Technical Documentation Package#

This package explains the staged technical migration from the current FileMaker system to the new childcare operations platform.

The representative tables below are legacy FileMaker tables or table groups. They should guide migration, validation, and domain modeling, but the new platform should not copy the legacy schema one-to-one.

Package Index#

Document Purpose
Entity Relationship Overview Full legacy ER overview copied into this package
Per-Domain ER Index Focused ER diagrams by domain
Release 1 User Stories Classroom, parent, kitchen, and supervisor stories
Release 2 User Stories Daily administration, medical, operational workforce, communication, and compliance stories
Release 3 User Stories Enrollment, finance, new-hire, and HR story index
Release 4 User Stories Administration and reference-data story index

Reading Order#

  1. Start with Release Summary.
  2. Review the release section that matches the stakeholder question.
  3. Use the linked user stories where included for workflow behavior.
  4. Use the linked ER docs to inspect legacy tables and relationships behind each module.

Ownership Modes#

Mode Meaning
Read-only import Data is pulled from FileMaker and displayed or used in the new platform, but users do not edit it in the new platform for that release.
Read-write native The new platform owns creation, updates, workflow state, audit, and reporting for that module from that release forward.
Deferred / legacy-owned The workflow stays in FileMaker until a later release moves it into the new platform.
Rebuild natively The legacy table or helper structure should not be mirrored directly; the new platform should provide a cleaner service, domain model, or read model.

Production Data Movement Model#

Area Production approach
FileMaker integration Use scheduled API imports for source data that remains legacy-owned. Store sync state, source timestamps, validation results, and reconciliation status.
Target data model Build simplified domain tables and service-owned write models. Use legacy table names as mapping evidence, not as final database design.
Module cutover Move one business capability at a time. Until a module is released as Read-write native, keep FileMaker as the operational owner for that module.
Audit and compliance Actor, timestamp, device/session context, approval state, and signature evidence must be first-class in the new platform.
Attachments and media Move FileMaker container-style records into explicit media/attachment storage with metadata, ownership, access control, and retention rules.
Reporting Build reporting read models from native operational records and imported reference data. Avoid depending on FileMaker helper tables as canonical data.

Technical Architecture#

The target platform is a TypeScript-based system with channel-specific applications, a typed API edge, and service-owned data boundaries. The architecture follows a dedicated deployment model: each customer runs in an isolated runtime environment with its own managed database, cache, storage, secrets, and messaging configuration.

Runtime And Language Stack#

Layer Technology Production use
Staff/admin web TypeScript, Next.js, React, TanStack Query, React Hook Form, Ant Design Staff, classroom, supervisor, HQ, kitchen, administration, HR, finance, and reporting workflows.
Parent mobile TypeScript, React Native, React Navigation, TanStack Query, React Hook Form, Zustand, native iOS/Android modules Parent and guardian access to child daily reports, messages, approvals, notifications, and profile-change submissions.
API gateway / BFF Node.js, Fastify, tRPC, Zod Single client-facing API edge for web and mobile, typed contracts, request validation, session context, role checks, and response aggregation.
Internal services Node.js, Fastify, HTTP/JSON, NATS events Service-owned business modules with synchronous service APIs and asynchronous event handoff for notifications, reporting, and audit.
Database access Prisma Typed database access, migrations, and schema ownership by service or logical service schema.
Background jobs BullMQ Scheduled imports, notification retries, report generation, workflow reminders, and operational queue processing.
Testing Vitest, Playwright, Detox, native iOS/Android build pipelines Unit/integration tests, staff web E2E tests, and parent mobile build/test workflows.

