Please get in touch with the support team (support@1placeonline.com) or your dedicated Client Services Manager at 1Place to enable this function.
Completing each child's incident forms and checklists can be a pain, especially if you have to write down the personal details, one by one.
With 1Place People Manager, you can load children or even staff members detail, and auto-populate their inputted information in your desired incident forms or checklists.
In People Manager, input fields are customizable depending on what information is required for children and staff. This includes gender, age, an email address for their emergency contacts or caregivers, enrolment date, date of birth and so on.
An email address that is linked to a child or staff member’s data can be auto-populated, and you can send a copy of the incident form to them with one click if required.
Find out how to add people to your 1Place system:
If you use a Childcare Management System (CMS), we may have a partnership with them already for a data integration, which removes the admin burden of loading children or staff members details. To find out if your CMS providers are part of our integration list, check out this article:
How to search for people and look up information in the app
On the mobile app/PWA, go to the menu, click/tap on "People", then filter by Sites (Rooms) and/or Person Type to narrow down your search:
You can search by the name of the person you're searching for as well:
If you click on the person's name, you can look up their details, such as their addresses, email, emergency contacts, allergy information etc. Some of the fields are customizable to your needs.:
How to link the person to the incident form
When you are completing the incident form, simply select the person/people from the drop-down list under "People", then Name of Affected person will be auto-filled. Fill out the rest of the form as usual:
This way, you no longer have to type their names up manually. Spelling of names is kept consistent, making it a lot easier to refer back to the person's incident in future:
You can also send a copy of the incident form to the person's email or their emergency contact. In the example below, the emergency contact’s email has been filled in automatically:
Keeping People data private
The safety of the children and staff in your care includes keeping their information safe. As a privacy measure, People data is not stored on your device. It’s only available while you’re working online, so personal details stay securely in 1Place rather than on individual devices.
When you’re online, the People field works as usual: search, select and auto-fill exactly as described above.
People Data when Offline
When your device loses its connection, a Working offline banner appears and the status dot turns grey.
When your connection comes back, a banner confirms you’re back online, shows how long you were offline and gives you a Reload option. If you have drafts that haven’t been submitted, the banner will remind you to submit them.
If Offline People Sync is off (default)
The People field can’t load People data while your device is offline. If you try to fill it in, a “You are offline, we can’t load any results” banner will appear.
Once your device reconnects, the People field works as normal.
Records that can’t be submitted while you’re offline are saved to Drafts.
If Offline People Sync is on
For services where educators often work without a connection, 1Place offers Offline People Sync.
It’s optional and is enabled by 1Place for your service. Individual educators don’t need to change any settings.
When it’s on, you can select people in the People field while offline.
Only first and last names are synced to the device. Custom fields are never included, and all other People details stay securely in 1Place.
When you’re back online, the latest People details are available again. If you’re still in the record, tap Reload. If you reopen it from Drafts, they load automatically.
For Super Users/Key Implementers: To enable Offline People Sync for your service, contact your CSM. Because names will be stored on your team’s devices, we’ll need written confirmation that you’re authorized to approve this.