same classroom) or Copy another schedule (copy the whole week from another classroom). Owners and Directors can use Delete schedule to clear it.

Bloom warns you, without blocking you, if a classroom is booked twice at the same time, or if one teacher is assigned to two overlapping activities in different classrooms.

Settings (Owner and Director) In Classrooms settings, open the Schedule tab:

• Parents can view schedule: when you switch it off, parents no longer see the schedule.
• Show schedule conflicts: switch it off to hide the conflict warnings.

Photos

Classroom photos are shared with the parents of the children in that classroom.

1. Open the classroom, go to the Daily reports tab and find the Photos card.
2. Tap Upload (or the pencil if there are photos already), choose photos from your phone, and tap Save. Bloom reduces the size of each photo before uploading.
3. To remove a photo, tap the pencil to reopen the sheet and tap Remove photo next to it, then save.

To see every classroom's photos, open More > Photo gallery. You can filter by Duration and by Classroom.

What these choices affect

• Parents see their child's classroom photos in Moments on their Timeline and in the Gallery tab, and they can like them.
• Photos count toward your nursery's storage allowance. The Owner can see the usage and delete old photos in Settings > Storage management.

6. Communication

Announcements (Owner and Director)

Announcements are news you publish to the parents of your nursery or of one classroom. Owners and Directors find them in More > Announcements. The list shows the newest first, and a NEW tag marks one that is recent and has not been opened yet.

Add an announcement Tap Add announcement and fill in the form.

Tap Publish.

What these choices affect

• Parents are notified as soon as you publish (the notification shows the title only). Audience decides who: all parents in the branch, or only the parents of children in the classroom you chose.
• When Allow comments is on, parents and staff can write comments. When it is off, nobody can add comments.

Change or delete an announcement Open it and tap the pencil. You can change the title, message and photo, switch comments on or off, and delete it (Bloom asks you to confirm). The audience stays as it was.

Comments

When comments are on, a Comments section appears under the announcement, and under a published assessment report.

• Type your comment under Add comment: (1 to 500 characters) and tap Send.
• Anyone who can see the announcement or the report can read the comments.
• Comments cannot be edited or deleted, by anyone, once posted.
• The person who published the announcement and everyone who commented earlier are notified of a new comment.

Messages

The Messages tab (if your plan includes messaging) is for one-to-one chats. There are no group chats.

Start a chat

1. Open Messages and tap New chat.
2. Under Select person, choose who to write to and tap Start a chat.
3. Type your message under Type a message... and tap the send button.

Who you can start a chat with depends on your role:

Staff who have been suspended or offboarded, and parents whose children have all withdrawn or graduated, are no longer offered when you start a new chat. A chat that already exists stays open.

Send photos Tap the paperclip button and choose up to 5 photos for one message. A photo can be sent with or without text. Each photo must be 1 MB or smaller after Bloom reduces it, and larger ones are not added. Tap a photo in a chat to see it full screen, and Save photo to keep a copy on your phone.

What these choices affect

• Photos are deleted automatically 30 days after they are sent. The text of the message stays. A deleted photo shows Photo deleted.
• You get a notification for a new message unless you already have that chat open.

Notifications

Bloom tells you about things that need your attention, for example comments on your announcements, new staff or children, and classroom assignments.

• Read them: open Settings and tap the bell at the top. Tap a notification to go straight to the screen it is about, for example a new staff member's profile. Tap Mark all as read (then Confirm) to clear them.
• Choose which ones reach your phone: go to Settings > Notification settings. Each switch saves at once.

What these choices affect

• Switching a category off stops the phone alert only. The notification still appears in the bell list, so you can catch up.
• A few notices cannot be switched off, because they are legal or financial: account deletion notices, and invoices (a nursery's invoices to parents, and Bloom's invoices to the nursery).
• If your phone's own settings block notifications for Bloom, Notification settings says so and offers Open settings. You will get no alerts until you allow them there.

7. Finance

Finance is where the nursery tracks what parents owe and what the nursery spends. It is for Owners, Directors and Accountants (an Accountant works only here). Open the Finance tab. If your plan does not include it, the screen says "Finance isn't included in your current plan."