Managed Data Stores And Third-Party Services#

Component Recommended service Production use
Primary operational database Azure Database for PostgreSQL System of record for operational, administrative, audit, reporting, and service-owned transactional data. Use one managed database per customer deployment, with separate logical databases or schemas per service.
Cache and short-lived state Azure Cache for Redis Session adjuncts, caching, short-lived workflow state, API rate limiting, and job queue support.
Domain event transport NATS Cross-service events for notifications, reporting projections, audit trails, workflow handoffs, and eventual consistency.
Object and attachment storage Azure Blob Storage or S3-compatible object storage FileMaker container migration target for photos, signed documents, attachments, exports, and report files.
Authentication provider Auth0 Staff, parent, service-principal, and channel-client authentication; application roles still remain enforced in the platform.
Email delivery SendGrid or Azure Communication Services Parent/staff emails, medication notices, incident/illness notices, approval reminders, and operational messages.
SMS delivery Twilio SMS notifications and text-message workflows where required.
Push notifications Firebase Cloud Messaging (FCM) Parent mobile push notifications and device-token delivery, with the mobile apps registered directly against Firebase for push delivery.
Billing integration Stripe Billing Optional online payment collection if finance workflows require card or hosted payment processing.
Repair and maintenance integration Stakeholder-maintained external repair / maintenance system System of record for repair orders, maintenance work orders, assignment, completion, and vendor or maintenance-team follow-up. The childcare platform should store links, external IDs, status snapshots, and compliance references only.
Secrets Azure Key Vault Deployment-scoped secrets, API keys, certificates, and environment configuration.
CDN and edge routing Azure Front Door Public routing, TLS termination, CDN behavior, and controlled exposure of web/API endpoints.
Observability OpenTelemetry, Sentry, Grafana, Loki Traces, errors, metrics, logs, dashboards, and production incident review.

Deployment Model#

Area Recommendation
Compute Azure Kubernetes Service (AKS)
Environments dev, staging, and production
Customer isolation One customer deployment gets its own AKS runtime, managed PostgreSQL database, cache, storage, secrets, and messaging configuration.
Infrastructure automation Terraform
CI/CD GitHub Actions
Tenancy model No shared tenant-management control plane in the first product version; repeatability comes from deployment automation.

Security, Privacy, And Sensitive Data#

Security is built around deployment isolation, named actors, explicit role and relationship checks, encryption, and auditable access to sensitive childcare, health, family, staff, and finance data.

Area Control model
Authentication The platform will use Auth0 as the primary identity provider for staff, parent, service-principal, and channel-client authentication. Staff/admin and parent mobile sessions will use short-lived tokens with refresh-token rotation. Platform admin, HQ admin, HR, payroll, finance, and health lead accounts will use MFA.
Shared classroom devices Classroom tablets use room-bound device sessions, not shared human accounts. Sensitive actions still require a named staff actor through PIN or equivalent step-up confirmation.
Authorization Enforce role-based and relationship-based access in the API gateway and service layer. Parent access is limited to authorized children and household relationships. Staff access is scoped by role, campus, classroom, workflow, and assigned responsibility.
Service principals FileMaker integration jobs, notification providers, external repair-system integration, and internal automation use service-principal identities with least-privilege scopes and separate audit trails.
In transit encryption Staff web, parent mobile, API gateway traffic, provider webhooks, and external integrations will use HTTPS/TLS. Internal service calls will stay on private cluster networking, with encrypted transport where traffic leaves the cluster boundary.
At rest encryption Use managed encryption at rest for Azure Database for PostgreSQL, Azure Blob Storage, Azure Cache for Redis, backups, and provider-managed stores. Deployment-specific secrets and encryption keys are stored in Azure Key Vault.
Attachments and media Photos, signed documents, health attachments, and exports will be stored in object storage with private containers, signed access URLs, metadata ownership, retention rules, and audit events. Raw container files will not be exposed publicly.
Audit trail Record actor, role, source channel, device/session context, timestamp, source record, changed fields, and reason where applicable for health, allergy, incident, medication, authorization, finance, staff, and administrative changes.
Logging and observability Application logs, Sentry, traces, and analytics will redact child health details, credentials, tokens, SIN values, payment details, and other sensitive identifiers. Record IDs and correlation IDs will be used instead of sensitive payloads.
Backups and retention Backups will be encrypted, access-controlled, and deployment-scoped. Retention will be defined by data class, with stricter retention and disposal rules for staff identity, health, finance, and signed authorization evidence.

