TABLE OF CONTENTS

• IMPORTANT - Significant Agency, Site, and Session Menu Changes
• New Attendance Configuration Area
• New Messaging View for Teachers
• New Head Start Eligibility Verification Grid
• Reporting Enhancements
• Attendance Enhancements
• Certification Enhancements
• Application Enhancements
• General Enhancements
• Provider Invoicing Enhancements
• Fixes & Adjustments

IMPORTANT - Significant Agency, Site, and Session Menu Changes

Last week, we released an announcement of significant menu changes being made to the Agency Menu, Site Menu, and Session Menu this Saturday, July 12, 2025.

To review these changes detailed in our previous announcement, please click the following link:

https://hubbe-assist.freshdesk.com/support/solutions/articles/150000208511-important-significant-menu-changes

We have also made a short video to review these menu changes, as shown below:

If the video above doesn't open full-screen, use the following link: 

Significant Agency, Site, and Session Menu Changes - July 12, 2025

New Attendance Configuration Area

• We have created a new "Configure Attendance" area found within the Attendance sub-menu, in which users can find all attendance-related preferences organized by type to assist staff with managing attendance preferences. There are five (5) tabs within this area, including:
  • General Attendance Settings - This tab will include all general attendance settings, such as allowing manual attendance, as well as the settings to block sign-in or out past a certain lateness or earliness according to session start/end times.
  • Absences - As the name suggests, this tab will include all absence-related settings, such as which users have access to manage absences, as well as the absence reasons that are available to process an absence with.
  • QR Code Preferences - This tab will allow users to easily view and manage QR Code settings for each session in your agency/center. Here users can disable/enable QR Codes for eSignature Attendance, multi-select sessions and update the QR Code setting in batch, or update one session at a time.
  • ASES and ELOP - In this tab, users can enable the ASES/ELOP reports (found within the Attendance Reports area), as well as enable the Early Release/Late Arrival codes in which parents can select a reason for which their child was dropped off late or picked up early according to session start/end times. This can be enabled by session in the grid below.
  • Lock Attendance - The last tab allows users to lock attendance months, which means that teachers and parents will not be able to adjust or create attendance events for a child for the locked month.

New Messaging View for Teachers

• We have updated the view of the Messaging feature in Hubbe for users with the Session Admin role assigned. Now, teachers will see cards for each active or newly enrolled child in their session, with the child's name and picture displayed. Teachers will be able to "Batch Message" families in their session, click to view the messages in a family's thread, and send messages to a single or multiple children at once. We hope this update serves you well!

New Head Start Eligibility Verification Grid

• To support Head Start programs in Hubbe, we have created an agency-level "Head Start Eligibility Verification Forms" roll-up grid where staff can view, and edit all family forms that have been created in your system. This grid also offers the ability to apply filters, sort by columns, view the status of the form, and download the forms individually or in batch.

  
  

  Users can also click the "Charts" button above the grid to view a pie chart that shows the percentage of participants listed under each type of eligibility criterion out of the total eligibility verification forms created in the program year. We hope this updates serves your team well!

Reporting Enhancements

• Updated the Enrollment Counts by Adjustment Factor Report (found within the Enrollment Dashboard), to split out the category counts by PT, FT, and FT+ columns. There will still be total count values for each category (i.e., Three Year Olds, Dual Language Learners, etc.) as well as by each time period column (PT, FT, FT+). The PDF, Excel, and CSV downloads of the report will also include the new report columns.

• Updated the Projected Billing Report (found within the Manage Billing record in the Finance sub-menu) to optimize user experience and report organization. The updates to this report include:
  • The columns included in the report have been rearranged and updated to appropriately reflect the data found in each column. 
  • We have also added a "Schedule ID" column with a hyperlink to the schedule from which the transaction item is sourced. 
  • Additionally, we have added a "Reload" button below the billing filter(s) selection to allow staff to easily regenerate the report without having to clear and re-select the month selections. 
  • Lastly, the month options in the billing period drop-down will be restricted to the fiscal year selection at the top of the record - this means that only months within the 2025-2026 fiscal year will appear as options if that year is selected at the top. We hope these updates serve you well!