Bloom does not collect money. Parents pay the nursery in the way the nursery has agreed with them, for example in cash or by bank transfer. Bloom keeps the records, shows parents what is due, and you mark an invoice as paid when the payment arrives.

The Finance screen has tiles for Plans, Subscriptions, Invoices, Expenses and Discounts (only if you have switched discounts on), the Finance settings icon (Owner and Director), and the Analytics & insights banner. It also shows Overdue amount and Revenue this month (collected against expected).

How the pieces fit together

1. A plan is what you sell (for example "Monthly fees" at a price).
2. A subscription signs one child up to a plan from a start date.
3. Bloom creates the invoices for each billing period by itself.
4. You issue each invoice, parents see it under Fees, and you mark it as paid.

Start with the settings, then create your plans.

Finance settings (Owner and Director)

Tap the settings icon at the top of Finance. The settings apply to the branch.

What these choices affect

• Enable discounts shows the Discounts tile and the discount option on subscriptions. It is off until you switch it on.
• Invoice creation date decides when each period's invoice is created, compared with the subscription's start day.
• Issue invoices: with Automatically, invoices are issued without you doing anything. With Manually, they stay as drafts until you issue them.
• Invoice Due date sets each invoice's due date from the day it is issued.
• The editing, voiding and writing-off switches decide whether those buttons appear on an invoice at all.

Plans

Open Finance > Plans. The list shows each plan's fee, billing frequency and how many subscribers it has. Filter by Active or Deactivated.

Create a plan: tap the add button.

Tap Create.

What these choices affect

• Changing the fee later never changes bills already created. Families already subscribed keep their old price until their next renewal. The plan's Fees history lists every price it has had.
• Billing frequency decides whether the plan creates an invoice every month or only once. After the first subscriber it can no longer be changed.
• Deactivating a plan stops it from being offered for new subscriptions. You can activate it again.

Discounts (optional)

First switch on Enable discounts in the finance settings. Then open Finance > Discounts and tap Create new discount.

What these choices affect

• Duration decides how many of a family's invoices receive the discount: just the first, a set number, or all of them.
• Once a discount has been applied to a subscription, it can no longer be edited. You can still deactivate it, which stops it from being offered for new subscriptions.
• Parents see the discount on the invoice in their Fees screen.

Subscriptions

Open Finance > Subscriptions and tap Add a new Subscription. You can also do this from a child's profile, on the Subscriptions card. The list can be filtered by status and by billing frequency.

Tap Add.

What these choices affect

• Adding a subscription creates its first invoice(s) right away. Invoices are created from the Start date. If you do not want invoices for the past, choose a future start date.
• A subscription is Active, On pause, Terminated or Completed.
• Pause subscription stops new invoices until you resume it. Terminate subscription ends it for good: no more invoices, and it cannot be undone.
• Marking a child as withdrawn or graduated ends their subscriptions automatically (see chapter 4).

Invoices

You do not create invoices by hand. For every billing period of an active subscription, Bloom creates a Draft invoice with the plan's fee and the discount as they are at that moment.

Open Finance > Invoices. Filter by Month, Status, Plan, Due date and Subscriber. An invoice is Draft, Issued, Overdue, Paid, Voided or Written-off. An issued invoice becomes Overdue by itself when it is not paid by its due date.

Open an invoice to act on it:

What these choices affect

• Issue invoice: once issued, an invoice can no longer be edited. Parents are notified, and the invoice appears in their Fees screen.
• Send reminder notifies the child's parents. Bloom asks you to confirm first.
• Mark as paid takes the invoice off the parents' pending fees.
• Void invoice is for an invoice that was wrong. Write-off invoice is for one that cannot be collected any more. Both cannot be undone, and they only appear if you enabled them in the finance settings.
• Raising a plan's price later does not change invoices that already exist.

Expenses

Expenses record what the nursery spends. Open Finance > Expenses. The list can be filtered by Category and Month, and shows Total Spent for what you filtered. Tap Add new expense.

Tap Create. Open an expense to edit or delete it.