SIN Handling#

The platform will avoid storing Social Insurance Numbers unless a Release 3 HR/payroll workflow confirms that SIN storage is operationally required. If SIN storage is included, it will be treated as a high-risk staff identifier with controls beyond normal database encryption.

Control area Planned platform behavior
Data minimization SIN will be stored only for staff records when HR/payroll processing requires it. SIN will not be copied into reporting read models, event payloads, notification payloads, logs, broad exports, or support tooling.
Storage model SIN will be stored in a separate restricted sensitive-data table or encrypted field group rather than the general staff profile row. PostgreSQL will store ciphertext only.
Field-level encryption SIN will be encrypted at the application layer using envelope encryption, such as AES-256-GCM data keys protected by Azure Key Vault keys. Key rotation will be handled through a controlled migration process.
Search and duplicate checks Exact-match lookup or duplicate detection will use a keyed one-way digest, such as HMAC-SHA-256. Plaintext SIN search will not be supported.
Display SIN will be masked by default, for example ***-***-123. Full-value reveal will require an authorized HR/payroll role, step-up confirmation, and a recorded business reason.
Access control Full SIN access will be limited to narrowly defined HR/payroll roles. Platform admins will not receive routine full-SIN access; break-glass support access will require explicit approval and audit.
Audit Every SIN create, update, reveal, export, deletion, and failed access attempt will be audited. Audit events will identify the actor and reason without storing the SIN itself.
Integrations SIN will be sent only to approved payroll or HR systems over encrypted transport. Provider credentials will live in Azure Key Vault, and outbound payload logging will be disabled or redacted.
Retention and deletion SIN data will have a specific retention policy. When SIN is no longer required, the platform will remove or cryptographically erase it while preserving non-sensitive employment and audit history.

Service Schematic#

flowchart LR Staff["Staff/Admin Web<br/>Next.js"] Parent["Parent Mobile App<br/>React Native"] Gateway["API Gateway / BFF<br/>Fastify + tRPC + Zod"] Identity["Identity Service"] Core["Childcare Core Service"] Workforce["Workforce & Scheduling Service"] Billing["Billing & Family Accounts Service"] Comms["Communications & Notifications Service"] Reporting["Reporting & Audit Service"] Facilities["Facilities & Kitchen Service"] Enrollment["Enrollment & CRM Service<br/>(later standalone extraction)"] Postgres[("Azure PostgreSQL<br/>service-owned schemas")] Redis[("Azure Cache for Redis")] Events[("NATS Events")] Blob[("Azure Blob Storage")] Auth0["Auth0"] Email["SendGrid or Azure Communication Services"] SMS["Twilio"] Push["Firebase Cloud Messaging"] Stripe["Stripe Billing"] MaintenanceSystem["External Repair & Maintenance System"] Staff -->|tRPC| Gateway Parent -->|tRPC| Gateway Gateway --> Identity Gateway --> Core Gateway --> Workforce Gateway --> Billing Gateway --> Comms Gateway --> Reporting Gateway --> Facilities Gateway --> Enrollment Identity --> Postgres Core --> Postgres Workforce --> Postgres Billing --> Postgres Comms --> Postgres Reporting --> Postgres Facilities --> Postgres Enrollment --> Postgres Gateway --> Redis Identity -. domain events .-> Events Core -. domain events .-> Events Workforce -. domain events .-> Events Billing -. domain events .-> Events Comms -. domain events .-> Events Facilities -. domain events .-> Events Enrollment -. domain events .-> Events Events -. projections .-> Reporting Core --> Blob Comms --> Blob Facilities --> Blob Reporting --> Blob Identity --> Auth0 Comms --> Email Comms --> SMS Comms --> Push Billing --> Stripe Facilities --> MaintenanceSystem

