Keep your data fresh
A plan is only as good as the data behind it. Refresh weekly, always before intake planning, and check every change before you apply it.
1/11Click Refresh data and choose Enrolments. Do the waitlist straight after.
Your CCMS is the source of truth for who is enrolled, on which days and in which room. Floreo doesn’t connect to it directly, so you bring the latest data across by uploading an export. Refresh weekly if you can, and always before intake planning.
Upload a new export
- Click Refresh data in the sidebar and choose Enrolments or Waitlist. Do enrolments first, then the waitlist.
- Pick your CCMS under Source system. Floreo shows where to find the export, for example in OWNA: Admin → Reports → Enrolments, filtered to active children. Click I’ve got my file.
- Drop the CSV or Excel file into Upload file. Column names don’t need to match exactly; Floreo’s AI maps them.
- Check Review extracted rows. The badges show how many rows are ready and how many were skipped because a required field (name, date of birth or room) was missing.
- Read every row in Review import changes. Each one is a change Floreo will make to your data. Tick Skip on anything that’s wrong.
- Click Apply (the button shows how many changes). A summary shows how many children are now in your plan, how many changes you skipped, and a link to View upload history.
The number of children in your plan can differ from the number in your file. Children whose start date is still in the future, like Hazel in the walkthrough, are counted from the day they start.
What the changes mean
| Change | What it does |
|---|---|
| Create child, Create and link family, Create parent, Create enrolment, Set room and attendance | A child in your export that Floreo hasn’t seen before. |
| Change room or attendance | Your CCMS shows different days or a different room. Before and After show exactly what changes. |
| Update parent contact details | The email or phone in your CCMS differs from Floreo. |
| Update date of birth | The date of birth in your CCMS differs from Floreo. |
| Mark missing enrolment as left | A child enrolled in Floreo isn’t in your export, so Floreo treats them as having left. |
| Remove attendance requests | Clears wanted days you added in Floreo (see below). |
| Complete matching placement tasks | Your CCMS now shows a move you planned in Floreo, so the plan change is marked done. |
| Reconcile duplicate child records | Two children in Floreo look like the same child, so Floreo merges them into one. |
| Retire matching manual waitlist entry, Copy manual waitlist tasks | A child you added by hand in Floreo now appears in your CCMS, so Floreo joins the two. |
When Floreo and your CCMS disagree
A refresh always brings Floreo into line with your CCMS. If you’ve changed something in Floreo that isn’t in your CCMS yet, the refresh will offer to change it back. Here’s what to expect:
| You changed in Floreo | What the refresh does | What to do |
|---|---|---|
| Wanted days (Wants in Edit enrolments) | An enrolments refresh proposes Remove attendance requests for every enrolled child with wanted days. | Tick Skip to keep them. You’ll need to do this on every enrolments refresh. |
| A move in your plan (room change, day change, new enrolment), pending or confirmed | Your plan change stays in the plan. Once your CCMS shows the child in that room, the refresh marks it done with Complete matching placement tasks. | Confirm the move with the family, make it in your CCMS, then refresh. |
| A child added with Add child | When a child with the same first and last name appears in your enrolments export, Floreo joins the two records and copies across any moves you planned. | Check the names match the CCMS exactly, and that it really is the same child, before you apply. |
| A child enrolled only in Floreo | Anyone enrolled who isn’t in the export is proposed as Mark missing enrolment as left. | Skip it if they’re still attending, and check your export includes every room and active child. |
| Parent email or phone, or date of birth | Your CCMS values replace Floreo’s. | Update your CCMS first, or tick Skip if Floreo is right. |
| Siblings, buddies, notes, holding room | Never changed by a refresh. | Nothing. |
Skip only applies to this upload. Floreo doesn’t remember what you skipped, so the same change comes back next time until your CCMS matches. The lasting fix is to make the change in your CCMS too.
How Floreo matches children
Floreo matches children by first name, last name and date of birth. If a name is spelled differently in your CCMS (for example Ollie and Oliver), Floreo can create a second child, then offer Reconcile duplicate child records to merge them. Check these carefully before applying: merging keeps one record and removes the other.
Before applying, scan the list for anything you didn’t expect: a child marked as left who’s still attending, a duplicate, or wanted days about to be removed. It takes a minute and keeps your plan right.
Once a centre’s last upload is more than 45 days old, Floreo shows Data may be out of date on the centre, and head office sees it under Needs attention. You can still open your plans, but refresh before you act on them.