What these choices affect

• Expenses feed Analytics & insights: they are subtracted from your revenue to show your income, and the category and supplier you choose decide how your spending is grouped there.

Analytics & insights

Tap the Analytics & insights banner on Finance. It only shows figures from your invoices, expenses and subscriptions. Nothing you do here changes any data.

• Income: your income or loss for a period (This month, Last month, This quarter, Last quarter, This year, Last year), compared with the month before, with an Income statement (Revenues collected, Expenses, Income or Loss, and Margin).
• Revenue: Collected against Expected, and Revenue per plan.
• Expenses: where the money went, by category and by supplier.
• Subscriptions: an overview of your subscribers.

8. Your account and settings

Open Settings by tapping your photo at the top of Home (or of Finance if you are an Accountant). What you see depends on your role:

Account details

Account details shows your Full name, Mobile number, Email address and Role. To change your photo, tap Edit photo (the small pencil on your picture). Only your photo can be changed here. The other details cannot be edited from your own account.

Delete your account

Anyone on the team can delete their own account.

1. Go to Settings > Account details and tap Delete account.
2. Read the explanation and tap the confirm button (Start 30-day deletion).
3. Your account is scheduled for deletion in 30 days. During those 30 days you cannot use Bloom. When you open the app you see a screen about your scheduled deletion. If you change your mind, tap Cancel deletion and your account comes back right away.
4. After 30 days your personal details are removed permanently. The records you made stay in the nursery's records, but without your name.

What this affects

• Your nursery's Owners and Directors are told when you start the deletion and when you cancel it.
• An Owner can only delete their account while the nursery has another active Owner. If you are the only Owner, Bloom tells you "You can't delete your account yet" and offers Go to staff management so you can add another Owner first.
• A Teacher or Supervisor can delete their account even if they are assigned to a classroom.

Bloom subscription (Owner)

Settings > Bloom subscription is where you manage your nursery's own subscription to Bloom. This is Bloom's plan for your nursery, separate from the plans your nursery sells to parents (chapter 7).

• Your current subscription shows your plan, the number of Active branches and the Next payment. During the free trial it shows Free Trial Active and the date it ends.
• Total pending fees shows what you owe Bloom and the date it is Due by. Bloom invoices are paid outside the app.
• Change plan: tap Change plan, choose the new plan under Select new plan: and tap Confirm.
• Cancel subscription: read what happens and confirm. If you have already paid the current billing cycle, the subscription stays fully active until the cycle ends, and you can tap Undo cancellation until then.
• Re-subscribe: after a cancellation you can tap Re-subscribe and choose a plan.

What these choices affect

• Your plan decides which features your nursery has (see chapter 1).
• If a Bloom invoice goes unpaid, your nursery account can be suspended, which locks the app for the whole team and the parents until it is paid. Bloom reminds you before this happens.
• Cancelling takes away access for all staff and all parents straight away (or at the end of the paid cycle). As the Owner you keep read-only access for a limited time, and the screen shows Days of read-only access remaining. You can re-subscribe during that time.
• Charging for plan changes and cancellations follows the Terms of Service.

Storage management (Owner)

Settings > Storage management shows your Storage Consumption: the amount Used, Remaining and your Total storage. A Running low badge appears when you are close to the limit. If your plan has no limit, it says so.

1. Tap Manage storage.
2. Choose Delete classroom photos older than ... months. Bloom shows how many MB this will free up.
3. Tap Delete and confirm.

What this affects

• Classroom photos older than the period you choose are permanently deleted and cannot be recovered. Parents will no longer see those photos either.
• Deleting frees up space, so you can keep uploading photos when you are near your plan's limit.

Audit logs (Owner and Director)

Settings > Audit logs is a record of who did what, and when, in the app. It lists actions such as updating a child, a classroom, an invoice or a staff member. It shows the current branch only. Nobody can edit or delete an entry.

• Filter the list by Date range, User, Action and Category.
• Tap an entry to see its details: the user and their role at that moment, what changed, and when.