Service Ownership#

Service Primary ownership
API Gateway / BFF Client authentication, session context, room-device context, role resolution, typed tRPC routers, and channel-ready API responses.
Identity Service Users, roles, parent/staff access, room device sessions, service principals, feature flags, and device tokens.
Childcare Core Service Child profile context, family links, placements, authorizations index, classroom context, and child timeline.
Workforce & Scheduling Service Staff records, assignments, schedules, timecards, leave, qualifications, reviews, and operational workforce planning.
Billing & Family Accounts Service Family accounts, invoices, payments, subsidies, receivables, adjustments, and billing support workflows.
Communications & Notifications Service Classroom inboxes, center inboxes, parent/staff messaging, notification fan-out, push/email/SMS delivery, and delivery audit.
Reporting & Audit Service Reporting read models, KPI dashboards, operational exports, audit trails, and compliance projections.
Facilities & Kitchen Service Kitchen logs, meal operations, water flushing, temperature logging, fire drills, health-and-safety checklists, and links to the external repair and maintenance system. It does not own repair-order or maintenance work-order lifecycle.
Enrollment & CRM Service Leads, tours, waitlist, registration, intake pipeline, admissions follow-up, and public intake integrations. This is a later standalone extraction target.

Release Summary#

Release High-level outcome Ownership change User stories ER references
Release 1 Launch classroom, parent, kitchen, and supervisor operations with nightly FileMaker reference imports. New platform writes daily operational records; FileMaker remains read-only for setup, profiles, plans, and reference data. Release 1 stories Operations, Health, Organization, Family, Facilities
Release 2 Add daily administration, allergy/food plan and medical plan workflows, operational workforce scheduling, staff self-service access, communication, notifications, reporting, and compliance. Allergy/food plan, medical, communication, compliance, operational workforce, and staff self-service modules become native read-write workflows. Release 2 stories Staff, Health, Communications, Shared Evidence, Facilities
Release 3 Add enrollment, admissions, registration health capture, family accounts, billing, EFT, payments, subsidies, receivables, new-hire, and HR administration workflows. Enrollment, finance, new-hire, registration intake, and HR administration workflows move from legacy-owned processing to native read-write modules. Release 3 stories Enrollment, Finance, Family, Children, Operations, Staff, Platform, Shared Evidence
Release 4 Add self-service administration for organization setup, classrooms, programs, and reference catalogs. Lower-frequency setup and catalog changes move from controlled legacy/support updates to native administration screens. Release 4 stories Organization, Facilities, Health, Platform

Release 1: Classroom, Parent, Kitchen, And Basic Supervisor Operations#

High-Level Work#

Release 1 establishes the new platform foundation and the first live operational workflows:

  • staff, supervisor, kitchen, and parent access
  • shared classroom device sessions with staff PIN confirmation
  • nightly FileMaker import for profiles, setup, plans, and reference data
  • classroom dashboard and room-context workflows
  • child and staff attendance
  • absences, daily care logs, sleep checks, meals, diapering, and photos
  • medication authorization and administration, incident, illness, checklist, alert, and approval workflows
  • kitchen dashboard, checked-in child meal visibility, allergies, recipes, meal changes, water-flushing log completion, and temperature log completion
  • supervisor cross-room visibility and classroom communication
  • parent access to child profile views, daily report, absences, limited profile updates, withdrawal requests, care team, calendar, routine, learning, and photo gallery