Attendance Enhancements

• Added "Late Arrival" and "Early Release" badges to the sign-in and sign-out times, respectively, on the student's eSignature Attendance sheet download for attendance events eligible for those labels. This will appear for sessions with ASES or ELOP funding, so long as this feature is enabled and turned on for the session. For example, if a student is signed-in later than 15 minutes after the session's start time, then this sign-in event on the eSignature Attendance sheet will have a "Late Arrival" badge.
• Updated the eSignature Attendance Sheet download and table view to ensure all staff and parent notes are shown, if added, for absence events. A note can be added for an absence when reporting the absence as staff, when the parent manages the absence in the attendance portal or their parent portal account, when the staff processes the absence record, and finally as a general note to the absence event by staff. Now, if any note is added in any of theses areas for an absence, then it will show on the attendance sheet.

Certification Enhancements

• Updated the CDE/CDSS Certification Grid (available in the Intake, Eligibility, and Enrollment sub-menu; previously titled "All Subsidized Certifications") so that only families enrolled in the following subsidy types are filtered to show on the grid: CSPP, CCTR, CMIG, CFCC, CHAN, CMAP, CalWORKs Stage 1, C2AP, C3AP, CAPP, and Bridge. This update came from a request in the field to not automatically show tuition-based families in the certification grid so users can more easily manage certified families.
• Added the child's Date of Birth beside their name in the "Create Application for Services" modal within a family's Subsidized Certification area to assist users when certifying families.
• Added the subsidy type of the schedule beside the children's schedules within the Schedules card when creating an Application for Services Form to assist staff with identifying which schedule to select, most notably in the event when a student may have more than one schedule listed.

Application Enhancements

• Added new columns to the Applications and Waitlistgrids at both the agency and site level, including: Parent A Home Phone, Parent A Mobile Phone, Parent A Work Phone, Parent B Home Phone, Parent B Mobile Phone, and Parent B Work Phone. These columns will show by default, but users can choose which to show/hide using the column selection tool. We hope this update helps your team more easily contact families during the application process!
• Added a new column titled "Date Enrolled" to the "Completed Applications" tab of the Applications and Waitlist record, which will display the date/time an application was intaken by a staff member. Users can now see when a family's application was intaken, and sort the grid by the "Date Enrolled" if desired.