Audit log settings (Owner only): tap the settings icon on the Audit logs screen. Under Retention periods you choose how long each kind of log is kept: Children logs, Operation logs, Financial logs and Nursery logs. Each can be anything from 1 day to 2 years. Reset settings puts all four back to the default of 1 week.

What this affects

• After the retention period you choose, older entries are deleted automatically and can no longer be seen. Keep a longer period for anything you may need to look back at.

The policies and logging out

• In Settings, the Bloom section lists the policies that apply to your role. Tap one to read it again at any time.
• Logout signs you out of this phone.
• Version at the bottom shows the app version, which is useful when you contact support.

9. Help

Signing in

I cannot log in. Check that you typed the same email or phone number your nursery has for you. Tap Resend code and check your spam folder. A code works for a limited time. If Bloom says No account found with these details, the email or phone is not the one registered. Ask your Owner or Director to check it. (The Create one link is only for an Owner creating a new nursery.)

My invitation code does not work. It may have expired, or the mobile number you typed is not the one the nursery entered. Ask the Owner or Director to send the code again (they open your profile in Staff management and use Resend code).

I see "Your account access has been restricted." An Owner or Director has suspended your access, or your service at the nursery has ended. Contact your nursery's Owner or Director.

I see "This branch has been deactivated." Your branch has been switched off by the Owner. Contact the nursery's Owner.

I see "Your account deletion is scheduled." You asked to delete your account. You cannot use Bloom until the 30 days end, but you can tap Cancel deletion to get your account back (chapter 8).

Bloom asks me to accept a policy. Read it, tick I have read and agree, and tap Confirm. If a policy was updated, What's changed lists the changes. You need to accept before you can continue.

Your nursery's subscription

I see "Your nursery's subscription needs attention" or "Nursery Account Is Inactive." The nursery's Bloom subscription is unpaid or has been cancelled, so the app is locked. Staff and parents should contact their nursery's administration. The Owner should contact Bloom support at the address below.

A bar at the bottom says "Read-only mode." The nursery's Bloom billing is not up to date, and some actions are unavailable until it is resolved. The Owner can review what is due in Settings > Bloom subscription.

Limits that come from your plan

I cannot add staff or a classroom. Your plan has a limit and you have reached it. The Owner can upgrade the plan in Settings > Bloom subscription. For staff, you can also suspend or offboard another staff member to free a place.

A tab or screen is missing (for example Finance or Messages). Your nursery's plan does not include it, or your role does not use it (chapter 1).

"Your nursery has reached its plan's storage limit." Photos cannot be added until space is freed. The Owner can delete old photos in Settings > Storage management or upgrade the plan.

Children and daily work

A child's name shows as initials and I cannot check them in or write reports. The child's guardian has not given consent in the app, or has withdrawn it. The Records list shows Pending consent. Ask the guardian to give consent from the app. Owners and Directors can also review the Children records settings (chapter 4).

I cannot take attendance. The branch is closed today (see Operating days), you are not allowed to take attendance (the Owner sets this in Attendance settings), or the child is not enrolled or not yet in a classroom.

I cannot write or edit a daily report. The report may be older than the branch's creation window, you may not be allowed to edit reports written by others (the Who can edit the reports setting), you may not be assigned to that classroom, or the report items have all been switched off.

I cannot check a child out. The child needs at least one authorized pickup person, and Allow Check-out must be on.

A parent says they cannot see something. Photos and reports show only for their own child's classroom. The schedule can be hidden by the Parents can view schedule setting. Make sure the child is linked to the parent's account and that Allow access to Bloom is on in the parent's profile.

A parent did not get their invitation. Check that you typed their own mobile number correctly, then open the child's profile, tap the parent, and send the code again.

"No one available to message yet." Nobody is available for your role to start a chat with. For example, an Accountant can only message staff, and parents of withdrawn or graduated children are not offered.

Contact us

Write to support@bloommena.com or visit bloommena.com/en/support. Please tell us:

• your nursery's name and your role,
• what you were trying to do, and what you saw,
• a screenshot, if you can.

Never send passwords or sign-in codes by email or chat. For questions about your data, write to privacy@bloommena.com, and read the app privacy policy at bloommena.com/en/app-privacy.