Read-Only Imports From FileMaker#

Module Representative legacy tables ER links Production use
Organization, campus, room, and program setup region, orgCode, campus, room, programGroup, roomProgramGroup, roomProgram, roomProgramDailyActivity, roomRoutineItem, calendarEvent Organization Imported as room, campus, routine, calendar, and learning context.
People, relationships, and enrollment context staff, staffRoomAssignment, staffShiftAssignment, child, childSchedule, parent, childParent, childContainer, parentContainer Staff, Children, Family Imported as master profile, placement, relationship, and assignment context.
Child health, support, and food profile childAllergy, childFoodRestriction, childFeedingPractice, childMedicalCondition, childMedicalIMP, childSupportISP, childSpecialNeed, childImmunization, childSymptom Health Imported for safe classroom, kitchen, and parent visibility. Allergy-and-food approvals plus IAP, IMP, and ISP maintenance remain legacy-owned in Release 1.
Kitchen, meal, and food reference data meal, mealSchedule, mealScheduleItem, recipe, recipeProduct, recipeInstruction, product, productAllergen, allergen, foodRestriction, mealResult Facilities, Health Imported for menu, recipe, allergy, restriction, and food logging context.
Authorization and operational reference configuration authorizationTemplate, authorizationLineItemQuestion, authorizationLineItemOption, childSleepCommentOption, childAbsentReason, childMedAuthorizationMedication Health, Operations Imported as templates and value lists used by Release 1 workflows.

Read-Write Native Modules#

Module Representative legacy tables or target write models ER links Production ownership
Identity, access, and audit Replace mobileAppUserAccount, staffPortalUserAccount, and shared classroom accounts with native auth, roles, room-device sessions, service principals, and audit logs. Platform Rebuild natively. Do not mirror legacy account tables directly.
Child attendance and absence childAttendance, childDailyAttendance, childAbsentDay Operations New platform owns check-in, check-out, daily rollups, absence creation, and closeout state.
Staff attendance for room operations staffAttendance, staffDailyAttendance Staff, Operations New platform owns room presence for ratio, supervision, and daily operational visibility.
Daily classroom care logs childSleep, childDailySleep, roomSleepCheck, childSleepCheck, childDiaper, childDailyDiaper, childEating, childDailyEating, childMealItem, childImageContainer Operations New platform owns classroom care records and parent-visible daily report data.
Medication, illness, and incident operations childMedAuthorization, childMedAuthorizationContainer, childMedDosageTime, childMedAdministration, childIllness, childIncident, related symptom/action/notification/container records Health, Operations New platform owns medication authorization entry, due-medication queues, medication administration entry, incident, illness, completion, locking, attachment, and notification trails. Release 2 adds exception review and audit dashboards over these records.
Communication, approvals, alerts, and checklists communication, communicationContainer, roomCommunicationLog, childAuthorization, authorizationLineItemAnswer, childPendingReportApproval, roomShiftResponsibility, roomShiftResponsibilityTask, alert, dashboardItem Communications, Health, Operations New platform owns compliance communication, approval queues, room checklist completion, alerts, and dashboard work items.
Parent-submitted updates and review workflow childDataChange, childDataChangeEvent, childUpdateQueue, childUpdateValidationResult, childDataState, childAllergyAndFoodDataState Children, Family, Health New platform owns submitted changes and approval state while protected profile fields still reconcile against imported source data.
Kitchen water-flushing and temperature log completion waterFlushingLog, waterFlushingLogItem, waterFlushingInstruction, kitchenLog, foodTemperatureItem, kitchenApplianceTemperatureItem, kitchenApplianceKitchenLog, water fixture/instruction records Facilities, Operations New platform owns kitchen log creation, fixture/item completion, timer evidence, appliance and food-temperature evidence, completing staff, and log date. Release 2 adds compliance dashboards and exception follow-up.

Deferred Or Legacy-Owned In Release 1#

Module Representative tables Later release
Operational workforce scheduling, staff attendance review, and timecard preparation staff, staffRoomAssignment, staffShiftAssignment, staffAttendance, staffDailyAttendance, timecardDay Release 2
New hires, HR staff administration, qualifications, leave administration, and reviews newHire, newHireContainer, staff, staffQualification, staffQualificationInventory, staffTimeOffRequest, staffTimeOffRequestItem, staffTimeOffBank, review, reviewType, reviewAnswer Release 3
Allergy and food-plan approvals plus full child-plan lifecycle childAllergy, childFoodRestriction, childFeedingPractice, childAllergyIAP, childMedicalIMP, childSupportISP, plan approval and signature artifacts Release 2
Full parent messaging and notifications mobileMessage, textMessage, notification delivery records Release 2
Admissions, waitlist, tours, and registration tour, tourChild, registrationParent, registrationChild, registrationChildSchedule, registrationParentAccount Release 3
Billing, AR, EFT, payments, and subsidies parentAccount, subsidyAccount, subsidyReceivable, eftReceivable Release 3
Campus, classroom, program, and reference-data administration campus, room, programGroup, meal, recipe, allergen, foodRestriction, authorization templates Release 4