General Enhancements

• Added two new filters for the All Schedules grid (agency, site, and session levels) titled "Schedule Starts Between" and "Schedule Ends Between." These filters will allow staff to filter for students who have a scheduled start date between two selected dates, or a scheduled end date between two selected dates. 
  • For example, if a child is scheduled from 7/5/2025 - 6/28/2026, then the staff can utilize the "Schedule Starts Between" with selected dates of 7/1/2025 - 7/15/2025 to see a list of students who start during that period, including the child listed above.
• Added a new filter to the All Students grid titled "Birth Date Range" as requested by users. This new filter will allow staff to easily filter for students who have a birth date coming up, such as when a child turns three years old and may need to be transferred into CSPP services. 
  • For example, if a student's birth date is 7/15/2022 then users can set the filter to look for students with a birth date between 7/1/2022 - 7/30/2022 to see the students who are turning three years old in July 2025, including the student listed above.
• Updated the All Students grid (available at the agency and site level) to optimize the schedule information that is displayed within a child's row. Now, the columns relating to the schedule, including the session and start/end dates, will show the child's current active schedule, and if there is none then their schedule that starts in the future, and if there is none then the scheduled that ended most recently, and if there is none then the columns will be blank.
• Added two new columns and accompanying filters to the Family Language and Interest Interview grid (available at all levels: agency, site, and session), including:
  • Family Opted to Complete Survey - This column will display whether the family has declined or agree to complete the initial Family Language Instrument Survey (4 questions). Parents are presented with the question of whether they'd like to complete the survey during the application process or upon logging into their portal, and now that response will be reflected on the grid for the child.
  • Teacher Designation - In the initial Family Language Instrument Survey (4 questions), there is a question of whether the child is a Dual Language Learner (DLL). If answered "Yes" then there is another drop-down question for the staff to indicate whether the DLL status was identified by the teacher. This response will now be reflected on the grid for the child.
• Updated and added the options available to certain agency staff in the Manage Billing area within a billing period, as follows:
  • Move Fees Back to Pending - We have updated the button previously titled "Remove Selected Fees" to "Move Fees Back to Pending." This button will perform the same action as before, which will be moving any selected fees in the "Drafted Fees" or "Posted Fees" tabs back to the "Pending Billing" area on the Manage Billing record. Users may use this button if they wish to update or change a student's schedule fee to regenerate it. The process to do so would be: select the fee in the grid, click "Move Fee Back to Pending," go to the family's record and make any necessary schedule changes or add discounts/etc., and then click "Run Pending Billing" for that month to regenerate the fee. Users with access to this button include staff assigned the following roles: Agency Admin, Agency Fiscal Admin, Billing Manager, and Program Admin.
  • Delete Selected Fees - We have added a new button titled "Delete Selected Fees" that will allow users to semi-permanently remove the selected schedule fee from that billing period. The deleted fees will not go back into pending billing, rather they are removed altogether. However, if this action was inadvertently made, then users can either re-save the student's schedule to refresh the family's Fee Plan and move the schedule fee back into pending billing, or manually post a non-schedule fee for that month. Users with access to this button include staff assigned the following role: Agency Admin.

Provider Invoicing Enhancements

• Updated the Provider Invoicing area to ensure users can select months in the previous fiscal year to review and manage provider invoicing, such as for June 2025.
• Updated the Provider Invoicing area to ensure that children who were active/enrolled during an invoicing period but who is inactive now is still included in the pending invoicing when generated for the month.
• Updated the Child Care Provider Payment Statement download so that the "Vendor Number" listed in the top "Provider Information" section lists the site's "Accounting ID" rather than the agency's "Vendor Number" so that it is a site-specific value, as requested by users.

Fixes & Adjustments

• Updated the income ceiling for the CDSS 2025-2026 Income Ranking Table to determine a family's eligibility to ensure that it is 85% of the SMI or rank 85 in the income ranking table. CDE will continue to be 100% of the SMI or rank 100 in the income ranking table to determine eligibility.
• Updated the previous versions of both the CDE 801A Report and the CDSS 801A Report for the reporting month of June 2025 to ensure the 2024-2025 income ranking tables are used to determine the family's income rank contributing to the value reported in the column "Family Income Greater Than 85 Percent Of The State Median Income Level?"
• Fixed an alignment issue for the columns displayed in the attendance history grid in a student's Attendance - Monthly record, including the Time In/Out time stamps and signatures.
• Fixed an issue that was preventing some staff from intaking Family Applications, resulting from a parent being removed from the application but still requiring a mandatory custom question for the parent.
• Updated the student Medical Home record to ensure the "Medical Home Facility" options load in the drop-down list, allowing staff to select a Health Center provided by the Health and Resources and Services Administration (HRSA) health center data warehouse.
• Added a family's Emergency Contacts back to the Family Data File download to ensure all family information is included in the single download.
• Updated a few more wording adjustments for the questions included in the Family Language and Interest Interview record, used to determine a dual language child's language environment.
• Updated the "Create/Assign Staff & Roles" modal (used at the agency, site, or session record to assign staff with a role) to provide helpful error information within the modal if the selected staff account has an invalid email address and the system cannot complete the role assignment. 
• We have updated our W-9 PDF download to match the latest changes from the IRS's W-9 form.
• Updated the Agency Menu to only show the "State/County" menu item if the agency is included in a funding stream/grant allocation at the County level.