Release 2: Daily Administration, Medical, Operational Workforce, Communication, And Compliance#

High-Level Work#

Release 2 expands the new platform beyond classroom operations into the daily administrative workflows that reduce operational dependency on FileMaker:

  • operational workforce scheduling, staff attendance review, timecards, and workforce planning
  • staff app sign-in with Auth0, match-to-staff by imported email state, self-service schedule and timecard views, leave-request submission, and document submission
  • allergy IAP creation, approval, parent-signature, staff-acknowledgment, and allergy-and-food plan approval workflows for enrolled-child changes
  • full medical, IMP, and ISP creation, editing, approval, signature, audit, and renewal workflows
  • expanded parent approvals
  • parent in-app messaging, classroom/campus communication history, and push notifications
  • supervisor, campus leadership, operations, and compliance dashboards
  • building compliance checklist workflows, including water-flushing and temperature exception dashboards over Release 1 kitchen logs
  • links from checklist or compliance items to the external repair and maintenance system where repair follow-up is required
  • migration of medical, communication, compliance, and operational workforce records needed for native operation

Read-Only Or Historical Imports#

Module Representative legacy tables ER links Production use
Operational workforce history staff, staffRoomAssignment, staffShiftAssignment, staffAttendance, staffDailyAttendance, timecardDay Staff Import current and historical context needed for scheduling, attendance review, and timecard cutover.
Staff identity and self-service baseline staff, staffPortalUserAccount, staffPortalUserVerificationCode Staff, Platform Import active staff email and identity state so Auth0 sign-ins can be matched to the correct staff record during first access.
Existing allergy, plan, and medical history childAllergy, childFoodRestriction, childFeedingPractice, childAllergyIAP, childMedicalIMP, childSupportISP, childMedicalCondition, historical childMedAuthorization, historical childMedAdministration Health, Children Seed allergy/food, IAP, plan, and medical history. Release 1 medication authorization and administration records remain the operational source for active medication workflows.
Existing communication history communication, email, emailAttachment, legacy message records if retained Communications Preserve past context for review, parent communication history, and compliance lookup.
Compliance evidence history initialPolicySignature, policySignature, certificateInventory, certificate, health-safety records Shared Evidence, Facilities Preserve evidence needed for staff and facility compliance continuity.

Read-Write Native Modules#

Module Representative legacy tables or target write models ER links Production ownership
Operational workforce scheduling and attendance review staff, staffRoomAssignment, staffShiftAssignment, staffAttendance, staffDailyAttendance, timecardDay, payroll review read models Staff New platform owns staff assignment context, schedule review, attendance review, timecard preparation, and workforce dashboards.
Staff self-service app access and requests imported staff email state, Auth0 identity links, staffShiftAssignment, staffAttendance, timecardDay, staffTimeOffRequest, staff document submission records Staff, Platform, Shared Evidence New platform owns staff sign-in with Auth0, match-by-email access to imported staff state, self-service schedule and timecard views, leave-request submission, and document submission. Release 3 adds HR administration, balances, and review workflows over those records.
Child allergy and food-plan workflow childAllergy, childAllergyDraft, childFoodRestriction, childFeedingPractice, childAllergyIAP, childAllergyIAPDraft, childAllergyAndFoodDataState, childPendingReportApproval, childAllergyIAPStaffApproval Health, Children, Shared Evidence New platform owns enrolled-child allergy updates, strong-allergy IAP lifecycle, parent approval/signature when allergy-and-food content changes, and staff acknowledgment of active allergy plans. Release 1 continues to consume the resulting allergy context in classroom and kitchen workflows.
Medical plan lifecycle and medication compliance follow-up childMedicalIMP, childSupportISP, childMedicalCondition, childSpecialNeed, plan approval/signature records, medication exception dashboard records sourced from Release 1 medication records Health New platform owns IMP/ISP creation, editing, approvals, staff acknowledgments, parent signatures, renewal state, medication exception review, and audit. Release 1 remains the source for medication authorization and administration entry.
Parent messaging and notifications communication, email, target message threads, notification deliveries, notification preferences Communications, Family New platform owns room/campus messaging, parent communication history, push notification state, and delivery audit.
Compliance dashboards and checklists healthSafetyChecklist, healthSafetyChecklistItem, dashboardItem, water-flushing exception items, temperature exception items, policy/certificate evidence records Facilities, Shared Evidence New platform owns checklist completion, water-flushing exception follow-up, temperature exception follow-up, compliance queues, leadership dashboards, and follow-up state.

External Repair And Maintenance Integration#

External workflow Platform responsibility External system responsibility
Repair orders and maintenance work orders Store external repair IDs, links, status snapshots, related campus/room/checklist context, and compliance references. Surface links from checklist exceptions when repair follow-up is required. Own repair request intake, assignment, vendor or maintenance-team workflow, completion, notes, attachments, and operational maintenance history.

Release 3: Enrollment, Finance, New Hires, And HR#

High-Level Work#

Release 3 moves the main back-office business lifecycle and HR administration into the new platform:

  • tour inquiry and admissions pipeline
  • waitlist and registration
  • enrollment and placement flow
  • registration capture of allergy, food restriction, feeding-practice, and related child health-risk data
  • family account workflows
  • billing, EFT, payments, subsidies, adjustments, and receivables
  • operational links between attendance, absence, schedules, billing, and family financial records
  • new-hire intake and onboarding
  • HR staff profile, qualification, leave administration, employment-document administration, and review workflows

After Release 3, the organization should be able to operate day-to-day primarily from the new platform, while lower-frequency configuration remains controlled until Release 4.

Read-Only Or Historical Imports#

Module Representative legacy tables ER links Production use
Existing enrollment and registration history tour, tourChild, tourChildContact, registrationParent, registrationChild, registrationChildParent, registrationChildSchedule, registrationParentAccount Enrollment Import active pipeline and recent history needed for admissions cutover.
Existing family finance balances and receivables parentAccount, subsidyAccount, subsidyReceivable, eftReceivable Finance Import current balances, unresolved receivables, and reconciliation context before finance cutover.
Operational billing context child, parent, childParent, childSchedule, childAttendance, childDailyAttendance, childAbsentDay Children, Family, Operations Use native operational records and imported history to support billing rules and account review.
Existing new-hire and HR history newHire, newHireContainer, staff, staffQualification, staffQualificationInventory, staffTimeOffRequest, staffTimeOffRequestItem, staffTimeOffBank, review, reviewType, reviewAnswer, staffPortalUserAccount, staffPortalUserVerificationCode Staff, Platform, Shared Evidence Import active new-hire, staff profile, qualification, leave, review, and HR evidence history for HR cutover.

Read-Write Native Modules#

Module Representative legacy tables or target write models ER links Production ownership
Tour, lead, and admissions pipeline tour, tourChild, tourChildContact, admissions follow-up queues Enrollment New platform owns inquiry capture, follow-up state, conversion, and admissions dashboard work.
Registration and enrollment registrationParent, registrationChild, registrationChildParent, registrationChildSchedule, registrationParentAccount, registrationFeeCost Enrollment, Children, Family New platform owns registration validation, enrollment setup, family linkage, schedule creation, and placement readiness.
Registration child health capture registrationChildAllergy, registrationChildAllergySymptom, registrationChildAllergyCausativeAgent, registrationChildAllergySubstitute, registrationChildFoodRestriction, registrationChildFeedingPractice Enrollment, Health New platform owns allergy, food restriction, feeding-practice, and substitute capture during registration and creates the handoff into enrolled-child allergy and IAP workflows.
Family accounts and billing parentAccount, billing adjustment records, payment records, invoice/statement read models Finance, Family New platform owns household ledger updates, billing adjustments, statements, and account review.
EFT, subsidy, and receivables processing eftReceivable, subsidyAccount, subsidyReceivable, payment import/reconciliation records Finance New platform owns receivable matching, payment processing state, subsidy posting, and finance exception queues.
Attendance-to-billing integration childSchedule, childAttendance, childDailyAttendance, childAbsentDay, billing recalculation queues Operations, Finance New platform connects schedules, attendance, absences, enrollment, subsidies, and billing logic in one operational model.
New-hire intake and onboarding newHire, newHireContainer, staffPortalUserAccount, staffPortalUserVerificationCode, onboarding tasks, onboarding documents Staff, Platform, Shared Evidence New platform owns candidate-to-staff intake, onboarding state, supporting documents, portal access setup, and handoff into staff records.
HR staff administration staff, staffQualification, staffQualificationInventory, staffTimeOffRequest, staffTimeOffRequestItem, staffTimeOffBank, review, reviewType, reviewAnswer, HR document review records Staff, Shared Evidence New platform owns HR profile maintenance, qualifications, leave balances and approval administration, employment-document administration, staff reviews, HR evidence, and follow-up queues. Staff self-service leave requests and document submissions are already native in Release 2.

Release 4: Administration And Reference Data#

High-Level Work#

Release 4 completes lower-frequency administration so the organization can manage setup and catalogs in the new platform without routine support scripts or legacy screens:

  • campus creation and updates
  • organization setting updates
  • classroom creation and updates
  • program creation and updates
  • checklist, food, allergen, restriction, meal, recipe, authorization, and other reference-data management
  • audit and approval controls around administrative changes

Read-Only Or Historical Imports#

Module Representative legacy tables ER links Production use
Legacy setup baseline region, orgCode, campus, room, programGroup, roomProgramGroup, roomProgram Organization Use the latest imported setup as the starting point for native administration.
Legacy catalog baseline allergen, foodRestriction, feedingPractice, meal, mealResult, product, recipe, recipeProduct, recipeInstruction, authorizationTemplate Health, Facilities Use existing catalogs to seed editable native reference data.
Historical setup snapshots prior setup values, source IDs, sync records, and audit snapshots Entity Relationship Overview Preserve legacy identifiers and historical context for reconciliation and reporting.

Read-Write Native Modules#

Module Representative legacy tables or target write models ER links Production ownership
Organization and campus administration region, orgCode, campus Organization New platform owns organization settings, campus details, operational configuration, and administrative audit.
Room, capacity, and program administration room, programGroup, roomProgramGroup, roomProgram, calendarEvent, calendarEventRoom, calendarMonthRoom Organization New platform owns classroom setup, capacity, program assignments, calendars, and operational room configuration.
Routine and classroom reference setup roomRoutineInventory, roomRoutineItem, classroom learning/routine catalog records Organization, Children New platform owns routine catalogs and classroom reference content used by staff and parents.
Food, allergy, meal, and recipe catalogs allergen, foodRestriction, feedingPractice, meal, mealResult, product, productAllergen, productFoodRestriction, recipe, recipeProduct, recipeInstruction Health, Facilities New platform owns catalog maintenance, recipe safety data, meal options, and kitchen reference data.
Authorization templates and operational value lists authorizationTemplate, authorizationLineItemQuestion, authorizationLineItemOption, authorizationLineItemOptionList, childAbsentReason, childSleepCommentOption, childSleepCheckCommentOption Health, Operations New platform owns template design, question sets, option lists, and operational reference values.
Admin audit and governance native admin audit events, approval queues, change history, source ID mapping Platform, Shared Evidence New platform records who changed setup data, when it changed, and which workflows were affected.